Google Workspace for Education Agreement

Google Workspace (formerly G Suite) for Education is offered to the PSU community through a contract negotiated between Google and the Oregon University System (OUS), which provides a level of data security and privacy much higher than that provided to users of consumer Google Workspace. The protections afforded to your data through Google Workspace for Education are outlined below.

Ownership and Use of Data

• PSU owns the email, calendar and other data within the Google pdx.edu domain.

• Google is required to comply with all applicable privacy laws. OUS’s agreement with Google specifically requires Google to comply with the Family Educational Rights and Privacy Act (FERPA) when handling data that includes PSU student information. In addition, Google is registered with the US-EU Safe Harbor agreement, which helps ensure that the protection of PSU's data will comply with European Union standards for educational institutions.

• OUS’s agreement with Google limits Google’s use of PSU’s data to the uses necessary for Google to provide the services required by PSU. Google may not scan or mine PSU’s data for advertising or other purposes. Google is contractually prohibited from serving advertisements in the PSU Google Apps for Education environment.

Privacy and Security of Google Workspace for Education

Google has provided assurance that its policies regarding data center access and server access are appropriate and consistent with how PSU controls access to servers and data centers. However, although Google is contractually and legally obligated to protect PSU’s data and to adhere to industry standard systems and procedures regarding security and confidentiality, it is possible that Google will store data in server facilities located outside the United States. Any information or data that is subject to United States export control regulations should not be transmitted or stored using Google Apps.

The higher level of protection for data in your emails does not mean that you can send anything via email. Whenever possible, you should avoid transmitting sensitive data in email messages. A good rule is "don’t put something in an email that you wouldn’t put on a postcard."

Review the information you have in your current email and remove the following whenever possible:

• FERPA protected information

  • For more information, reference FERPA FAQs.

• Personal health information (PHI)

  • For more information, reference "What Information is Protected" on this HIPAA Privacy Rule Summary.

• Personally identifiable information (PII) which requires protection under the Oregon Identity Theft Protection Act.

Data Mining and Ad Placement

Google is contractually prohibited from serving advertisements in the Google Workspace for Education environment. OUS’s agreement with Google limits Google’s use of PSU’s data to the uses necessary for Google to provide the services required by PSU. In order to provide essential core features for PSU Gmail, Google will run fully automated scanning and indexing processes to offer improved spam filtering, virus detection, and email search, just as the University currently does for these same purposes. For more information, reference the Google Workspace for Education Privacy Notice.