Changes to Google Storage

If you’ve got a Google account – you use Google Photos, Google Drive (and the Google Docs suite) or Gmail – you’ll probably have received an email telling you about the changes that Google are making to the way it calculates how much of the 15Gb of storage the company allocates to you has been used. They have also spelled out clearly when they will delete content that has been inactive for more than two years.

This post relies heavily (almost verbatim) on information already available on Google’s Help Pages – which should always be taken as the main source for information.

Currently each Google Account includes 15 GB of free storage quota, which is shared across Gmail, Google Drive, and Google Photos. You can add to your storage quota by purchasing a Google One membership (where available). To learn more about your quota, see what items count towards your storage.

Prior to June 1, 2001

The following items count against your storage quota

  • Original quality photos and videos backed up to Google Photos
  • Gmail messages and attachments, including your Spam and Trash folders
  • Most files in Google Drive, including PDFs, images, and videos

If you go over your storage quota

  • You can no longer upload new files or images to Google Drive
  • You can’t back up Original quality photos and videos to Google Photos
  • Your ability to send and receive email in Gmail may be impacted
  • You can still sign into and access your Google Account

After June 1, 2001

The following additional items will count against your storage quota:

  • High quality and Express quality photos and videos backed up to Google Photos after June 1, 2021. Learn more about this change.
  • Files created or edited in collaborative content creation apps like Google Docs, Sheets, Slides, Drawings, Forms and Jamboard.
    • Only files created or edited after June 1, 2021 will count against your quota.
    • Files uploaded or last edited before June 1, 2021 will not count against your quota.

And this is how your usage impacts your data

If you do not use Gmail, Google Drive (including Google Docs, Sheets, Slides, Drawings, Forms or Jamboard) or Google Photos for 2 years, your content within the inactive product(s) may be deleted (after reasonable advance notice).

If you go over your storage quota

  • You can’t upload new files or images to Google Drive.
  • You can’t back up any photos and videos to Google Photos.
  • Your ability to send and receive email in Gmail can also be impacted.
  • You can’t create new files in collaborative content creation apps like Google Docs, Sheets, Slides, Drawings, Forms and Jamboard. And until you reduce your storage usage, neither you nor anyone else can edit or copy your affected files.
  • You can still sign into and access your Google Account.

When you have been over your storage quota for 2 years, your content in Gmail, Google Drive (including Google Docs, Sheets, Slides, Drawings, Forms and Jamboard files) and Google Photos may be deleted.

So it’s time to do a stock take of what Google Storage you’re using. You’ll see something like this if you’ve got an active Google account …

Seeing how you may be using your Google Storage, with June 1st approaching might seem pretty frightening to you, so you might need some help to know what you should do, and whether purchasing a Google One plan might be right for you …

What happens when you’re over quota

When you’re over quota, it means you’re using more storage space than you have available. If you’ve been over quota for 2 years or longer, and you have not freed up or purchased more space to get back under quota, all of your content may be removed from Gmail, Drive and Photos. But before that happens, we will:

  • Give you notice using email and notifications within the Google products. We will contact you at least three months before content is eligible for deletion.
  • Give you the opportunity to avoid deletion (by paying for additional storage or removing files)
  • Give you the opportunity to download your content from our services. Learn more about how to download your Google data.

How to go back under quota

We provide access to storage management tools that help you identify ways to free up storage space at https://one.google.com/storage. Another option to free up space is to download your files to your personal device and then delete them from your cloud storage.

However …

If you want more storage space for Gmail, Drive, and Photos, you can upgrade to a larger storage plan with Google One.  You can click on the link “Get more storage” from the page that you should have arrived at above, and you’ll be offered the opportunity of purchasing a Google One Storage Plan …

But what happens when you’re inactive?

When you have been inactive in Gmail, Google Drive (including Google Docs, Sheets, Slides, Drawings, Forms, Jamboard or Sites files) or Google Photos for 2 years, all of your content may be removed from that product. But before that happens, we will:

  • Give you notice using email and notifications within the Google products. We will contact you at least three months before content is eligible for deletion.
  • Give you the opportunity to avoid deletion (by becoming active in the product)
  • Give you the opportunity to download your content from our services. Learn more about how to download your Google data.

If you’re a Google One member with no outstanding payment or quota issues, you are considered active.

Important: As an example, if you’re inactive for 2 years in Photos, but still active in Drive and Gmail, only your Google Photos content will be deleted. Content in Gmail and Google Drive (including Google Docs, Sheets, Slides, Drawings, Forms and Jamboard files) will not be deleted if you are active in those products.

