G Suite Information for Parents & Guardians Software Contents Information for Parents and Guardians 3 What is G Suite for Education 3 What is the difference between G Suite and G Suite for Education? 3 What if I have questions or concerns about my child’s access to G Suite for Education ? 3 Privacy information and personal data collection 4 What personal data is collected? 4 How is the data used? 4 Is this data secure? 4 When is data deleted? 4 Where is the data? 4 What happens if a student needs to retrieve data? 4 Who owns the data? 4 Safety 5 How is my child protected when using these online tools? 5 How can you help protect your child’s information? 5 What products are included in G Suite for Education? 6 G Suite for Education Tools 6 How will my child use G Suite products? 6 Google Classroom 6 Google Meet 7 Google Drive 7 Google Docs, Slides, Sheets, Forms 8 Google Sites 8 Gmail 9 Google Calendar 9 Google Contacts and Groups 10 Google Apps Script 10 Google Drawing 11 Google Jamboard 11 Google My Maps 12 Google Photos 12 Other Google Apps and shortcuts available on the Google Drive menu 13 Other Google apps available 13 Approved Apps available from the Google Workspace Marketplace 13 Approved Apps available from the Google Play Store 13 Approved Apps available from Chrome Web Store 13 Published 23rd November 2020 2 Information for What is the difference between G Suite and G Suite for Parents and Guardians Education? This guidance is for parents and G Suite for Education is a suite of guardians of students who are using Google apps tailored particularly the Department of Education and for schools. G Suite tools are cloud Training, Victoria (known as VIC DET) based and provide access to online provisioned G Suite for Education and offline learning. G Suite for platform. Education does not include marketing In this document, please find or advertisements. information on: • Privacy information and personal What if I have questions or data collection concerns about my child’s • Safety access to G Suite for Education? • G Suite for Education Tools If, after reviewing the information you have questions or concerns about your child’s access to G Suite What is G Suite for Education? for Education, please contact your child’s school. Should you decide to G Suite for Education is easy to use, opt out of this product on behalf of flexible and scalable, collaborative, your child, alternative arrangements and secure by design. All G Suite for for undertaking schoolwork will be Education tools meet high security made by the school. and privacy standards to keep schools, students and their data safe. G Suite enables secure learning environments with a comprehensive set of security features so we can set policies, control user access, monitor data, and quickly respond to security issues. G Suite for Education is selected as a tool for Victorian schools so we can: • help every student do their best work, by introducing flexible and personalised learning. • help educators put more time back in their day, and connect more meaningfully with students. • help parents, guardians and families support their children while distance learning and foster the important connection between the school and the home. • help IT Administrators set up and manage education tools and settings, with the ability to scale as ? the unique requirements of school changes. Please visit this Google for Education video guide for parents. Published 23rd November 2020 3 Privacy information signed into their G Suite for Education What happens if a student accounts. needs to retrieve data? and personal data Google runs automated scans of Administrators have access to Google collection Gmail to keep its customers secure Vault. Please note: Students will never and to improve their product be able to use Google Vault as an What personal data is collected? experience. In G Suite, this is limited application. The purpose of Google To access G Suite for Education, to virus and spam protection, spell Vault is for administrators and legal students’ personal information and check, relevant search results and personnel to retain, hold, search data will be stored and processed features such as Priority Inbox and and export data in support of VIC by Google in order to provide VIC auto-detection of calendar events. DET’s data retention and needs. It supports Gmail, files in Google Drive DET students with G Suite Education Details of Google’s use of data in and recordings in Google Meet. Only services. G Suite for Education can be found VIC DET administrative users who in its Terms of Service Personal information and data are set up with Vault can access the includes: Google will only disclose this data tools. • Student department username at the direction of the VIC DET or if compelled to do so by law. • Student department email address Who owns the data? • Student year group Is this data secure? VIC DET owns the data including all student details. Google’s • School name Google is committed to protecting responsibility to keep it secure. • Any personal system settings the privacy and security of all of Google Privacy Information: More such as preferred language, and their users, including students. Google information on Google Cloud and any content created by a student has strong security systems in place Australian Privacy Principles can be (including text, images, sound and to keep personal information secure, found here. Complaints regarding multimedia) including an encrypted HTTPS (secure web transfer) connection. Google’s management of this service Some of this information may be should be directed to Google or accessed by VIC DET support staff Google’s physical data centre the Office of Victorian Information to resolve a technical issue, or where access is restricted to authorised Commissioner. Further information required by law. This information is personnel, and multiple layers of on how Google uses personal leveraged to control access to physical security are implemented. information may be accessed at: G Suite Education services and Google Support personnel are only G Suite for Education Privacy and access to student work. able to access user data in extremely Security Centre limited circumstances, and subject As part of providing its services, to rigorous approval and oversight. VIC Department of Education privacy Google may also collect device information: VIC DET Privacy Policy information, log and location Google builds and operates their Questions about privacy can be information as detailed in own secure servers and platform directed to the Department’s Privacy Google’s Privacy Policy. services, and makes it easy for administrators to monitor and team who can be contacted via manage data security. Watch video. email: [email protected] How is the data used? There is also a privacy complaints Google stores and processes personal When is data deleted? process available here. information only to provide the G Suite Unless required by law, Google will for Education services. delete customer-deleted data from Google limits its storage and its systems within 180 days of VIC processing of personal information DET deleting a student’s account. within G Suite for Education to provide additional protection for students Where is the data? using this platform. Student data is stored across G Suite for Education does not allow Google’s global data centres. Learn Google to collect or use student more about Google’s Data Centres. data for advertising purposes, or to create advertising profiles. G Suite for Education users don’t see ads when they use Google search when Published 23rd November 2020 4 Safety How is my child protected when • Encourage your child to log into the using these online tools? Google Chrome browser using their school account. This will enable a The Department considers student safer internet browsing experience, safety to be of paramount importance. including the removal of unwanted Accordingly, relevant settings are advertising. enabled on the Department’s G Suite License to ensure that students are Students can safely share and save protected from unauthorised contact. school related work. This includes: This includes: • A class presentation • Student email, if enabled, is • Conversations about classwork or restricted to users within the assignments Department (Please note: a School Principal can elect to enable • School related contact details external email for students) • Class related media - videos, photos, • Students are not able to be audio, document files contacted by persons from outside • Whiteboard notes the Department’s G Suite environment (Please note: a School • Emails between students regarding Principal can elect to enable schoolwork (if enabled) external contact for students) Students should not share personal • Sharing of documents is limited or sensitive information about to users within the Department themselves or other students or their G Suite environment teachers online. This includes: • If videoconferencing has been • Personal mobile or home phone enabled at your child’s school numbers or home address, including through Google Meet, only the that of other students teacher can initiate a call, students • Personal photographs and video are not enabled to call each other clips unrelated to schoolwork or people outside the school organisation. • Sensitive information such as health details, including that of Students will not receive advertising other students or marketing materials through their G Suite for Education accounts. • Bank account details Students will not be contacted • Information that could be used to directly by Google. Should you or discriminate against the student your child be contacted by someone or another including information claiming to be from Google, you about racial or ethnic origins and/ should contact your child’s school or religious or political belief Immediately.