In Europe, can I refuse to use Gsuite / Office365 at work? See above. In a country where GDPR applies (Italy in my case), do I have the right to refuse giving consent to Google and Microsoft to store my personal data, if this account is for work use? Or, in other words, can my employer force me to make a Google account (or provide one for me) and forfeit my personal data, browsing habits, image while videoconferencing etc. to Google?
You probably can't refuse to use such services. The relationship between you and these services is very different when you interact with them as a consumer, versus when these services are provided on behalf of your employer. In the latter case, the service is (or at least should be) bound as a data processor who can only* use your personal data as instructed by the data controller, your employer. Thus, it is your employer who determines for what purposes your data will be used, not the cloud service. Your employer has a legitimate interest in providing a modern and secure productivity suite to its employees, and in requiring you to use such services for efficient communication and collaboration. Of course it would be possible to provide some such services on-premises, but the GDPR doesn't really discriminate between self-hosted and third party services, as long as the third party service is contractually bound as a data processor. To a large degree, this is of course a legal fiction. The cloud services deploy new features all the time, and all that your employer can really do is agree to those changes, including agreeing to new ways for how to process your data. Also, the service provider may act both as a data processor on behalf of your employer for some purposes, but as their own data controller for others. E.g. in Google Workspace (formerly GSuite, formerly Google Apps for Business) Google collects analytics data about how you use their Docs product, and they use it for their own purposes. However, they would only process the document itself as a data processor. This is quite different in the consumer version where Google can use personal data for their own purposes, although within the limits of their privacy policy. Within your work account, you do have some privacy controls, similar to a consumer account. While your employer can set defaults and restrict features, you are not forced to share all data. E.g. in a Google Account, you can “pause” web and app activity (i.e. browsing history) that would otherwise be collected from Chrome browsers while logged in with your work account, or from Android devices that are managed by your employer. This data would potentially be used by Google for Ads, even with a Workspace account (I'm not sure). However, Google Workspace services generally do not feature ads themselves, e.g. the paid Gmail version does not feature ads. The largest real issue with the use of such services by an European employer is the international transfer of data to a non-EU jurisdiction, especially into the U.S. The GDPR offers many alternatives for how such transfers can be protected. In the past, the EU and US had used the Privacy Shield mechanism. However, it was found to be invalid in the 2020 Schrems II ruling, due to concerns about US mass surveillance. Subsequent guidance from supervisory authorities explained that it's not sufficient to use “standard contractual clauses” as an alternative protection, but that additional safeguards have to be implemented, which would effectively deny the personal data to actors in the US. Both Google and Microsoft offer some “data sovereignty” choices that prevent international transfers into the US. However, those have to be configured appropriately by your employer. Thus, instead of asking “can these services be used?” to which the answer is yes, it might be better to ask “is my employer using these services in a compliant manner?”. If you have concerns about such issues, you can contact your employer's data protection officer
No, they can't do that. GDPR Recital 42 states: Consent should not be regarded as freely given if the data subject has no genuine or free choice or is unable to refuse or withdraw consent without detriment. Here's some more context on consent requirements.
According to my knowledge I am not allowed to share other people's full name nor phone number nor email address without their permission. That is not correct. According to GDPR Article 2: This Regulation applies to the processing of personal data wholly or partly by automated means and to the processing other than by automated means of personal data which form part of a filing system or are intended to form part of a filing system. This Regulation does not apply to the processing of personal data ... ... (c) by a natural person in the course of a purely personal or household activity; GDPR Recital 18 states in relevant part: (2) Personal or household activities could include correspondence and the holding of addresses, or social networking and online activity undertaken within the context of such activities. Personal data that is not processed by &quot;automated means&quot;, for example data which is transmitted verbally, by hand writing, or by manually sent email, is not covered by the GDPR. Data which is used by a natural person for &quot;personal activities&quot; is also not covered. Consulting one's personal lawyer might well be a personal activity unless it is a business matter. Even if such a transfer of data were in scope for the GDPR, consent of the data subject (DS) is not the only available lawful basis. GDPR article 6 permits any of several possible lawful bases to be used, particularly paragraph 1 point (f) which reads: (f) processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child. Also possibly relevant is point (c) which reads: processing is necessary for compliance with a legal obligation to which the controller is subject; In short, providing one's personal lawyer with the names and addresses of relevant people in connection with a legal issue is not at all likely to be prohibited by the GDPR, nor to require the consent of the people whose names and contact info are provided. However, a comment by user PMF reads: The Data Protection laws are mostly for companies, not for individuals. This is an overstatement. The laws do apply to natural persons as DCs, although enforcement is largely targeted at businesses, particularly large, for-profit businesses.