How to stay active in these products

The simplest way to keep your data active is to periodically visit Gmail, Google Photos, and Google Drive (and/or collaborative content creation apps like Google Docs, Sheets, Slides, Drawings, Forms, Jamboard and Sites) on the web or through a Google app. Make sure you’re signed in and connected to the internet.

Please note that you may have multiple accounts set up on your device. Activity is considered by account, not by device. Make sure you’re using the services for all accounts on which you wish to remain active.

The article from Google concludes with some FAQ which you might like to refer to, including one answer on how to preserve content from a loved one if they pass away and the use of their Inactive Account Manager.

In another article, I will attempt to answer the vexed question of how to delete photos from Google Photos in your storage plan, your computer and your device the way that you want them to be deleted, ie not deleting them all, just deleting them from the place you want them deleted!!!!

Lastly, here’s a link to how to delete files (and reduce the count against your quota) from Google Drive.

The new WhatsApp Terms and Conditions of Use

Let’s start with this passage from the article in The Register referred to below where the founder of WhatsApp talks about his reasons for creating WhatsApp …

“When WhatsApp was acquired by Facebook in 2014, it promised netizens that its instant-messaging app would not collect names, addresses, internet searches, or location data. CEO Jan Koum wrote in a blog postAbove all else, I want to make sure you understand how deeply I value the principle of private communication. For me, this is very personal. I was born in Ukraine, and grew up in the USSR during the 1980s

One of my strongest memories from that time is a phrase I’d frequently hear when my mother was talking on the phone: ‘This is not a phone conversation; I’ll tell you in person.’ The fact that we couldn’t speak freely without the fear that our communications would be monitored by KGB is in part why we moved to the United States when I was a teenager.

Two years later, however, that vow was eroded by, well, capitalism, and WhatsApp revealed it would be “coordinating more with Facebook,” and gave people the opportunity to opt out of any data sharing. This time around, there is no opt-out for the sharing of data with Facebook and its tentacles. Koum left in 2018.”

So this all started 4 years ago, when WhatsApp announced a change to their Terms and Conditions (Ts&Cs) – the first change in many years, and the first since being taken over by Facebook. It was possible to opt out of this change which was announced as only to “improve the experience of Facebook users” (that’s kind of them – do I believe that?).

I don’t know whether I chose to opt out, I suspect I did, but I have no way of knowing!!! Whatever … I only had 30-days to opt out then, and I can’t go back and opt-out now.

I was alerted to the current impending change on February 8th, which is a take it, or leave it choice by this article in a well respected techie (UK-based) blog – The Register. It’s subsequently been updated, and may be updated again I suspect as more information is squeezed out of Facebook.

Before Christmas in a meeting of the Cardiff U3A Computer Group, I referred to the repatriation of UK-data to the US as a consequence of Brexit. So far Facebook and Google (and there could be more) have announced their attention to do just that, and others will undoubtedly follow. Free from Europe, our government has said we will follow GDPR (it had very little option), but the US tech companies see the wisdom of not having a European base for their (our) data and are hopeful of less stringent Federal privacy restrictions under a new Democratic Party controlled Senate committed to introducing legislation.

Once out of the European protection, we in Britain could in the course of time, and after the repatriation of Facebook data to California (read the article above), be deemed not to be part of the European area and so the protection offered by WhatsApp/Facebook suggested in this article in “The i“, would cease to apply. So the short-term acceptance of these Ts&Cs thinking they don’t apply to us, might be scuppered should the data-hosting move to the US.

No certainties, just doubts and that’s where mistrust comes in.

As of today, I’m at a loss to know what to advise or do. I’m hopeful of further clarification in the days to come, but I’ll leave acceptance of the new Ts&Cs to the last few days before February 8th.

Your comments and thoughts most welcome.

Why do I dislike Facebook (Fb)?

I was challenged with this question last Thursday when I told my family about the intended changes to the WhatsApp Terms and Conditions of Use. I didn’t reply to my IT-savvy son until this morning when I was first asked to agree to these new Ts&Cs. This is what I wrote …

“It starts with trust, and then you work away from that. It’s what a company does with information and whether you can then trust them to handle it properly. Google+ was a closed system that you opened up; Fb is an open system that even though it has Privacy Controls – which you need a degree to work out how to set them – essentially allows them to do anything with what appears on their platform.

You take a photo – you don’t retain copyright, you assign that right to them when you publish to the platform  – you lose some control over what is done with the photo. You can’t opt out of adverts (understandably – that’s how they make there money) – you are conned into thinking that in allowing them, you will get a better experience.

For whom? For you – no, they’re just an annoyance to me, but for others they just drive people to buy stuff they might not want/need. For them – yes, that’s how they drive income and more.

