Google Gemini

Google Gemini is the University’s preferred GenAI tool. It can be used to generate, analyse and summarise text as well as help you find information.

We use the Education version of Gemini which means staff and students can use the Chat function for free using their University email address, however this version does not allow you to integrate Gemini with your Google Mail, Docs and Drive.

When using Gemini, you must protect University data. Learn about your responsibilities.

Key features

Analyses various forms of information including text, code, audio and images.
Generates text based on your prompts.
Summarises long or complex information.
Your chats (both prompts and responses) are retained for 3 months.
A mobile app is available from Google Play and Apple App store.

Access instructions

Open Google Gemini.
Sign in with your York email address and password. Google two-factor authentication is required.

To verify that you are signed in to Gemini with your University account:

select your profile picture in the sidebar (or in the corner of the mobile app)
confirm that your University email address is displayed.

Related tools

Available to staff and students

You can use this service on University-managed and personal devices.

Web-based

The mobile apps are compatible with Android and iOS.

Funded by the University

We use the Education version of Gemini which means you can use the Chat function for free using your University email address. This version allows you to query data in your Google Workspace (eg Google Mail, Docs and Drive) but cannot directly integrate into the apps. IT Services does not fund pro licences but departments can choose to cover this themselves. To arrange this, contact IT Services with details of your needs.

Access instructions

Open Google Gemini.
Sign in with your York email address and password. Google two-factor authentication is required.

To verify that you are signed in to Gemini with your University account:

select your profile picture in the sidebar (or in the corner of the mobile app)
confirm that your University email address is displayed.

Related tools

Guides and help

How-to guides and set up

Get started with Gemini for Google Workspace (support.google.com).

Training and best practice

Generative AI tools and guidance: find out what you need to know before using them and how to use them responsibly. You can also find specific guidance for staff, students and researchers.
Generative AI training and help (support.google.com)
Using AI generation tools
The University has an AI Academy programme, offering fully funded apprenticeships from Multiverse.

Contact for support

If you’re experiencing technical issues and need advice, please contact IT Services.

Service commitments

Your responsibilities and policies

In order to keep University data secure and comply with data protection laws, staff and students must only use generative AI tools that are provided and licensed by the University. This ensures appropriate contractual provisions are in place to protect University data. Do not use personal accounts with the same or alternative providers as these do not provide the same level of protections.

The University's guidance on using information classification sets out how generative AI may be used responsibly with different classifications of University information. You must read this guidance and familiarise yourself with the types of information it is safe to share with GenAI tools before using them.

Please be aware that when signed into Google Gemini with your University account, the data you enter is not used to train the underlying AI language model. However you must still follow university guidance and only share the types of information we classify as safe to share.

The use of personal data is governed by the University’s University of York Data Protection Policy (PDF , 240kb) and associated Special Categories of Personal Data Policy, if you are processing personal data that is likely to result in a high risk to individuals’ interests you must undertake the Data Protection Impact Assessment (DPIA) screening process. This will help to ensure compliance with Data Protection legislation. For support with this, please contact the Data Protection team.

If you’re signed in with your University Google account when using Gemini, all chats are retained for 3 months. If you need information stored with Gemini for longer than 3 months, please transfer it to another location such as a Google Doc.

You must not upload any copyrighted content, including journals, to any generative AI tools unless you have confirmed this is acceptable with the publisher; please contact your faculty librarian to discuss this.

It is important to note that if the University uses any material generated by Gemini Chat which then leads to a copyright complaint, we are not covered by Google's indemnification policy and they would not assist us with the complaint.

Service performance

Availability

This is a live service, available 24/7.
Check the status of this service and any planned maintenance.

Support

This service is managed by a third party.
They are responsible for monitoring, identifying and fixing faults. We provide advice and support for local issues during our opening hours.

See Google Workspace for further details.

Standards

Our service performance and standards have been produced in consultation with our customers. We regularly monitor the delivery, performance and availability of facilities and services.

Feedback and complaints

We appreciate feedback as it helps us review and continually improve our service.

Page last reviewed: 20 May 2026