FAQs | pixevety's image management solution frequently asked questions

FAQs

General

How is pixevety different to other photo/media management companies?

What drives us everyday to do what we do, build what we build, is child image privacy. We believe privacy is a human right not a privilege. Today’s children deserve a similar level of privacy protection and respect in their digital lives as us adults had when we were growing up without a digital world. We pride ourselves on providing a uniquely tailored media solution that is a true privacy alternative to what the big techs provide. When you use pixevety, you are NOT the product! We have invested millions in, and designed, a unique proprietary privacy-by-design media management platform that supports schools and families in keeping their images private, safe, secure and protected.

Can anyone join pixevety?

Yes! pixevety is open to everyone but access and roles are closely managed. Your family and friends can sign-up and request access to your Personal Gallery.

However, you keep full control over what they can see. Also, for privacy reasons, some Galleries on pixevety – like your school’s Gallery – will only be accessible to specific users by invitation only (i.e. guardians of students enrolled at that school).

Where is my data stored?

All your images are stored in Australia or the U.S. depending on your location and you maintain complete control over access and restrictions. If it’s not kept local, it’s at risk! pixevety prides itself on keeping all its data in secure and encrypted locally based servers so that all your content and other personal information stay onshore. For more information, check out our privacy policy.

How can I register?

Registering is easy. If your school sent you a link via email, simply click on the link and follow the prompts. You should gain immediate access to your school’s Gallery and can start browsing for photos of your child, or visit your own VIP area. You can also register here to create your own Australian/Asia personal account (with free personal gallery) or register here for a free U.S. personal account. Make sure when connecting to a school, you register using the email you have supplied to the school. Once your registration is complete, you will receive an email from us to verify your email address. Click on the link and you’ll be all set!

How do I reset my password?

First, make sure you are using the email address you registered with. If you have forgotten your password or not yet created one, click on the link below:

Password Reset: Australia Pacific Region

Password Reset: United States Region

Enter your email address and press Submit. If the email address provided exists in pixevety, a password reset link will then be sent to that email address. Follow the prompts to complete the reset. If you do not receive the email, please make sure you check your junk/spam folders or contact the pixevety Customer Success team for assistance either by Live Chat or email.

Does pixevety have a mobile app?

Yes. The pixevety app provides light-weight mobile access to Galleries hosted on the web-based platform so you can easily access your pixevety galleries at anytime, and upload content. Safely capture photos “on the go” using your own mobile device, yet bypass the device’s storage and, or, upload existing stored photos and videos from your device’s camera roll directly into a pixevety gallery. Simply select an album to upload into and add tags to enhance search and retrieval.

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 Gallery.

Does pixevety support video?

Absolutely yes! pixevety allows you to upload videos (and many other documents like Word, PowerPoint, etc.) which you can watch on the platform, as well as share/publish them via secure links that can be embedded on your website or in social media channels so they can be watched by others within the safe compounds of the pixevety platform. Peace of mind that you are sharing only your videos, and not your data!

How are photos and files organised within pixevety?

Within your pixevety Gallery, your content is organised into Folders, and then Albums. Albums (like physical photo albums) are created to upload and store your photos and files, while Folders organise your Albums into categories. For example, you may have a Folder titled ‘Year 8’ and within that Folder you could create Albums for any events taking place in relation to your Year 8 Students i.e. Mid-Year Camp album, Year-end Award Ceremony album, etc.

How do I update an album cover?

Once content has been uploaded into an album, the default album cover (beach scene) can be updated. To do this, go into the album and select the new cover image so it pops into your working tray (only select one photo). From the action icons in the working tray, choose ‘Set as Default Album Image’. You can check if the update has been successful by going back to the Folder and viewing the Album’s cover.

Please keep in mind that setting an album cover is permissions based so if you are unable to view the ‘Set as Default Album Image’ icon in your working tray, please contact your Gallery Administrator/Gallery Owner to make this change to an album.

Schools/Staff FAQ’s

What does APP and GDPR compliance mean? Why is it important to my school?

