Google Workspace backup for Estate Agents
Estate Agents rely on Google Workspace for property listings and client transaction records. But Google only retains deleted data for 30 days. Your retention obligation lasts 5 years (AML records) / 6 years (contract records). Mindtime closes the gap.
(GDPR + Anti-Money Laundering regulations + HMRC records requirements)
permanently deleted after this
GDPR-compliant ยท no US jurisdiction
How Estate Agents use Google Workspace
Estate Agents use Google Workspace as a central workspace for Gmail, Drive, Calendar and Google Meet. What most users don't realise: all that data is not automatically protected when an account is deleted, ransomware strikes or an employee makes a mistake.
Gmail
Buyer and seller correspondence, offer chains and solicitor communications
Google Drive
Property particulars, contracts, EPC certificates and client ID documents
Calendar & Meet
Property viewings, valuations and recorded client consultations
Shared Drives
Branch-level shared drives for active listings and completed transactions
Google Chat
Internal branch coordination and applicant status updates
Google Sheets
Applicant trackers, viewing schedules and commission calculators
Does Google Workspace automatically back up your data?
Google Workspace is reliable as a platform โ 99.9% uptime, secure infrastructure, automatic redundancy. But Google does not back up your data. That is the core of the Shared Responsibility Model: Google is responsible for the platform, you are responsible for your data.
What Google does offer: deleted files and emails remain available for 30 days via the Trash. After that they are permanently gone โ even for Google itself. Ransomware doesn't wait 30 days. Neither does an accidental account deletion.
Ransomware via Drive sync
Ransomware encrypts files on your local computer. Google Drive immediately syncs those encrypted versions to the cloud โ overwriting your 'cloud copy'. After 30 days there is no recovery.
Account deleted
When an employee leaves and their Google account is deleted, everything disappears: Gmail, Drive, Calendar, Meet recordings, Chat history. By default you have 20 days to export data โ after that it's gone.
Loss of AML verification documents
Anti-Money Laundering regulations require ID verification records to be retained for 5 years. If these Drive files are deleted, you face regulatory fines โ regardless of Google's 30-day limit.
Is Google Vault a backup? No โ here's the difference
Many Estate Agents use Google Vault for email archiving or e-discovery. That's valuable โ but it is not a backup. Vault archives data for legal purposes. It does not restore data after an attack or error.
| Feature | Google Workspace (built-in) | Google Vault | Mindtime GW Backup |
|---|---|---|---|
| Recovery after ransomware | โ | โ | โ |
| Restore deleted account (>30 days) | โ | Limited | โ |
| Item-level email/file recovery | โ | โ | โ |
| Drive file recovery | 30 days | โ | โ |
| Retention compliance 5 years (AML records) / 6 years (contract records) | โ | Email only | โ All apps |
| Data on Dutch servers | โ US/EU mix | โ US/EU mix | โ 100% NL |
| ISO 27001 certified | Google-level | Google-level | โ Mindtime + Google |
Conclusion: Google Vault and Mindtime are complementary, not interchangeable. Vault archives for e-discovery. Mindtime recovers after incidents. Learn more about Mindtime's Google Workspace backup โ
What Mindtime backs up in Google Workspace
Mindtime connects via the official Google Workspace API and continuously backs up all content from your Google environment โ per user, per app, in the background.
Gmail
All emails, attachments, labels and folders. Item-level recovery โ including emails deleted by users or administrators.
Google Drive
All files, folders and version histories โ including Google Docs, Sheets and Slides. Restore individual files or entire folder structures.
Shared Drives
Team Drive content, including permissions and folder structure. Critical for Estate Agents who collaborate via shared folders.
Google Calendar
Appointments, meeting invitations and calendar items. Restore per user or per calendar.
Contacts
Personal contacts and directory data. Essential for sectors with extensive client and relationship databases.
Google Chat & Meet
Chat histories and Meet recordings. Essential for Estate Agents who record client conversations or meetings.
Google Workspace and your retention obligation as estate agent
Data that Estate Agents manage in Google Workspace falls under GDPR + Anti-Money Laundering regulations + HMRC records requirements. That obligation means you must be able to reproduce data for at least 5 years (AML records) / 6 years (contract records) โ even after an incident.
Google is GDPR-compliant as a platform. But the duty to recover lies with you, not Google. If data is lost due to an error, attack or account deletion, Google is not responsible for recovering your data.
Mindtime automatically configures retention policies based on your legal obligations โ including the exact terms required by GDPR + Anti-Money Laundering regulations + HMRC records requirements. All data is stored on exclusively Dutch servers, fully within GDPR jurisdiction. No US law, no Patriot Act exposure.
