Privacy Concerns with Google Desktop Search

Google has just released the latest version of its desktop search software, and it some new features. One of them is the ability to share documents across multiple computers. While some may find this feature convenient, it may users to privacy intrusions or even worse.

 

The new feature, called “Share Across Computers” actually stores a variety of information and documents on Google servers. Specifically, users will find that their web browsing history, MS Office documents, PDF files, and text files are copied to Google’s servers. After initial indexing and storage, users can search for documents remotely.

 

While the service is not intended to provide access to these documents without a password, determined hackers will certainly be able to access information that document creators consider to be private. Anyone who has highly sensitive documents, such as tax forms that contain their Social Security Number, will be needlessly exposed to identity theft.

 

The feature also opens up users to greater scrutiny by the government. If the government wants to gain access to documents stored on a personal computer, it needs to obtain a search warrant. But if those documents are stored on Google’s servers, only a subpoena would be needed. Thus, there is virtually no standard of court supervision to gain access to personal documents.

 

The subpoena issue is not trivial. Just last month, the government attempted to subpoena Google’s search records. Google is fighting that subpoena, and we support them in their fight. But there is absolutely no assurance that Google will win its fight. And even if they do win, there is no assurance that they will fight subpoenas that might impact only a single Google user with as much dedication as they are using to fight the current subpoena, which impacts all Google users.

 

The same subpoena standard would also apply in matters of private litigation. This means that an estranged spouse or an upset client could subpoena Google to gain access to documents that might not otherwise be available to them.  

 

Companies should be particularly concerned about the data security issues associated with any employee who uses the Search Across Computers feature. Not only will sensitive documents be subject to hackers or subpoena, but they could also remain available to terminated or former employees. This could potentially lead to trade secrets being revealed to competitors.

 

Google does allow users to use a “clear my files” feature which will manually removed files from their servers. There is also a feature to exclude specific files. But both of these features present problems. Users have to remember to clear files on a regular basis. Alternatively, they would need to manually exclude new files that they create if they don’t want them listed.

 

The entire feature can be turned off which is what we would recommend for anyone who ultimately decides to use the software. Users who have an older version of the Google Desktop may want to avoid upgrading. Parents should warn their children not to install of upgrade the software, especially if the computer that they do their taxes on is the same one that their children use. And companies should not install, or allow employees to install this software on the computers they use.