Google Workspace backup for Healthcare Practices
Healthcare Practices rely on Google Workspace for patient correspondence and clinical documentation. But Google only retains deleted data for 30 days. Your retention obligation lasts 8 years after last treatment (adult) / 26 years (child records). Mindtime closes the gap.
(GDPR + UK GDPR + NHS data security standards (DSPT))
permanently deleted after this
GDPR-compliant ยท no US jurisdiction
How Healthcare Practices use Google Workspace
Healthcare Practices 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
Patient referrals, appointment confirmations and clinical correspondence
Google Drive
Clinical policies, administrative documents and staff records
Calendar & Meet
Appointment schedules, clinical team meetings and remote consultations
Shared Drives
Practice-wide shared folders for policies, protocols and templates
Google Chat
Internal clinical coordination and administrative messaging
Google Forms
Patient feedback forms, consent records and triage questionnaires
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.
Ransomware targeting patient data
Healthcare is the most targeted sector for ransomware in the UK. A Drive-synced attack can encrypt clinical documents. After 30 days Google cannot help โ Mindtime can.
Is Google Vault a backup? No โ here's the difference
Many Healthcare Practices 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 8 years after last treatment (adult) / 26 years (child 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 Healthcare Practices 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 Healthcare Practices who record client conversations or meetings.
Google Workspace and your retention obligation as healthcare practice
Data that Healthcare Practices manage in Google Workspace falls under GDPR + UK GDPR + NHS data security standards (DSPT). That obligation means you must be able to reproduce data for at least 8 years after last treatment (adult) / 26 years (child 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 + UK GDPR + NHS data security standards (DSPT). All data is stored on exclusively Dutch servers, fully within GDPR jurisdiction. No US law, no Patriot Act exposure.
ISO 27001 certified and NHS DSPT compliant โ independent proof that our processes meet the highest security standards.
What happens when things go wrong โ a scenario for Healthcare Practices
Imagine: ransomware encrypts your practice's shared Drive overnight. By the time it's detected, Google's version history shows only encrypted files. Mindtime restores a clean point-in-time backup within hours.
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 Healthcare Practices team has full access restored to patient correspondence and clinical documentation. 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 Healthcare Practices โ including per-app coverage and retention settings for 8 years after last treatment (adult) / 26 years (child 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 + UK GDPR + NHS data security standards (DSPT) (8 years after last treatment (adult) / 26 years (child 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 Healthcare Practices use Google Workspace
How Healthcare Practices use Gmail, Drive, Calendar and more
Healthcare Practices 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 patient referrals, appointment confirmations and clinical correspondence. Google Drive holds clinical policies, administrative documents and staff records.
- Healthcare Practices
- Google Workspace
- GDPR + UK GDPR + NHS data security standards (DSPT)
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.
Ransomware targeting patient data
Healthcare is the most targeted sector for ransomware in the UK. A Drive-synced attack can encrypt clinical documents. After 30 days Google cannot help โ Mindtime can.
Google Vault vs Mindtime
Is Google Vault a backup? No โ here's the difference
Many Healthcare Practices 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 8 years after last treatment (adult) / 26 years (child 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 Healthcare Practices who collaborate via shared folders.
Compliance for Healthcare Practices
GDPR + UK GDPR + NHS data security standards (DSPT) โ 8 years after last treatment (adult) / 26 years (child records) retention obligation
Data that Healthcare Practices manage in Google Workspace falls under GDPR + UK GDPR + NHS data security standards (DSPT). That means you must be able to reproduce data for at least 8 years after last treatment (adult) / 26 years (child 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 + UK GDPR + NHS data security standards (DSPT), storing all data exclusively on Dutch servers โ fully within GDPR jurisdiction.
Recovery scenario
A real scenario for Healthcare Practices โ back up within 2โ4 hours
Imagine: ransomware encrypts your practice's shared Drive overnight. By the time it's detected, Google's version history shows only encrypted files. Mindtime restores a clean point-in-time backup within hours. 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 Healthcare Practices team has full access restored to patient correspondence and clinical documentation. 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 + UK GDPR + NHS data security standards (DSPT) โ 8 years after last treatment (adult) / 26 years (child records) โ out of the box.
- ISO 27001
- 100% Dutch servers
- GDPR-compliant
- GDPR + UK GDPR + NHS data security standards (DSPT)
Request a demo
Free demo, no obligation
Connect via Admin Console
Official API โ done in minutes
Configure retention
Aligned to GDPR + UK GDPR + NHS data security standards (DSPT)
First backup + test recovery
Automatic, verified
Runs automatically
Monthly reports + quarterly review
Frequently asked questions about Google Workspace backup for Healthcare Practices
Frequently asked questions about Google Workspace backup for Healthcare Practices.
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.
Is patient data subject to additional protections beyond GDPR?
Yes. Health data is a special category under GDPR. Mindtime stores all data exclusively in Dutch data centres โ within EU jurisdiction โ and applies strict access controls.
Does Mindtime comply with the NHS Data Security and Protection Toolkit?
Mindtime's ISO 27001 certification and data residency on Dutch servers supports DSPT compliance. We can provide documentation to support your annual DSPT assessment.
Is Mindtime compliant with GDPR + UK GDPR + NHS data security standards (DSPT)?
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 + UK GDPR + NHS data security standards (DSPT) โ including the 8 years after last treatment (adult) / 26 years (child records) obligation for patient correspondence and clinical documentation.
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 healthcare practice
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