Appropriate Use: Generative AI #
Be aware that these Generative AI tools contain functionality which allows the upload of pictures and files. It is the responsibility of the user not to upload content or enter prompts which may generate inappropriate or concerning text or imagery, or which contains any personal, sensitive or confidential information.
Please also refer to the Scottish Government’s AI Guidance for Schools when using any kind of AI tool within education.
Please note: When you turn on Smart Features in Google Workspace, you agree to let Google Workspace use your Workspace content and activity to personalise your experience across Workspace. Your local authority is the Data Controller, therefore, please ensure all data is handled in line with your organisation’s data handling policy, the GDPR and the Data Protection Act.
Overview #
Google’s Smart Features are settings that allow Workspace apps, such as Calendar, Chat, Meet, and Drive, to cross-reference your content and activity that supports with improving and streamlining workflow processes. When enabled, this permission allows Gemini to transform Google Drive from a static storage cabinet into a source that directly integrates into your Gemini workflows.
Smart Features allow Google apps to “talk” to one another.
Smart Features for Integrating Google Drive #
Enabling Smart Features connects Gemini Education directly to your Google Drive, creating a frictionless, two-way integration:
- Seamless Input: Effortlessly pull existing Drive content into Gemini to provide instant context for your prompts.
- Direct Saving: Automatically save Gemini-generated lesson plans, rubrics, or resources straight to your Drive—no downloading or manual uploading required.
Smart Features for Sharing Gems #
Sharing Gemini Gems transforms a personal AI tool into a collaborative asset. Much like sharing a Google Doc, it allows teams and individuals to standardise workflows, scale expertise, and maintain consistency without everyone having to write complex prompts from scratch.
To start sharing Gems you will first have to enable Smart Features within Google Drive. The video and the PDF below will take you through the process.
Enable Smart Features Once #
Please note: You will only need to enable Smart Feature settings once, and then you will be able to integrate Drive into Gemini and seamlessly share your Gems as appropriate.
Data Privacy #
A common hesitation when enabling smart features is data security. Google operates under strict enterprise privacy commitments:
- Your Workspace content is never used to train public or consumer AI models.
- Your data is never used for advertising purposes.
- Smart features strictly respect user-level permissions; the system will never surface or reference a file that a user doesn’t already have explicit permission to view.
Please note that your local authority is the Data Controller, therefore, please ensure all data is handled in line with your organisation’s data handling policy, the GDPR and the Data Protection Act.
More information regarding data privacy within Gemini Education be found below,
Other Useful links #
What is personal information? Find out via the link below.