Do you know the difference between Google Workspace and a free Gmail account?
Some companies still use free Gmail for business, but using free Gmail for business has a huge risk as the viewpoint of security such as the enforcement of PDPA in Thailand recently. This is because there is a possibility of losing the trust of customers and partners and affecting your business deal.
Let me explain how Google Workspace is different from a free Gmail account.
*If you want to know “How Google Workspace can make your company secure according to PDPA”, please click here
Admin function and Security
Google Workspace has an admin function called “Admin Console” that can be accessed only by authorized persons such as staff of the IT department and representatives of the company and they can implement the necessary settings and security policies.
In case, your company uses a free Gmail account for business and a staff member suddenly quits. That data of the staff cannot be recovered and there is no way to get that user’s data back.
However, if your organization uses Google Workspace, the company retains the data that the retired staff had and can restore it even if the retired person deleted it. The administrator can also change the password for the account and transfer the data to other users in the organization.
In this way, Google Workspace has management functions to handle data properly as a trusted company.
App control and security policy settings
You can use your own domain in Google Workspace such as “yourcompanyname.co.th”, which has a significant impact on your business trust. If you use gmail.com as your business email, you and your company may be perceived as “not security conscious” by your clients or partner companies.
Also, for Calendar and Drive, Google Workspace allows Admins to restrict external sharing. When using a free Gmail account, it is possible to freely share it outside of the domain and it is not possible to monitor it, so there is a risk of data leakage.
In Google Workspace, you can make detailed settings such as allowing external sharing in the first place, or even if you do not allow it for users, only allow sharing with specific companies listed in advance*.
In addition, since the user’s activity log can be checked by Admins*, it is possible to check if the data is accidentally shared outside the company, and if unauthorized data is suspected to be downloaded, Admins can receive an email notification.
*It depends on the edition you are using
As you can see, Google Workspace has the basic functions for a company to carry out its business safely. Users can work in a safe environment set by Admins, so they don’t need to worry about complicated security requirements.
How was it? Now you know the risks of using a free Gmail account for your business. There are several editions of Google Workspace. If you would like to know more details, please check the links below.