So it’s the more that’s more interesting and insidious because what they do with that information leads to targeting people with posts, hence my reference to Brexit and Trump. [I had said in my brief first reply – Cambridge Analytica, Brext and Trump.] The algorithms behind the scenes work the data and susceptible people get targeted with posts as well, not just adverts. I could go on, but as I said – it’s all about Trust, and Fb as a company is one that I just don’t trust.

Getting data from WhatsApp was something they committed at take-over they wouldn’t do. Now they are starting to do just that. Next step targeted adverts on a platform which is advert free; then “posts from others you might be interested in” – not the encrypted ones, but ones from Public Figures. Then “oh! dear” we have to drop encryption because of new privacy laws in the US. [Aside: is it a coincidence that Google, Twitter and Fb appear to be more privacy focussed since the Republicans lost control of the Senate and they just might want to be on the right side of the argument that’s going to come in the US in the next four years ].

So I always logout of Fb to stop them tracking me; I suspect that WhatsApp will have a mechanism that prevents a user from being disconnected so Fb with these new Ts&Cs will be tracking as well as getting the other personal info from users.

Please feel free to comment either on the post.

You, groups, flickr and privacy

Most of the time people join flickr to showcase their photos, to get faves, and to get comments (hopefully both positive and constructive) to enable them to improve their photography. The photos you upload are shown in your flickr Photostream (or Camera Roll) which you can browse and put into Albums. You can create your own Galleries of your (and other people’s) images; Fave images that appear in your Activity stream (see later) and Follow people whose photos you like.

We’ll start by looking at the default privacy settings you can apply to the images you upload. The Settings page is accessed from your profile tab …

… which gives you access to a page with these headings …

… clicking on Privacy and Permissions brings up this screen – from which you should first look at Defaults for new uploads

Read carefully the Note: “if you add something to a group pool, that group’s members will be able to view and add notes, comments or tags, regardless of privacy settings.” There’s no privacy within a group. All members of the group can see all members’ photos. If you’ve declared your image to have restricted viewing to Friends, or Family however they will not be visible for public viewing in the group, even though the group page might be visible for public viewing.

After uploading your photos they will (unless you’ve changed the default settings) appear by default in the Activity stream which you can access from the flickr logo …

… from which you will also be able to see the images of the people and groups you follow. This is the default view when you open Flickr on a mobile device.

Any photo you fave is then attached to your account so that you can return to view it on a later occasion.

It is also possible – unless you’ve prevented it – for someone to download the photo, or add it to their own Photostream as their own! You might wish to check your settings to prevent that happening.

… and …

… so it’s important that you know what you’re doing when you follow someone – I certainly wouldn’t recommend the default setting of “Anyone”.

There are occasions however when you might wish to keep your photos completely private, or to share them privately within a Group. The settings in flickr to allow this are not exactly as intuitive as they might be so this post continues by seeking to help understand how you can “hide” your photos from the Public photostream, but to show them within a Group. Let’s start there.

Groups can either be Public, open to invited membership (or upon application to join) and then also to be Private. Note especially carefully the note attached to Invite-Only Group which can be either Public or Private … “Anyone can view an Invite-Only group page …”

The last case is obviously the most restrictive and in this situation a Group is setup by a Flickr member and they invite either existing Flickr members, or non-members to join the group.

They will be sent an invite to join flickr, and the Group, as a member. You can therefore appreciate that you have to be a flickr member to view Photos which are in a Group. However if they’re not hidden from the Activity Stream by changing the default privacy settings (as above) and if it isn’t a Private group – they’ll still be visible to anyone unless you’ve also changed your search profile …

For the Invite-Only Group which has not been declared Private it is important to note that anyone (even non-Flickr members) can view the group page, so as we shall next, if you want your photos to be completely invisible to the outside world, you’ll have to do something else to make them invisible!!

If you want to keep your photos visible only to members of a Group, you need to specify on the Default privacy settings page either “Your friends”, or “Your family” depending upon the nature of the Group; similarly you should restrict Comments (and Notes, Tags and People) to “Your friends and family”.

However these settings will then apply to every image that you upload and that might be more privacy than you really want, so you are able to choose the level of privacy on an image by image basis after you’ve uploaded them. This is done by looking at the information attached to an image after you’ve clicked on it in your Photostream …

… so, as an alternative, you could leave your Photostream relatively open using settings similar to the ones in the screenshots above and then restrict viewing of individual photos to Friends, or Family, etc. within Groups.

I hope this helps.