ISO 27001 certified โ independent proof that our processes meet the highest security standards.
What happens when things go wrong โ a scenario for Estate Agents
Imagine: a senior negotiator leaves and their Google account is closed โ removing buyer correspondence, AML records and exchange-of-contracts emails for transactions that completed six months ago.
Automatic alert โ within minutes
Mindtime detects the change and immediately sends an alert. You don't need to check the backup manually.
Choose a recovery point โ to the minute
Via the Mindtime dashboard you select the moment before the incident. You choose the exact user, app and timestamp.
Selective or full recovery
Restore a single email, a Drive folder, or a complete employee Google account. No big-bang recovery when it's not needed.
Operational โ within 2โ4 hours
Your Estate Agents team has full access restored to property listings and client transaction records. No ransom paid, no data lost, no GDPR breach notification needed.
Secure your Google Workspace data in five steps
Setup via the Google Workspace Admin Console takes less than an hour. After that, everything runs fully automatically.
Request a demo โ free and no obligation
We show you how Mindtime works for Estate Agents โ including per-app coverage and retention settings for 5 years (AML records) / 6 years (contract records).
Connect via Google Workspace Admin Console
No software installation. Mindtime connects via the official Google Workspace API. Authorise via your Admin Console โ done in minutes.
Configure your retention policy
Set which users, which apps and how long โ aligned to GDPR + Anti-Money Laundering regulations + HMRC records requirements (5 years (AML records) / 6 years (contract records) retention obligation).
First backup + test recovery
The first full backup starts automatically. We run a test recovery together โ so you know it works before you ever need it.
Runs automatically โ quarterly review
Mindtime runs fully in the background. Monthly backup reports + quarterly review to keep the scope up to date.
How Estate Agents use Google Workspace
How Estate Agents use Gmail, Drive, Calendar and more
Estate Agents use Google Workspace as their central workspace for Gmail, Drive, Calendar and Google Meet. What many don't realise: data is not automatically protected if an account is deleted, ransomware strikes, or an employee makes a mistake. Gmail contains buyer and seller correspondence, offer chains and solicitor communications. Google Drive holds property particulars, contracts, epc certificates and client id documents.
- Estate Agents
- Google Workspace
- GDPR + Anti-Money Laundering regulations + HMRC records requirements
Does Google Workspace back up your data?
The Shared Responsibility Model explained
Google Workspace is reliable as a platform โ 99.9% uptime, secure infrastructure, automatic redundancy. But Google does not back up your data. That is the Shared Responsibility Model: Google is responsible for the platform, you are responsible for your data. Deleted files remain recoverable for 30 days via the Trash โ after that they are permanently gone.
Ransomware via Drive sync
Ransomware encrypts local files. Google Drive immediately syncs the encrypted versions โ overwriting your cloud copy. After 30 days there is no recovery.
Account deleted
When an employee leaves and their account is deleted, everything disappears: Gmail, Drive, Calendar, Meet recordings, Chat history. You have 20 days to export โ then it's gone.
Loss of AML verification documents
Anti-Money Laundering regulations require ID verification records to be retained for 5 years. If these Drive files are deleted, you face regulatory fines โ regardless of Google's 30-day limit.
Google Vault vs Mindtime
Is Google Vault a backup? No โ here's the difference
Many Estate Agents use Google Vault for email archiving or e-discovery. That's valuable โ but it is not a backup. Vault archives data for legal purposes. It cannot restore data after a ransomware attack, account deletion or human error. Mindtime is a full backup and recovery platform for all Google Workspace apps.
| Feature | Google Workspace (built-in) | Google Vault | Mindtime GW Backup |
|---|---|---|---|
| Recovery after ransomware | โ | โ | โ |
| Restore deleted account (>30 days) | โ | Limited | โ |
| Item-level email/file recovery | โ | โ | โ |
| Drive file recovery | 30 days | โ | โ |
| Retention compliance 5 years (AML records) / 6 years (contract records) | โ | Email only | โ All apps |
| Data on Dutch servers | โ US/EU mix | โ US/EU mix | โ 100% NL |
| ISO 27001 certified | Google-level | Google-level | โ Mindtime + Google |
What Mindtime backs up
Gmail, Drive, Shared Drives, Calendar, Contacts, Chat & Meet
Mindtime connects via the official Google Workspace API and continuously backs up all content from your Google environment โ per user, per app, in the background.
Gmail
All emails, attachments, labels and folders. Item-level recovery โ including emails deleted by users or administrators.
