FAQs

Yes, anyone can register for a FREE personal account with pixevety to gain access to a personal gallery (up to 1GB storage) and connect with school, family or friend galleries (unfortunately, not available in the UK). Connection, access and role assignment to an School/Enterprise Gallery is managed by the school/organisation. You must be invited to access an Enterprise/School Gallery.

Yes. The Platform Biometrics Information Privacy Policy applies to biometric information we collect, use, and manage as part of processing data in the pixevety platform. pixevety deeply cares about your privacy and the protection of personal information. We understand that face biometric data is a sensitive type of personal information that requires greater protection and care. This policy explains how we collect, use, store and otherwise manage face biometric data in accordance with relevant privacy laws, including those that relate directly to the handling of biometric information. Please note: Automated face recognition is not available in personal galleries.

Yes. The pixevety app provides light-weight mobile access to Media Galleries hosted on the web-based platform so you can easily access your media galleries at any time, and upload content. Safely capture photos “on the go” using your own personal device and at the same time bypass your personal device storage and upload straight into the Gallery, or upload existing stored photos and videos from your device’s camera roll. Simply select or add an album and add tags before upload to enhance search and retrieval in the gallery. The pixevety app is available on iPhone (6 and above; iOS 14.1 and above) and Android devices. Install the app directly from the Apple App Store or the Google Play Store and use your existing pixevety account and password to login or register for a personal account for FREE to receive your own personal gallery (not available in the UK) to store up to 1GB of media.

Registering a personal account (with free personal gallery) with pixevety is easy. Simply register here to create your own Australian/Asia account, here for United States, or here for a Canada. Unfortunately, you cannot register for a personal account in the UK. Once your registration is complete, you will receive an email from pixevety to verify your email address. Click on the link and you’ll be all set!

If your school sent you an invite to access their media gallery via email, simply click on the link in the email and follow the prompts. You should gain immediate access to your school’s Media Gallery to start browsing images of your child, or simply click on My VIPs to see all photos where your child has been tagged. Important: When registering to connect to a school, make sure you register using the same email you supplied to the school.

What drives pixevety every day to do what we do, build what we build, is child image protection. We believe privacy is a human right not a privilege. Children deserve the same level of privacy and respect as we had growing up in a non-digital world. Our award-winning Privacy-by-Design (PbD) ISO27001 certified school media administration solution is uniquely designed to be a privacy-based media management and sharing alternative to big tech or media businesses that are driven purely by commercial gain and not designed to protect children’s data.

When you use pixevety to store and manage your media (photos and videos), you do not become the product. pixevety supports schools, organisations and families in ensuring images of members (children, students, staff) are kept private, safe, secure and protected. Exclusively designed for schools, Diocese and Education Departments, we are a fit-for-purpose solution in media and photo consent management. Contact us today if your school is serious about the privacy and security of its school media. Read this article from a school to find out more.

The pixevety Platform Terms of Service and Privacy Policies (per region) are available in the footer menu on the Platform (https://portal.pixevety.com/Account/Login) and are important documents for you to read prior to registering and using pixevety.

If you are an Enterprise customer, you must agree to our Platform Terms and Privacy Policy (for your region) and enter into an Enterprise Service Agreement where we outline our role as data processor and the terms and conditions under which pixevety as contracted service provider will deliver services to your school at an enterprise-wide level.

The Platform Privacy Policy describes how the personal information you provide to us when setting up your pixevety account and using our platform will be managed and kept safe. It is a requirement of our Platform Terms of Service that you read and understand the platform Privacy Policy before using pixevety.

Please note: These terms are separate to our website Terms available on our brochure website.

Depending on your chosen location, all your images will either be stored in Australia, the United States, the United Kingdom or Canada. As a Gallery Owner, you maintain complete control over access, content and restrictions. pixevety is Cyber Essentials, Cyber Essentials Plus and ISO27001:22 accredited platform. The company prides itself on keeping data safe, secure and protected in encrypted, private ISO-certified/SOC 2 servers. For more information, check out our Privacy Policy.

pixevety is designed to cater to all your photo sharing needs whilst ensuring you never give away your actual data to social media!. Use your media gallery to filter on consent before sharing and then create Shared Collections to publish photos and videos without sharing original files or metadata/tags. By using the Shared Collection functionality with secure links you can easily publish in public domains but your photos/videos remain hosted in the pixevety platform, allowing you to cut/edit links at any time, as required.

