Key Points:

• Google Workspace, despite built-in security features, is not 100% secure and can expose data due to ease of access and collaboration.
• To strengthen security in apps like Google Drive, a DLP (Data Loss Prevention) strategy is essential. This can include access controls, monitoring activity, and educating staff.
• Metomic's DLP tool for Google Workspace an automate data scans, identify sensitive data locations, and enforce security policies.

Google Workspace has over 3 billion users worldwide, with teams using it everyday to collaborate on projects. 

Enabling high productivity, Google Workspace has become an integral part of many organisations' collaborative culture. But with that, Google Drive comes with data security risks every user should be aware of. 

Why Do I Need DLP for Google Workspace? 

As a Software-as-a-Service (SaaS) application, Google Workspace apps like Drive are easy to access from anywhere in the world, making it a perfect fit for businesses with remote and hybrid teams. Whilst there are many benefits to this evolved method of virtual collaboration, it invariably brings with it more avenues for data loss. In contrast to an age of office based work, where data security was confined to the perimeter of the network, today’s security teams have the added task of implementing security measures across multiple locations and devices.

Your Google Drive, for example, may house a wealth of sensitive information, including business documents, financial records, customer data, and employee payroll particulars. Employing a DLP tool can safeguard this data by reducing the likelihood of theft, breaches, or corruption. This tool functions by alerting you to the sensitivity of the data stored within, while also highlighting potential risks to your business.

If your organisation is obligated to adhere to data privacy regulations like the General Data Protection Regulation (GDPR), PCI DSS compliance, California Consumer Privacy Act (CCPA), or Health Insurance Portability and Accountability Act (HIPAA), it is imperative to implement a robust DLP strategy. This strategy is essential not only for achieving compliance but also for mitigating the risk of legal consequences and safeguarding your reputation.

A comprehensive DLP strategy for your Google Workspace can play a crucial role in preventing data loss. This includes scheduling routine backups and implementing access controls, empowering your team to access the necessary documents for their roles without jeopardising the integrity of the data.

What’s Included in Google Workspace?

Google Workspace encompasses a wide array of productivity and collaboration tools, including (but not limited to):

• Google Drive: Cloud storage for file sharing and collaboration.
• Gmail: Email service with strong spam and phishing protection.
• Google Docs, Sheets, Slides: Tools for document creation, spreadsheets, and presentations.

Report: The Risks of Storing Sensitive Data in Google Drive

After scanning approximately 6.5 million Google Drive files, Metomic found 40.2% contained sensitive data that could put an organisation at risk of a data breach or cybersecurity attack.

Other key highlights include:

• 34.2% of all the files scanned were shared with external contacts (email addresses outside of the company’s domain).
• More than 350,000 files (0.5%) had been shared publicly, giving access to anyone who had the document link
• 18,000 files were flagged as “Critical Level” data files, meaning the information contained “Highly Sensitive” data or the file permissions were not applied securely.

Have a read of our findings in full, showing the risky nature of storing sensitive data in Google Drive.

What are the risks of not having a DLP strategy for your Google Workspace?

Without a clear DLP strategy for your Google Workspace applications, you leave your organisation vulnerable to several Google Workspace risks that can negatively impact your business, including but not limited to:

1. Data Breaches

‍A data breach can hit at any time; minimising the amount of incorrectly stored sensitive data in your Google Workspace means you reduce the amount of data threat actors may have access to.

2. Financial Losses

‍Inadequate data protection measures may lead to non-compliance with regulations such as GDPR or HIPAA, potentially resulting in financial penalties.

3. Data Loss

Without robust DLP measures, accidental deletion, corruption, or hardware malfunctions can lead to significant disruptions.

4. Competitive Disadvantage

‍Strong data security controls can instil trust among customers and provide a competitive advantage. Neglecting this can lead to a loss of trust and potential business.

Are There Differences in the Risks Between Google Workspace Apps?

Yes, there are differences in the risks associated with different Google Workspace applications. For instance:

• Google Drive: As our report highlights in detail, risks include unauthorised access to shared files, accidental sharing of sensitive documents, and exposure of confidential information.
• Gmail: Risks include phishing attacks, exposure of sensitive information through email, and unauthorised access to email accounts.
• Google Docs, Sheets, Slides: Risks include unauthorised editing, sharing of sensitive documents, and loss of data due to accidental deletion or version conflicts.

Does Google Workspace Have DLP Built-In?

While Google Workspace does have built-in DLP measures, these may not be enough to protect your data entirely. 

