Google has updated its inactivity policy for personal Google Accounts.
It’s important to consider how this could affect business protocols when using a Google Account.
Read on to understand the new policy and the steps you should take.
Policy update explained
According to the politicsaccounts that have not been used or logged in for two years will be considered “inactive account”.
Why does this matter?
With the updated inactive account policy, Google may delete the account and any/all of its content. This may include:
Gmail
Docs
To drive
to meet
Calendar
YouTube
Google Photos
It’s important to note that the policy change only applies to personal Google accounts. Accounts used for businesses or organizations will not be affected.
Although the policy takes effect immediately, Google will not delete inactive accounts until December 2023.
Google will start deleting accounts created and never used before moving on to other inactive accounts.
Google also noted that it would send multiple email notices to both the account email address and the recovery email.
Why the change?
Online security threats continue to be a big problem. While Google invests in technology to protect against account exposure or phishing scams, nothing is foolproof.
Accounts that have been inactive for extended periods are more vulnerable to being compromised or hijacked. According to Google, these types of funds are more likely to be compromised if:
Old or reused passwords have been used
Two-factor authentication is not configured
Fewer security checks by the account owner
With the policy change, Google will begin deleting inactive accounts to reduce a user’s risk of account compromise.
In addition, removing inactive accounts reduces the amount of personal information Google keeps about users, further protecting individuals.
So what is considered an active account?
Google considers an account active if any of the following actions are taken:
Read or send an email through Gmail
Using Google Drive
Watching YouTube videos
Downloading an app from the Google Play Store
Using Google Search (while signed in to a Google Account)
Sign in to a third-party app using “Sign in with Google.”
What companies need to know
Many marketers set up Google Accounts to link third-party tools to an account, such as Looker Studio or other reporting tools. These accounts may not be set up as business accounts, which is why this policy update is important.
Here are some helpful tips marketers can act on now to ensure a Google Account stays active:
Take inventory of all shared Google Accounts used and document them (especially for agencies)
Sign in to any Google Account and set up two-factor authentication
Document the dedicated recovery email configured for each account
Make sure all account settings are up to date
This ensures that all the necessary information is in place, especially ifre is the billing of a company or agency. Accounts can be used in the long term and reduce the impact of creating new accounts due to the lack of shared internal information.
Summary
A standard process and documentation for accounts is vital for job (and personal) security.
Reduce the risk of dealing with an inactive account, or worse, a compromised account, by taking the actions above to ensure relevant Google Accounts remain active and secure.
Featured image: Iana Alter/Shutterstock
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