The Australian Privacy Principles (or APPs) outline how most Australian companies must manage personal information to remain compliant with Australia’s Privacy Act 1988. The APPs set out the 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 European Union (EU)’s General Data Protection Regulation (GDPR) came into force in May 2018. The GDPR was designed to harmonise data privacy laws across Europe and to reshape the way organisations across the region, and globally, address privacy and security of personal information in digital environments. Find out more at www.eugdpr.org/

Finding a photo management platform that is compliant with both the APPs and the GDPR is important for individuals and organisations alike. Individuals need to be confident that their photos and other personal information are shielded from misuse. Organisations that manage photos on behalf of individuals need to ensure that the platform they are using is trustworthy and secure. To this end, pixevety is committed to providing a consistently high standard of privacy and security. We are APP compliant and, because we see the GDPR as a global benchmark in privacy protection, we are working to attain GDPR compliance within the coming months.

Can I share content with people who are not connected to pixevety?

pixevety has created a unique Sharing Module allowing you to select up to 50 photos and files to share with those who may not have been invited to the Gallery. Files can be selected across multiple albums and prior to processing the collection, you will be notified of any photos with publishing restrictions. An expiry date can be set to determine when files should no longer be accessible, and the collection link can be emailed or published on a 3rd party site, such as your school website.

Will photos I have uploaded into the Gallery be visible to everyone?

It depends. Whilst School Gallery Administrators can view all content in the School Gallery, staff and parents are assigned specific Roles and Folders to access. You may be requested to upload into an album that is not made visible to others. Upon upload, other users may not be able to see your gallery contribution as visibility is set by Folder access, consent on an image, and the role a person is assigned. Please speak to your School Gallery Administrator if you wish to make your content available to everyone in your community.

I have uploaded photos using the mobile app but can’t see them?

There are two reasons you may not be able to view your mobile uploads.

One reason is your photos haven’t finished processing. When photos and videos are uploaded, they are taken through a back-end process and may take a few moments before they appear depending on size. Check on progress by navigating to your Account and looking at the upload queue.

Another is that upon upload, a location was not chosen. Although it is encouraged to select the relevant album in the Gallery when uploading your photos, we understand that sometimes people forget. To ensure your files are not lost, a default location titled Organise Me album is auto-selected. As you may not have access to view content within the School’s Organise Me album, the photos won’t appear on your mobile homepage. We recommend you contact your School’s Gallery Administrator to relocate/move those photos.

Parent FAQ’s

I have been invited to pixevety by my child’s school, but can’t see the Gallery?

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 differs from details provided by the school. Please register an account using the email address the school has on file for you or, contact the school directly to update your email.

The pixevety Customer Success team is also available to provide assistance via Live Chat during normal business hours AEST.

Do both parents have to register to pixevety?

It is optional for both parents to register to pixevety, but it is recommended that at least 1 parent registers as this allows you to view photos and videos of your child captured while they are at school.

If both parents were expecting a School Gallery invite and only one has been received, please contact your School to check the email details they have on file for you are correct.

I have signed up and logged in, how do I easily see photos of my child/ren?

To view an exclusive stream of photos of your child/ren, access the School 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 have been tagged in.

How do I tag a photo of my child?

If you see a photo of your child and notice they haven’t been tagged or, if the wrong person has been tagged in a photo, you can alert the Gallery Administrator by selecting that photo so it appears in your working tray, and clicking on the yellow Flag icon to request immediate removal, letting them know the reason for the flag. That image will immediately be removed from the Gallery for a School Administrator to review and edit.

Once the Administrator has actioned your request, the file will be republished in the Gallery for your/others to enjoy.

What is APP and GDPR?

The Australia Privacy Principles or APPs, outline how most Australian companies must handle, use and manage personal information to remain privacy complaint. Find out more at www.oaic.gov.au/ 

The GDPR was designed to harmonise data privacy laws across Europe to protect and empower all EU citizens data privacy and to reshape the way organisations accross the region, and globally, approach data privacy. Find out more at www.eugdpr.org/ 

Can I update my school image consent without signing up to pixevety?

Yes, a manual form will also be sent in a school email informing you about the updated media usage policy which you can use to directly update the school.

