This page outlines Google Workspace’s AI monitoring capabilities.

Can administrators receive the prompts?

• Inside Workspace Apps (Docs, Gmail, Slides, Sheets)

  • No, there is no way.

  • Reason:

    • Google Workspace with Gemini does not save prompts or responses. The prompts that a user enters when interacting with Google Workspace with Gemini are not used beyond the context of the user session. The data disappears after your Gemini session ends, as explained in The life of a prompt: Demystifying Gemini.

• Inside the Gemini App

  • Yes, the conversations users have with the chatbot at gemini.google.com can be retained and searched via Vault.

  • Reason:

    • If your users access the standalone chatbot with their work account, those conversations can be retained. An admin can use Google Vault to export those specific prompts and responses, provided your organization's retention rules allow it.

Google Vault

Feature google provides for preserving data and information from the Google Workspace applications.

Vault allows authorized user to:

1. can search data by different fields

2. can put hold on accounts / orginizational units and groups to retain data

3. data can be exported for processing and analysis- a copy of all the data that matches the search criteria

Valut can be used to search Gemini app conversations and create an export of your search results.

​https://support.google.com/vault/answer/15695746?hl=en

Gemini Prompt Tracking Using Google Vault

1. Assign Licenses: Assign a Vault license to an Admin user (he will be able to get into the website) and Vault license to each user you wish to track.

2. Verify Admin Roles: In the Admin Console, go to Account > Admin Roles, select your role, and ensure Google Vault permissions are checked for the admin user.

3. Turn ON Service: In Apps ensure Google Vault is ON.

4. Set Retention Rules: Once inside Vault, you must go to Retention and create a rule for the "Gemini" service. If you don't set a rule, Vault won't keep the data, even if the user is licensed.

5. Search/Export: Only you (the Admin) will have access to the Vault UI to "extract" (export) the data. Regular users will never see the Vault interface or know their prompts are being retained unless they are also given Vault Admin roles.

Sources

• Google Workspace Admin Help: Buy Vault licenses

• Google Vault Help: Assign Vault licenses

• Google Vault FAQ: License requirements for Admins (Updated 2025)

• Google Workspace Help: Use Vault to search Gemini app

Summary

In the world of Google Workspace compliance, Retention = Exportability. If the system doesn't save (retain) the data, there is nothing for the export tools (like Google Vault) to grab.

Google Vault and the Data Export tool work by querying a database of stored user data.

When a user types a prompt into Google Docs or Gmail (e.g., "Help me write a blog post"), that data is temporary. It is processed to gene rate the answer and then immediately discarded.