And remember, before sharing any images featuring children on social media, always check you have their consent!

Yes. Automated Face Recognition Technology (AFRT) is only available in an Enterprise Gallery.

In an Enterprise Gallery, pixevety acts as the data processor for an Enterprise/School and follows their contractual instructions and the gallery settings set by the Enterprise/School. pixevety will only collect face biometric data if instructed by the school to do so. A school can choose to switch on or off AFRT in its Media Gallery at any time, and still manually tag faces to continue to manage photo consent. A member (student, staff) can also request that their photo consent be managed without the use of AFRT at any time by reaching out to the Enterprise/School. Such requests will result in that individual’s biometric data being permanently deleted from the school Media Gallery and their photo consent will no longer be automatically applied in real-time (instead it will be applied manually by staff). Please keep in mind that AFRT is a core component of the Media Gallery compliance functionality for the school, and an individual’s permissions on how they would like others to use and access their photos will no longer be automatically managed and applied in the system in real-time.

As a Biometrics Institute Member, pixevety follows safe private ethical practices in the collection of biometric data to ensure the appropriate application of this technology, with a primary purpose of managing photo consent. Turning off AFRT in an Enterprise Gallery’s Consent Module can present a significant risk to an organisation and its members. Please contact the Enterprise/School directly if you would like to request automated AFRT be turned off for an individual member in their Media Gallery.

Yes, pixevety is a digital asset management (DAM) platform allowing you to upload, store and playback videos (and many other document types like Word, PDF, PowerPoint) on the platform or mobile application, as well as share/publish videos via secure Shared Collection links that can be embedded into your public website or social media channel without your content ever leaving the platform. Peace of mind that you are only sharing a link, not actual images or data!

Within pixevety, your content is organised by Folder and Album. Folders (Sub-Folders are also available) give a Media Gallery its overall structure, while Albums (like traditional photo albums), stored in Folders, house your photos and other files. For example, you may have a Folder titled ‘Year 8 Events’ and within that Folder you can store Albums for the different events taking place for Year 8 Students i.e., Year 8 Camp, Year 8 Award Ceremony, etc. Please contact our Customer Success team at info@pixevety.com if you would like further guidance on how to set up your Media Gallery.

There is nothing worse than being locked out of your account. Not to worry, it can be easily fixed. First, make sure you are using the email address you registered with. Then, go to the pixevety login page and click on Forgot your password. If the email address provided exists in pixevety, a password reset link will then be sent to that email address. Make sure you check your junk/spam folders.

Once content has been uploaded into an Album, the default Album cover (beach scene) can be easily updated. To do this, enter the Album and select the image you would like to set as the new album cover (please only select 1 photo) to place it in your Working Tray at the bottom of the screen. In the working tray, click on the ‘Set as Default Album Image’ icon for this action to be immediately activated in the Gallery. To check if the new cover has been activated, go back to the Folder and view the Album cover. Note: Setting an Album cover is permissions-based so if you are unable to select the ‘Set as Default Album Image’ icon it may mean restrictions have been placed on that chosen image and you will need to select another image.

There could be two (2) reasons why you may not see your mobile uploads.

1. If your photos have not finished processing. Depending on the size of each file being uploaded, it may take a few minutes for them to appear in the Gallery. You can check on progress by simply clicking on UploadQueue in the app.
2. An Album location was not selected. Although it is encouraged to select an Album before uploading photos or videos, sometimes people forget. If that happens, your upload is not lost, instead the default upload location in a pixevety Media Gallery is the Organise Me Album. Depending on whether you are uploading into your own Gallery or someone else’s, you may not have access to the Organise Me Album and your photos may not appear in the mobile app. If this occurs, we recommend contacting the Gallery Owner (i.e., the school) to ask them to locate and move your upload out of the Organise Me Album and into another area in the Gallery.

