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Google now calls Gemini integrations “Connected Apps.” They can let Gemini find, summarize, and in some cases change information in services such as Gmail, Drive, Calendar, Keep, Tasks, Photos, YouTube, Search and Maps. The exact access is controlled by your account type, connection settings, administrator policies, existing file permissions, country, language, device and Gemini app. A connection is not unlimited control of your Google account, and disconnecting an app does not automatically erase Gemini chat history.
What “Connected Apps” means in Gemini
“Gemini extensions” is still a common search term, but Google’s current help pages use Connected Apps. In Gemini settings, you can see which integrations are available to your account, connect or disconnect them, and open each app’s Learn more entry for its supported actions.
When an app is connected, Gemini may use information from that service to answer a prompt. You can often target a service by typing @ followed by the app name, then asking a question. Some integrations are designed to work automatically after you connect them, without requiring an app tag in every prompt. A connection can also trigger a separate permission prompt when Gemini first attempts to use the service.
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Three different kinds of information Gemini may use
Personal information from a connected app
This is data associated with your account and governed by both the connection and the service’s permissions. Depending on the service and your settings, Google describes possible data such as email, files, calendar events, photos, videos, contacts, Wallet information, Search or YouTube activity, location and insights derived from those sources. Connected data can reveal sensitive or confidential subjects, so a connection should be treated as access to potentially personal information, not merely permission to see an app’s name.
Public information from Google services
Gemini can use some public information automatically under Google’s documented conditions. Google says public information from Search may be used even when you are signed out or when Keep Activity is off. Public information from Flights, Hotels, Maps and YouTube requires Keep Activity to be on. These rules concern public information; they do not grant Gemini permission to read your private Gmail, Drive or other personal content.
Work or school information
Workspace access is a separate case. Gemini has the same Workspace data access that you have, but an administrator can enable or block connections and can prevent Gemini from using some or all Workspace data while leaving other Gemini features available. Your existing content permissions and restrictions continue to apply.
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Google’s Personal Intelligence material lists a broad set of possible personal-account connections. Availability is eligibility-based, and the list can change, so your own Connected Apps screen is the authoritative check.
| Area | Services listed by Google |
|---|---|
| Workspace | Gmail, Calendar, Drive, Docs, Sheets, Slides, Keep, Tasks, Chat and Meet |
| Google information services | Search, AI Mode, Discover, Maps, Shopping, Flights, Hotels, Translate and News |
| Personal data services | Contacts, Google Wallet and Google Photos when eligible |
| Media | YouTube |
Contacts access is specifically described as available in the United States, in English, and requiring an AI Ultra subscription on the reviewed Personal Intelligence page. That condition is not a general requirement for every other app.
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For work or school accounts, Google’s separate instructions document a Workspace connected app and Google Classroom. Those instructions have administrator and edition prerequisites; the personal-account list above should not be treated as a promise that the same services appear in Workspace.
What Gemini can do with Workspace apps
Google’s current Workspace instructions describe both read-oriented and write-oriented tasks. The available action set differs by service and account.
Gmail, Docs and Drive
- Find information in Gmail, Docs and Drive.
- Answer questions about content and summarize it.
- Retrieve relevant documents or messages for a response.
Gemini cannot access comments or images in Docs or Gmail through the documented Workspace app. In Drive, it cannot access pictures or videos outside documents, spreadsheets, presentations or PDFs. It also cannot create Drive folders, move Drive content, count Gmail or Drive items, or report their storage usage.
The same instructions exclude creating or deleting certain documents, spreadsheets, PDFs and presentations. Work-account guidance adds limitations around creating or deleting Gmail drafts and certain Classroom actions. Because the supported list changes, open the app’s current Learn more page in your settings before relying on a particular command.
Tasks
Gemini can add, edit and retrieve Tasks when the Tasks connection and account permissions allow it. A request such as “Add a task to renew my passport next Friday” is a write action, so Gemini may ask for confirmation or an additional permission prompt.
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Keep
Google documents creating and retrieving Keep notes and lists. This is more than search: Gemini may write a new note or list, but only within the actions exposed by the Keep integration.
Calendar
Gemini can create or manage Calendar events and retrieve calendar information that you are allowed to view. It cannot see events outside your permissions.
Chat and Classroom
Workspace guidance includes searching Google Chat. Google separately documents Classroom for eligible work or school accounts, with administrator and edition requirements. The available Classroom operations are narrower than general account control, and some actions are explicitly excluded.
What Gemini cannot assume it can access
A connected app is not a device-wide remote-control channel. Gemini does not automatically gain every file, message or setting associated with your account. The practical boundaries are:
- Drive sharing: Gemini can access only files shared with you. An owner’s restrictions on downloading, copying or printing can also block Gemini access.
- Calendar visibility: Gemini can use events you can view, not private events hidden from your account.
- Delegated Gmail: Gmail delegation does not extend Gemini access to the delegate’s inbox.
- Administrator policy: A Workspace administrator may disable some or all Workspace data access.