Google’s own DLP solutions offer features such as content detection, predefined content detectors, and monitoring capabilities.

However, there are limitations:

• Google’s DLP features primarily cover Google Drive and Gmail.
• Certain advanced DLP features, like detailed audit logs, complex policy creation, and enhanced reporting tools, are only available in higher-tier plans such as Google Workspace Enterprise. This means businesses looking for more comprehensive data protection may need to opt for these premium plans.
• There may be gaps in protection, especially when it comes to third-party integrations or custom data policies.

For a more comprehensive approach, third-party tools like Metomic can provide enhanced DLP capabilities across Google Workspace apps.

Does Google Workspace Comply with GDPR? 

Certainly, Google Workspace can be GDPR-compliant if used correctly. Google, as a data processor, has taken proactive measures to ensure GDPR compliance for its services, including Google Drive. As an example, users are provided with a Cloud Data Processing Addendum that delineates the terms and conditions for processing personal data.

Moreover, Google Workspace offers features that enable users to export their data and request data deletion, including the "right to be forgotten".

However, the extent to which you comply with GDPR requirements depends on your team's responsible usage of Google Drive. It is crucial not to retain data longer than necessary, particularly when sensitive data might be scattered throughout the company's folders and files.

Establishing a DLP strategy is essential to prevent breaches of GDPR policies, which can lead to fines and reputational damage.

How to Make Your Google Workspace More Secure 

There are a number of steps you can take to make your Google Workspace more secure, including: 

1. Implementing strong access controls 

Ensuring your most sensitive documents are restricted is imperative when it comes to protecting your Google Drive workspace. If data is over-exposed, there is a higher chance that it can be accessed by a threat actor, or made public using the ‘Anyone with link can view’ option. 

2. Enabling MFA

Lacking multi-factor authentication (MFA) leaves your security measures restricted, making it easier for hackers to gain unauthorised access. Implementing MFA for all your users can provide your Google Drive with an enhanced layer of security, introducing a secondary verification method, such as a text message, to significantly bolster protection.

3. Monitoring account activity

It is advisable to leverage an automated tool to monitor the activity of both your employees and contractors with access to your workspace. This proactive approach enables you to detect alterations in sharing settings, identify instances of sensitive data downloads, and monitor the granting of access to third-party applications within your workspace.

4. Backing up your data 

Regularly backing up your data is a prudent practice, especially in cases of emergencies where data recovery may not be possible. Additionally, it's essential to contemplate contingency plans for scenarios in which Google Drive experiences service interruptions, rendering it inaccessible to your users.

5. Educating your team 

Empowering your workforce to serve as a "Human Firewall" of data security-aware individuals is crucial. These employees are adept at recognising the appropriate storage locations for sensitive data and making informed decisions regarding file sharing. By extending the responsibility for DLP to your entire workforce, rather than solely relying on your security team, you can effectively address potential vulnerabilities and enhance your overall security posture.

6. Use a DLP tool

A DLP tool like Metomic can add a layer of enhanced security by automating security procedures and conducting regular scans of your Google Workspace to pinpoint the locations of sensitive data and identify those with access to your Google Workspace.

This not only provides peace of mind but also results in significant time savings when compared to manual processes.

What Data Does Metomic Specifically Detect in Google Workspace? 

When you integrate your Google Workspace environment with Metomic, you’ll have access to over 150 out of the box classifiers that detect sensitive data as well as custom classifiers to suit your needs. 

We detect many different types of data, including: 

• Customer PII & PHI 
• Secrets and API keys 
• PCI data 
• Intellectual property
• Financial data 
• Confidential data 
• Special category data 

Can Metomic integrate with all Google Workspace apps?

Metomic integrates with several Google Workspace apps, including Google Drive, Gmail, Google Docs, Google Sheets, and Google Slides⁠.

Specifically, our integration with Google Drive enables you to monitor and control access to sensitive files, ensuring data security across collaborative documents.

Moreover, Metomic supports over 150 out-of-the-box classifiers to detect sensitive data and can create custom classifiers tailored to specific needs. 

We also provide a unified platform for multiple integrations. We find that our customers use an average of four with us, so they can cover more than just Google Workspace.

This flexibility allows organisations to adapt our DLP solution to their unique requirements effectively. 

Book a Personalised Demo with our Security Experts 

Identify where sensitive data is stored in your Google Workspace environment by booking a personalised demo with the Metomic experts, at your convenience. 

We’ll show you where your sensitive data is stored, who can access it, and how you can use Metomic to remediate risks quickly and easily.