Yes. Please reach out to the Customer Success team on Live Chat or email customer@pixevety.com.

Yes. Built using Digital Asset Management (DAM) technology, you have the flexibility to manage Folder access by Role (i.e., only users assigned a certain role will have access) or Member. Contact the Customer Success team via Live Chat or email customer@pixevety.com for further guidance.

Yes. pixevety has a unique sharing capability called Shared Collections that allows you to select up to 200 photos and files to share externally outside of the Media Gallery and pixevety platform. Files can be selected across multiple Albums and prior to sharing you will be notified if any file contains publishing restrictions. A link expiry date can be set so you can control how long you share each collection, and the collection link can be emailed or published on a public site via a secure URL link, such as your school website. You can choose whether to display the collection as thumbnails, in full screen or slideshow. The end-user can choose to view the collection by title (A-Z) in ascending or descending order. Please contact the Customer Success team if you would like a quick demonstration on how to use Shared Collections either via Live Chat or email customer@pixevety.com.

Yes we do! We partnered with EdSmart as they are the market leading enterprise solution for educational administration. This partnership means pixevety School Galleries can now be integrated into the EdSmart platform to simplify the entire annual photo consent form process at your school. To find out more, download the brochure on our Partner page.

Yes. pixevety supports Single Sign-On (SSO) for Enterprise Galleries, allowing school community users to login into their school Gallery via the school portal. Please reach out to the Customer Success team via Live Chat or email customer@pixevety.com for help with SSO set up.

Within pixevety, your content is organised by Folder and Album. Folders (Sub-Folders are also available) give a Media Gallery its overall structure, while Albums (like traditional photo albums), stored in Folders, house your photos and other files. For example, you may have a Folder titled ‘Year 8 Events’ and within that Folder you can store Albums for the different events taking place for Year 8 Students i.e., Year 8 Camp, Year 8 Award Ceremony, etc. Please contact our Customer Success team at info@pixevety.com if you would like further guidance on how to set up your Media Gallery.

If you are viewing photos in an Album, click on the Publishing Options drop-down menu on the top left of your screen to quickly view the various publishing restrictions available. Clicking on each option allows you to filter content based on member photo consent settings. For example, if you select the External Use filter, this will display photos that can or cannot be published externally by the school. If you click on Filters and Restrictions on the right side of your screen, you can also see whether the media can be shared with or without names displaying.

If the school wishes to invite parents as part of the school community to view and enjoy the private school Media Gallery, parents must be set up as Pre-Approved Connections to their member (i.e., Student) by the Gallery Administrator in the system before invites are sent. This will link their registered email address to that member’s profile and allow them to manage the member’s media consent settings. If you need help in setting up Pre-Approved Connections and inviting parents to your Media Gallery, please reach out to Customer Success via Live Chat or email customer@pixevety.com for further assistance.

Select the Album to add it to your Working Tray and click on Organise (Copy/Move) to specify a new location then click Move. This will move the entire Album to the new location and remove it from the original location.

If you would like to recognise a member’s (student, staff) face in a photo but Automated Face Recognition Technology (AFRT) is not activated in the Media Gallery, your role may enable you to manually tag their face by clicking on People and then the Identify New Face button. This allows you to manually draw a box around the face and tag it, linking it to an existing member, or to create a new member or Person (not associated to the school i.e., visitor) record. Alternatively, if your role does not allow you to manually tag, you can ask the Gallery Administrator to name the member by adding the photo to your Working Tray and selecting the Flag action, asking them to name the member providing a reason for flagging and action required.

When this happens it is likely that when you uploaded the photos or videos, an Album location was not selected in the Media Gallery. Although it is encouraged to select or create an Album before uploading photos or videos, sometimes people forget, or your role may not allow you to create Albums. If this happens, your upload is not lost. Instead, your files will be stored in a default upload location in the Media Gallery called the Organise Me Album. Depending on whether you are uploading into your own Gallery or someone else’s, you may not have access to the Organise Me Album and you may not be able to see your photos or videos in the Gallery. If this occurs, we recommend contacting the school’s Gallery Administrator to ask them to locate and move your upload out of the Organise Me Album. If you are still having problems, reach out to us on Live Chat or email us at customer@pixevety.com.

pixevety is the only school media management provider that is an Australian Privacy Principles (APP) and UK Information Commissioner’s Office (ICO) registered company. pixevety is also dedicated and committed to meeting UK-GDPR obligations.