I can't find any law that would prevent an employer from requiring this. Under current Florida law, an employer can even demand passwords and access to an employee's social media accounts. A bill was proposed to prohibit this, but it hasn't passed. Generally, an employer can require anything they want as a condition of employment, as long as it is not illegal. Florida has at-will employment so the employer could certainly fire the employee if they don't comply.
The law in every country where your service is available prevails. That means that if your servers are in Estonia, your file storage is in Lithuania, your company is in Switzerland, you are in France, you hold Thai citizenship, your users are in the USA and the signal transits through the U.K., Belgium, Germany, Canada and Poland then you are subject to the laws of each and every one of them. In addition, if China has reason to believe that the stored files contain matters relating to their citizens then they can take an interest. And so on and so forth ... A country has jurisdiction wherever it wants to have jurisdiction subject to the limits of and its ability to actually enforce its laws. What you are proposing is certainly illegal in many countries and you need to seek professional legal advice - not rely on strangers on the internet.
[I'm not so well-versed on US and Russian law, thus I will limit my answer to EU law.] Your specific use of a user identifier, as I understood from your question, can be classified as personal data, so in your case, the GDPR seems to apply. This means that you need to have a) legitimate purposes to process that personal data (e.g. crash reporting) and b) a legal justification for each purpose of processing: it could be based on consent or another legitimate purpose (inc. your own legitimate interests). Consent might not be the best option for you, but it's up to you to decide. In any case, you need to assess the risks to the data subjects (your users) before you decide. How likely is it that you will get breached, and what potential harm will that cause to your users? These are some guidelines; my recommendation is that you read the law and the guidelines by the Article 29 Working Group and European Data Protection Board, or hire some good experts on this. There is no easy answer, or one size fits all solution. The GDPR isn't so hard to understand or implement, but it does require some change in mindset. With the new law, processing personal data carries a higher risk of penalties, so you should do it only when it's absolutely necessary, and with respect to the rights of your users.
The Google TOS says, applicable to creation of accounts: You may create your own Google Account, or your Google Account may be assigned to you by an administrator, such as your employer or educational institution. If you are using a Google Account assigned to you by an administrator, different or additional terms may apply and your administrator may be able to access or disable your account. To protect your Google Account, keep your password confidential. You are responsible for the activity that happens on or through your Google Account. So the account wasn't created for you by an administrator, and it is your own Google account. The terms say that you are responsible for what happens with your account, thus if you were to turn over the password to someone else and they did illegal things, you would be responsible (at least with respect to your legal relationship to Google). Google does have business email, which your employer apparently did not utilize. In order to have actual ownership of the account, the business would need to set up the account for you and claim initial "ownership". If you create an account for the convenience of a business, that convenience – but not the account – is a gift from you to the business.
In answer to your questions, always get potential clients to sign a contract which covers the GDPR personal data processing requirements at a minimum, prior to giving them a copy of a consultant resume to retain. If you were sat in a meeting with them it is much simpler to record in your logs that the client had sight of the resume but was not left a copy of it in any format, than it is to keep track of which clients have a copy of which data and chasing up to ensure it is erased/destroyed when appropriate. To ensure clients treat the resumes as confidential, make sure they are labelled in the header and footer as confidential. They could also be kept in an envelope clearly marked confidential. There could also be a footnote in small print that informs anyone with a copy, who the data controller is, and that processing is strictly subject to the terms of the 'client contract' or whatever you call it, and that it should be returned or shredded within X days of receipt for example. If you have a computer system generate these it could even specify the client's name and the specific date it should be shredded by. Your notice could include a reminder that the personal data is protected under the E.U. General Data Protection Regulation (GDPR) 2016 and that (client name) as a data processor could be held liable in the event of unauthorised disclosure or processing, if they act outside or contrary to lawful instructions of the data controller. Whilst this won't enforce responsible processing at least it will ensure that your business has done its best to ensure any recipients are fully aware of their responsibilities to protect the information and it would be very difficult for a client to claim they weren't aware the information was confidential or that they had legally binding responsibilities to protect it. It's also worth noting that simply sending CV's/resumes (or other personal data) out via email (unless suitably encrypted) would not meet the requirement in GDPR recital 39 for personal data to be "processed in a manner that ensures appropriate security and confidentiality of the personal data, including for preventing unauthorised access to or use of personal data and the equipment used for the processing." Email technology whilst convenient does not offer any guarantees regarding privacy and confidentiality, therefore instead of sending resumes as email attachments it might be better to use a web-based extranet system which authenticates users before granting access to view resumes. Emails could just let clients know there is a new resume or X number of resumes waiting for them to review and give them a link/button to login. The records of processing activities are in GDPR Article 30 on page 50, and it does not specify a retention period nor that we can choose the retention period, but simply states that data controllers make the records available to the supervisory authority when requested to do so - this may imply indefinite retention of processing records even beyond the life of the processing system (e.g. discontinued products/services), however we may need to await further clarification on this issue from supervisory authorities to be sure.