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Google Docs should not be used for personal data. 

This is because the University is the data controller of personal data you process as part of your job. The controller must have a data processing agreement with any third party used in the processing (i.e. Google). You will have signed up to terms and conditions with Google (and Google may tick some of the boxes required for GDPR), but these are not sufficient for the University's purpose as the data controller.

Personal data here means any identified or identifiable data you are processing and/or storing - this includes data that is already published elsewhere. So, even if you are collecting names and email addresses that are already 'on the web' you will still need to demonstrate compliance with GDPR.

If you have external collaborators, there are file sharing alternatives:

  • Nexus365 OneDrive - has options for sharing with external users. The main drawback is that OneDrive accounts are tied to individuals and disappear when an individual leaves
  • Nexus365 Teams - there's a sharepoint-type filestore and it looks as if this can be shared with external collaborator
  • Sharepoint - we recommend signing your collaborators up for virtual university cards
  • MSD IT Filr - offers on-premise file sharing

Guidance on further uses of Google Docs and associated apps is available from InfoSec and IT Services.