The APPs outline how most Australian companies must manage personal information to remain compliant with Australia’s Privacy Act 1988. The APPs set out rules for how personal information must be collected, secured, used and disclosed, in both digital and mainstream environments. Find out more at www.oaic.gov.au/

The Data Protection Act 2018 is the UK’s implementation of the General Data Protection Regulation (GDPR). Everyone responsible for using personal data has to follow strict rules called ‘data protection principles’. They must make sure the information is: used fairly, lawfully and transparently. Find out more at https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/

Finding a media management platform that makes privacy, data protection and security the core of everything it does and is compliant with both the APPs and UK-GDPR builds trust with our schools and their communities. Individuals need to be confident that their photos and other personal information are shielded from misuse. Organisations that manage photos on behalf of children need to ensure that the platform they are using is trustworthy, compliant and secure. To this end, pixevety is committed to providing a consistently high-standard in privacy and security: recently being awarded for Privacy by Design Excellence, ST4S badged, and Cyber Essentials/ISO27001:22 certified.

If a member (i.e., student) has chosen photo consent settings in the Media Gallery requesting the school not to use or publish their photos externally in anyway, a ‘Do Not Publish’ (DNP) label appears on all images where that member’s face is name tagged. This provides extra protection to members and greater visibility to Gallery Administrators on photos that are DNP. Please note: When photos are first uploaded into the Gallery, these photos will receive a DNP tag automatically for up to 5-10 minutes while restrictions are being processed in the background. The DNP label will then be removed if the setting does not apply to that photo. This ensures new photos are not used inappropriately before all member permissions are checked and applied in the system.

Your school is seeking a better way to manage its school media, and to safely share this media within its school community. Other file sharing/media management solutions are simply not fit-for-purpose or designed for image protection. pixevety is a Privacy-by-Design platform exclusively designed for schools to allow them to easily and securely engage and share their growing digital school media collections, whilst also meeting the photo consent wishes of members (students, staff).

pixevety provides multiple layers of privacy and it will depend on many factors: the role a user has been assigned, what Folder you have uploaded the photos into, who has been given access to that Folder, and the individual consent permissions placed on each image. Users assigned a Gallery Administrator or Manager role can view and manage all content in a Media Gallery, however, other users like staff or parents will be assigned roles with restricted functions or limited Folder access. As a result, as a user connected to a Gallery, you may be asked to upload into an Album that may not be visible to you. Please speak to your School Gallery Administrator if you are having issues viewing content, or if you would like to request your content be made more accessible to users connected to the Media Gallery.

Yes, a school may decide to invite its parents as connected users to their Media Gallery without registering an account with pixevety. If that is the case, you can simply go to the MyVIPs area in the gallery to update your consent settings. Alternatively, you can also request a manual form to be sent to you by contacting the school, however, there will be a delay between sending back the form and your new settings being applied in the Media Gallery (versus submitting online where changes are done in real-time).

Yes. In Asia and the Americas, anyone can register for a FREE Starter Plan on pixevety and enjoy 1GB of personal storage. Please note: School Galleries are invitation-only and access to pixevety Personal Galleries are not available in the UK.

It is optional but it is recommended that at least one (1) parent registers to view and enjoy the Gallery containing photos of your child(ren)’s time at school and to manage photo consent for your child(ren). If both parents are expecting a School Gallery invite but only one parent receives an email invitation from pixevety, please contact the school to check that they have the correct email address on file. Please note: Personal Galleries are not available in the UK.

Depending on your role, a pixevety Media Gallery may allow you to save a copy of the media from that Gallery into your own pixevety Personal Gallery (this service is not available in the UK) or download photos/videos directly onto your desktop. We call these actions ‘Save To Device’ and ‘Save To Gallery’. To do this, simply select the files to add them to your Working Tray and then select the appropriate action available in the Working Tray.

