AI tool summary for DPOs and governors
NotebookLM (Workspace for Education)
Google · Facts last checked 2026-10-23 · Printed 23 October 2026
AI Prefect
Staff: Green · Lower risk: fine to use with normal checks
- Processor, no training on inputs, UK/EU storage or stated transfer safeguards, school DPA available
Pupils: Red · Not recommended for school data
- Minimum age 18+: not suitable for under-18s
| Supplier | |
|---|---|
| Category | research/teacher tool |
| Pupil-facing | not stated |
| Processor or controller | processor (Workspace core service, Cloud Data Processing Addendum applies) |
| Where data is stored | Google infrastructure; org data region settings do NOT apply to NotebookLM (now Gemini Notebook) data; transfers under the SCCs in Google's Cloud Data Processing Addendum |
| Trains AI models on inputs | no; not human reviewed |
| How long inputs are kept | not stated |
| Data processing agreement (DPA) | https://cloud.google.com/terms/data-processing-addendum |
| Signs individual DPAs with schools | yes - Cloud Data Processing Addendum is part of the Workspace agreement |
| UK GDPR representative / DPO | not stated |
| Minimum age | 18+ |
| Key safety note | not stated |
| Main use | Chat with documents |
Before using it: check the minimum age fits your pupils, confirm a data processing agreement is in place, switch off AI training where possible, and record the decision in your DPIA.
Sources: https://support.google.com/a/answer/15706919?hl=en · https://workspaceupdates.googleblog.com/2025/04/notebookLM-and-gemini-app-core-services-for-education-customers.html · https://cloud.google.com/terms/data-processing-addendum · https://support.google.com/a/answer/15706919 · https://workspace.google.com/terms/dpa_terms.html
Full entry: aiprefect.co.uk/tools/notebooklm. Rating is a rules-based summary of the supplier’s published terms. “Not stated” means we could not find it in their documents. This is not legal advice and does not replace your DPIA.