Open Source and “free” software

I was quite surprised to see when I reviewed the articles I’d posted over the years that I’d never written one specifically about Open Source software, and “free” software. Of course the topic has cropped-up quite a bit at Cardiff U3A Computer Group meetings, and I have referred to pieces of Open Source and “free” software on “Just thoughts …”, but I’d never put my ideas down about the reliability, philosophy, use and accessibility of Open Source and “free” software in general. Just as I write this – guess what popped-up on my screen …

Java – an example of a programming language that has morphed into a software development environment whose component parts are all, or can be replaced by, open source modules. Java is an accepted piece of the architecture of a huge number of the systems we use everyday, as is Apache – the web-platform that powers most of the Internet’s servers. I mention these two as examples because it demonstrates how deeply elements of Open Source thinking is embedded into so many of the systems we use every day. Other ones would be Linux,  and WordPress – a multi-platform  operating system, and web-publishing software which the Cardiff U3A Group has looked at before. So, in a nutshell – open source is respectable!

What makes software open source then? Technopedia defines open source thus …

“Open source is a philosophy that promotes the free access and distribution of an end product, usually software or a program, although it may extend to the implementation and design of other objects. The term open source gained traction with the growth of the Internet because of the need to rework massive amounts of program source code. When source code is opened to the public it allows for the creation of different communication paths and interactive technical communities; it also leads to a diverse array of new models.”

… thus the code is generally very safe, because it can be inspected by anyone, and any changes in the code can be easily traced. The definition goes on to explain the following …

“Open source revolves around the concept of freely sharing technological information so that it may be improved through multiple insights and viewpoints. Since the technology is open source, the amount of work that needs to be done is reduced because multiple contributions are added by many individuals. This concept existed way before the age of computers and even before the industrial age when people shared and improved recipes for food and medicine, for example.

In terms of open source software, the code is often freely downloadable and changeable as long as the user sticks to what is agreed upon in the software license agreement. Open-source software is usually under the General Public License (GNU), but there are other free licenses like the Intel Open Source License, FreeBSD License and the Mozilla Public License.”

That doesn’t make it necessarily FREE, because developers can charge for the software they develop on the base of open source, however generally if it’s made available under one of the above licences it’s often the Support and Implementation that’s chargeable, not the software itself. Look for the licences (as above) to determine whether the software is genuinely Open Source and thus you should expect it to be “respectable” and “safe”.

So any open source software must adhere to the following criteria:

  • Free redistribution of the software.
  • The source code should be publicly available.
  • The software can be modified and distributed in a different format from the original software.
  • The software should not discriminate against persons or groups.
  • The software should not restrict the usage of other software.

Then there’s Free Software. As I’ve explained most Open Source is distributed free of charge, and the intention behind it was freedom of code, and freedom from intellectual property rights. The subtle difference with Free Software is that in the latter the emphasis is on freedom for the user to do whatsoever they want to do with the code. It is truly FREE! As a term and as expressed by the Free Software Foundation it predates the Open Source initiative and was the driving force behind the licences mentioned above. Thus free software must adhere to the following four pillars of freedom (which are rights and not obligations):

  • The freedom to deploy the software for any use case without any restrictions. For example, saying that the license of a program expires after 30 days makes it non-free.
  • The freedom to study how the software works and modify it according to your needs and preferences.
  • The freedom to freely re-distribute the software to assist someone in need. The redistribution can be done at a cost or at no cost.
  • The freedom to enhance the performance of the software and release your enhancements for the community to benefit—both programmers and non-programmers. You can do this at a cost or at no cost.

Now it starts to get a little bit more cloudy. There’s freeware which might also be described as freememium, or shareware. I quote

“Typically, freeware refers to a software that you can use without incurring any costs. Unlike open source software and free software, freeware offers minimal freedom to the end user.

Whereas it can be used free of charge, often modification, redistribution, or other improvements cannot be done without getting permission from the author.

As such, freeware is often shared without including its source code, which is atypical to open source software or free software.

Two of the most common types of freeware are Skype and Adobe Acrobat Reader. While both programs are free to use, their source codes are unavailable to the public.

Most developers usually market freeware as freemium or shareware with the intention of encouraging users to buy a more capable version.

Freemium refers to a program that is offered at no cost, but money (premium) is paid for extra, more capable features.

Shareware refers to a program that is initially available without any costs attached, and users are encouraged to distribute copies. However, that cost-free period usually lasts for a certain period; thereafter, a user is required to pay for continued use.”

Finally, you may come across the term “donationware”. This is software that is distributed for free, but the author invites the user to make a contribution to the ongoing development costs (or the programmers coffee). It might also be described as “conscienceware”, or even “thankyouware”!!!

So armed with that information, it’s time for me to provide a list of the free software that I treasure the most.

Further reading

What is Open Source software, and why does it matter?

Free Software vs Open Source vs Freeware: What’s the Difference?