If an error occurs it may indicate that photo consent restrictions apply to a person tagged in one or more of the images selected, and those images cannot be saved or downloaded, or you have not been given the appropriate role to save or download.

Once a school invites you to connect to their School Media Gallery, you may also be requested to provide photo consent for your student/s. A pop-up window in the platform will appear asking you to submit your photo consent before entry into the Gallery. To change your consent settings post entry, go to your My VIPs area and click on the Media Consent button available in the top right of the screen. Any changes made will be activated in the Gallery in real-time.

If you have questions, don’t forget to use our Live Chat feature available on the platform during normal office hours or reach out to us via the Contact Us form on the website.

If the school has allowed parent access to their Media Gallery, to view an exclusive stream of photos of your child/ren, access the Gallery and click on the orange My VIPs icon available in the top right of your screen. From here you can instantly view all the photos your child/ren are tagged in.

If you see a photo or video of your child where their name has not been tagged or they are incorrectly tagged, you can alert the Gallery Administrator by selecting that photo(s) to place it in your Working Tray and clicking on the yellow Flag icon, providing a reason for the flag. The photo/s is then immediately hidden from Gallery view for a School Administrator to review and administer.

For consent to be valid it must be voluntary, informed, specific and up-to-date. Your school is making a greater effort to ensure it is fulfilling its photo privacy obligations to its students and to you as a parent or legal guardian by keeping Member (i.e., student or staff) photo consent up to date. Best practice is to collect consent annually. pixevety is a Privacy-by-Design school media management platform and, as such, is designed to ensure child image protection settings are kept current and embedded throughout the platform

If you have logged into pixevety and are unable to see your child’s School Gallery you may have registered using an email address that is different to the email address you provided to the school. Please try and re-register using the email address you provided to the school, otherwise you will need to contact the school directly to update your email. The pixevety Customer Success team is also available to assist on the platform via Live Chat during normal business hours.

Schools can decide how to use their pixevety Media Gallery in different ways. At all times, pixevety is acting as the school’s contracted service provider for its media management and photo consent application and as such, is contractually obliged to act as an extension of your school. pixevety processes member (student, staff) data in accordance with the school’s instructions, policies and requirements, to facilitate the daily management of school media. Invited parents may be asked to register a personal account with pixevety to allow them to securely store their own media collection within pixevety and easily store images provided by the school (not available in the UK). pixevety will only use parent emails in a secure, confidential manner to activate a connection/link to a student record in the school Media Gallery, to create a pixevety account or verify secure access to the school Gallery, and to send system notifications emails.

Yes, if the school decides to migrate their historical collection over to the Media Gallery, these photos will be made available on the platform. As a parent, you will only have access to the images tagged with your child(ren) and images that you have been given permission to see in the Media Gallery.

They both regulate and set the standards for the collection and use of personal information in Australia and overseas. The Australia Privacy Principles (APPs) govern how most Australian companies handle, use and manage personal information to remain privacy complaint. Find out more at www.oaic.gov.au/

The Global Data Protection Regulation (GDPR) was designed to harmonise and regulate data privacy law across EU to protect and empower all EU citizens data privacy and to reshape the way organisations across the region, and it has become the global standard approach towards data privacy protection around the world. Find out more at www.eugdpr.org/ 

Facial recognition is a mathematical process for matching an image of an individual (i.e., their face) with other images containing that same individual. The Face Recognition feature is not available in personal galleries.

Automated Face Recognition Technology (AFRT) can be used internally by a school in its Enterprise Media Gallery hosted on pixevety, a private privacy-by-design ISO27001 media management platform, to automatically identify school members and apply their photo consent. If a school chooses to turn on AFRT in its Media Gallery, a photo will undertake a secure 2-step automation process of: 1) face detection (where AFRT is not used) and 2) face recognition (where AFRT is used). Face detection is an automated process that seeks to detect when a human face (object) is displayed, but it does not seek to identify or match an individual to that face nor provide other personal information about an individual. Face detection without any other form of face recognition technology functionality does not collect biometric information. 