- Unsupported operations: Each app exposes a defined set of actions; unsupported actions remain unavailable even when the app is connected.
These limits explain why a prompt can fail even though the app appears connected. The issue may be the file owner’s policy, an administrator setting, your account’s existing permission or an operation Google has not implemented.
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How to inspect, connect or disconnect an app
Labels can differ by device and Gemini app, but the process follows Google’s Connected Apps controls.
- Open Gemini and your account settings.
- Open Connected Apps (sometimes shown within personalization or app settings).
- Review the apps listed for your account. Availability is filtered by account, location, language, device and eligibility.
- Select an app to read its current Learn more description, including supported and unsupported actions.
- Choose Connect and complete any Google permission or service-specific prompt.
- To remove the connection, return to the same screen and choose Disconnect.
For a one-off request, type @ and the app name in a Gemini prompt when that app supports explicit selection. If Gemini asks for permission at that point, read the requested scope before accepting.
Workspace users may not see a connect option at all. Ask the administrator whether the Workspace connected app is enabled and whether your edition supports it; personal-account instructions do not override organization policy.
Personal accounts versus work and school accounts
| Access question | Personal account | Work or school Workspace account |
|---|---|---|
| Who controls availability? | You manage the apps shown in your Connected Apps settings, subject to eligibility. | An administrator can enable, limit or block Workspace connections; your own permissions still apply. |
| What data can Gemini read? | Connected personal data allowed by the service and your settings. | Workspace content you can access, further limited by owner restrictions and administrator policy. |
| Are the same app lists guaranteed? | No; the list varies by account and region. | No; Workspace has separate prerequisites and documented integrations. |
| Can Gemini perform write actions? | Only where the specific personal integration supports them. | Only where the Workspace app and organization policy permit them. |
Privacy, human review and service improvement
Google’s Gemini Apps Privacy Notice says information from Connected Apps and other Google services may be collected as you use Gemini. It describes uses including providing, maintaining and improving services; developing and personalizing services; communication; performance measurement; and protection of Google, users and the public. Those uses include generative-AI and other machine-learning technologies.
Google says some collected data is reviewed by human reviewers, including trained reviewers from service providers, for these purposes. Its notice states: “Please don’t enter confidential information that you wouldn’t want a reviewer to see or Google to use to improve our services, including machine-learning technologies.” Treat that as an operational warning: do not paste secrets, regulated records or other material you would not want exposed to a reviewer or used for service improvement.
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Personal Intelligence guidance says connected data can support personalized insights and tasks and may be used to improve Google services, including training generative AI. Gemini may share data with other Google services when needed, while third-party services follow their own privacy policies. The result is conditional access, not an absolute promise that Google sees everything or that nothing is shared.
Disconnecting an app does not erase Gemini history
Google separates the connection from Gemini Apps Activity. Disconnecting an app does not delete Gemini chats, and deleting data in the source service does not automatically delete Gemini Apps Activity. The reverse is also true: deleting Gemini activity does not delete the original Gmail, Drive, Calendar or other source data. A change in a connected service may take days to affect what Gemini can recall or display.
Removing a detail Gemini remembered
- Delete every Gemini chat that contains the unwanted detail.
- Disconnect the app that supplied the information.
- Remove or correct the original data in the source service if it should no longer exist there.
- Allow time for the change to propagate before checking Gemini again.
Google advises doing both the chat deletion and source disconnection when removing remembered information; doing only one can leave another route to the same detail.
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Correcting incorrect personalization
Google’s help says to turn Memory on and correct Gemini directly in the chat when personalization is wrong. That correction is different from deleting the source record or deleting activity.
Why a connected-app request may fail
- The app is absent: Your account, location, language, device or Gemini app may not be eligible, or an administrator may have disabled it.
- Gemini finds some files but not others: Check Drive sharing, owner restrictions and whether you are signed into the account that has access.
- A read request works but a write request fails: The integration may support retrieval but not that creation, deletion or editing action.
- Old information still appears: Source changes can take days; delete relevant chats and disconnect the source when removal is important.
- Public information appears despite a setting: Public Search use has different rules from private connected-app access, and a connection toggle does not disable all public-information use.
A practical safety checklist
- Review Connected Apps before asking Gemini about mail, files, contacts, location or financial information.
- Open each app’s Learn more entry and note its write actions and exclusions.
- Use the narrowest account and folder permissions needed, especially in Workspace.
- Do not enter confidential information you would not want reviewed or used to improve Google services.
- For work data, confirm your administrator’s policy and the file owner’s sharing restrictions.
- When removing remembered information, delete relevant chats and disconnect the supplying app; also correct or delete the source record when appropriate.
What to check before trusting a result
Ask which account Gemini used, whether the answer came from private connected content or public information, and whether the requested operation is listed as supported for that app. A concise answer does not prove that Gemini searched every message or file. Conversely, a connected app does not mean all content is visible. The current settings screen and its app-specific help are the final authority because availability, names, eligibility, actions and privacy terms can change.
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