Google Drive
All files, folders and version histories โ including Docs, Sheets and Slides. Restore individual files or entire structures.
Shared Drives
Team Drive content including permissions and folder structure. Critical for Estate Agents who collaborate via shared folders.
Compliance for Estate Agents
GDPR + Anti-Money Laundering regulations + HMRC records requirements โ 5 years (AML records) / 6 years (contract records) retention obligation
Data that Estate Agents manage in Google Workspace falls under GDPR + Anti-Money Laundering regulations + HMRC records requirements. That means you must be able to reproduce data for at least 5 years (AML records) / 6 years (contract records) โ even after an incident. Google is GDPR-compliant as a platform, but the duty to recover lies with you. If data is lost due to an error, attack or deletion, Google is not responsible for recovering your data. Mindtime automatically configures retention policies aligned to GDPR + Anti-Money Laundering regulations + HMRC records requirements, storing all data exclusively on Dutch servers โ fully within GDPR jurisdiction.
Recovery scenario
A real scenario for Estate Agents โ back up within 2โ4 hours
Imagine: a senior negotiator leaves and their Google account is closed โ removing buyer correspondence, AML records and exchange-of-contracts emails for transactions that completed six months ago. With Mindtime, your team restores the data via a point-in-time backup within 2โ4 hours โ no ransom paid, no data lost, no GDPR breach notification required.
Automatic alert โ within minutes
Mindtime detects the change and immediately sends an alert. You don't need to check the backup manually.
Choose a recovery point โ to the minute
Via the Mindtime dashboard you select the moment before the incident. Choose the exact user, app and timestamp.
Selective or full recovery
Restore a single email, a Drive folder, or a complete employee Google account. No big-bang recovery when it isn't needed.
Operational โ within 2โ4 hours
Your Estate Agents team has full access restored to property listings and client transaction records. No ransom, no data loss, no GDPR notification required.
Five steps to secure your data
Set up in under an hour via Google Admin Console
Setup via the Google Workspace Admin Console takes less than an hour. After that, everything runs fully automatically. Mindtime configures retention for GDPR + Anti-Money Laundering regulations + HMRC records requirements โ 5 years (AML records) / 6 years (contract records) โ out of the box.
- ISO 27001
- 100% Dutch servers
- GDPR-compliant
- GDPR + Anti-Money Laundering regulations + HMRC records requirements
Request a demo
Free demo, no obligation
Connect via Admin Console
Official API โ done in minutes
Configure retention
Aligned to GDPR + Anti-Money Laundering regulations + HMRC records requirements
First backup + test recovery
Automatic, verified
Runs automatically
Monthly reports + quarterly review
Frequently asked questions about Google Workspace backup for Estate Agents
Frequently asked questions about Google Workspace backup for Estate Agents.
Does Google Workspace automatically back up my data?
Google Workspace offers high platform availability but no backup. Deleted files are recoverable for 30 days via the Trash โ after that they are permanently gone. Mindtime adds an independent, immutable backup outside Google's platform.
What is the difference between Google Vault and Mindtime?
Google Vault is an archiving tool for legal e-discovery and email retention. It does not restore data after ransomware, account deletion or human error. Mindtime is a complete backup and recovery platform for all Google Workspace apps.
How does Mindtime help us comply with AML record-keeping rules?
Mindtime retains all Drive and Gmail data for the configured period โ ensuring AML records, ID documents and transaction correspondence are available for the full 5-year period regardless of staff changes.
Can we restore a specific property file from two years ago?
Yes. Mindtime maintains point-in-time backups for the full configured retention period. You can browse and restore any file or email from any point within that window.
Is Mindtime compliant with GDPR + Anti-Money Laundering regulations + HMRC records requirements?
Yes. Mindtime is ISO 27001 certified and stores all data exclusively in Dutch data centres within GDPR jurisdiction. Retention is automatically configured to comply with GDPR + Anti-Money Laundering regulations + HMRC records requirements โ including the 5 years (AML records) / 6 years (contract records) obligation for property listings and client transaction records.
How quickly can I recover data?
A single email or file is recoverable within minutes. A full user account within 2โ4 hours. Mindtime restores directly into Google Workspace โ no manual import required.
Does Mindtime also work for related sectors?
Yes. Mindtime provides Google Workspace backup for various sectors. View the Google Workspace page for more information.
Protect your Google Workspace data as estate agent
ISO 27001 certified ยท 100% Dutch servers ยท Connect via Admin Console ยท Operational within one hour
Learn more about Mindtime Google Workspace Backup โFree and no obligation ยท Average setup time: < 1 hour via Google Admin Console