Information derived from one or more features of a person’s face is biometric data. If AFRT is turned on in a pixevety Enterprise Media Gallery, biometric data will automatically be collected to compile a biometric template of a member (i.e., student, staff). In pixevety, locked-down-to-a-single-gallery-AFRT is used in order to match a face of a member to all other faces of them in that particular Media Gallery for the sole purpose of applying member photo consent. For example, if a student ID photo is uploaded into the Media Gallery to be referenced as a member face template, AFRT will try and match other images containing that face uploaded or stored in the Media Gallery, and immediately apply that student’s photo consent. A member is matched and identified when an image featuring their face is automatically “tagged” with their name.

pixevety does not run AFRT between Media Galleries, therefore a face identified in one Gallery will never automatically be recognised in another Gallery. As part of its contracted service to a school, pixevety applies AFRT to a single face photo of a student uploaded by the school (such as a student ID photo) to identify the student and where they have been captured in other images in the school Media Gallery. This is done solely for the purpose of: 1) applying the student/parent privacy wishes for how the school can use and publish their images; and 2) allowing the school to search and find the student in images. Please note that the only body that the school will share this information with is pixevety, as its contracted service provider, for the primary purpose of applying photo consent. This technology is necessary for the automatic and immediate application of photo consent at scale across thousands of school photos stored in a school Media Gallery each year. All school student data and biometric information is owned by the school and stored locally with many layers of security separating the data. Each pixevety face recognition library is developed solely for each school and only made available to that school. pixevety uses an encrypted algorithm for AFRT that is not kept with a face or photo, but in an encrypted separate database at rest and in transit. Names are also stored in a separate database, encrypted at rest and in-transit, separate to any other personal data.

By enabling AFRT in a Media Gallery, the school can apply specific photo restriction flags to each image based on who has been identified/name tagged and their photo consent (e.g., photos tagged with Johnny Smith will be marked as “No Social Media Use”). We use a safe, ethical, privacy-enhancing application for AFRT and it is important to note that AFRT is an essential function of the school’s use of the Consent Management Module, as it is necessary to identify an individual in a photo to apply their specific photo consent and for this to be done in real-time.

The privacy of images, and the individuals tagged in those images is of paramount importance to pixevety. As a Biometrics Institute Member and an award-wining Privacy-by-Design service, pixevety uses AFRT ethically, underpinned by privacy-by-design and default engineering and principles. We do not maintain a databank of faces, we do not sell, share or use any personal data for commercial purposes or with third parties. All member matching occurs within the school’s Media Gallery and all biometric templates are securely stored separate to faces/images. We will only depart from this position if we are required by law to do so.

Please feel free to contact us at any time at privacy@pixevety.com with further questions.

The concept of Privacy-by-Design says that privacy and the protection of personal information should be “built-in” to a system or platform, as opposed to being “bolted on” or treated as an afterthought. pixevety is a strong proponent of this concept! We have built our platform with strict attention to both the privacy rules that apply to us and the expectations of the individuals whose images are managed by us, and that is why we have become award-winning in this space!

privacy-by-design-factsheet

pixevety Privacy Policy is an important document for you to read and understand. It describes how the personal information you provide to us when setting up your pixevety account and using our platform will be managed and kept safe. It is a requirement of our Platform Terms of Service that you read and understand the platform Privacy Policy before using pixevety. Please click on the relevant link below to read our Platform Terms of Service in core regions.

Australian Platform Terms of Service

United States Platform Terms of Service

United Kingdom Platform Terms of Service

The Consent Module is a key Privacy-by-Design feature of the pixevety platform. It allows an Organisation (e.g., a school) to accurately record and act upon the wishes of individual members (e.g., students, staff) in relation to the way the Organisation accesses and uses their photos. When turned on in a pixevety Enterprise Media Gallery, the Consent Management Module delivers an organisation a streamlined, at-scale, automated photo consent application process for immediate application of member photo consent on photos stored in the media gallery. It also allows photo consent to be self-managed by members or their parents/legal guardians, at any time, when invited to the media gallery.