Can my family and friends also join pixevety?

Yes! pixevety is open to everyone. Your family and friends can sign-up and request connection to your Personal Gallery, however, you decide what they can see. For privacy reasons, a school’s Gallery will be invitation-only and only available to parents of students enrolled at the school.

I have already signed a photo consent form, why do I need to sign a new one?

Your school is making a greater effort to ensure it is fulfilling its photo privacy obligations to you as a parent or guardian by keeping photo consent current. pixevety is different to other photo management solutions, privacy matters. We have been asked on behalf of your school to make sure your image usage consent is explicit, up -to-date and kept on record.

Can I use pixevety to share on social media?

pixevety is designed to cater to all photo privacy needs, including safely sharing online. When sharing images on social media, always think twice! You can safely filter and share photos (with metatags removed and in low resolution) using the platform if the photo owner or individual featured allows it. Plus, a registered user is asked to take the ‘pixevety pledge’ which is a promise to respect the privacy wishes of all users on the pixevety platform.

Why do I need to sign-up for an account?

Parents should sign-up to pixevety to ensure all school community images are protected and everyone in the entire community can contribute. pixevety is not only about ensuring privacy, but also about building stronger communities. All families can enjoy and trust pixevety to store their photos, manage their consent and keep all their memories safe. The school signs a secure service provider contract with us (we are also registered to comply with the Australian Privacy Principles under the OAIC) which means pixevety acts on behalf of the school to administer their photo management function. pixevety handles the personal information of parents in accordance with a school’s privacy policy and requirements – including the relevant privacy law and policies – to facilitate the management of school photos. In some cases, schools will take the step to refer to us directly in their privacy policies. In other cases, schools may default to a State education department’s or Diocese privacy policy where pixevety may not be explicitly mentioned as a contract provider. We will only use parent emails in a secure, confidential manner to activate a student record, create an account and provide parents with access to view their child(ren)’s images.

Will I still be able to see old photos?

Yes. Photos taken prior to the school’s move to pixevety will all be made available on the new platform. As a parent you will only have access to photos of your child or your child’s class, and other photos with rights to be shared across the entire school community.

Why is my school switching to pixevety?

Your school was seeking a more innovative, privacy-driven and secure way to share photos with its family-community. pixevety is a privacy-by-design platform that enables your school to easily and securely share relevant image content of school life whilst ensuring they have your most up-to-date consent on who sees your child’s digital content.

How can I update my child’s consent?

When your child’s School has invited you to their School Gallery, you may be asked to provide consent on how the School intends to use student photos and videos. Upon first logging into pixevety, you will be presented with an online consent form pop-up and have the option to Agree to the School’s settings or Change these settings for your child. These changes will be activated in real-time.

If you agree, and later change your mind, consent can be updated from the Member Consent page under My Account located in the top right-hand corner of your screen. For parents with more than one child, their consent can be updated individually or in bulk. Any questions, don’t forget to use Live Chat available on the platform or our Contact Us form.

How can I save a copy of photos or videos?

A pixevety Gallery may allow you to save a copy of photos or videos from that Gallery into your pixevety Personal Gallery (we call it “Acquire”) or you may be able to download directly to your desktop. To do this, select files to add them to your working tray and click either Download, Acquire or Download/Acquire to do both.

If an error message appears, this will indicate consent restrictions apply to a person tagged in one or more of the files chosen, and their images are not allowed to be saved or downloaded. Also, you will not be able to Download, Acquire or Download/Acquire if the Gallery has not given you that ability.

Privacy FAQ’s

Can our Organisation turn the facial recognition functionality OFF?

An Organisation can turn the facial recognition functionality OFF within its Gallery, however, it is a core component of the Consent Management Module. An individual’s permissions for how their images can be accessed and used cannot be applied to their images if they are not name tagged. Our proprietary facial recognition technology ensures the safe and ethical use of this technology for the sole purpose of collecting and applying image consent. Turning off facial recognition can present a significant privacy risk for an Organisation.

What is facial recognition and how is it used by pixevety?

Facial recognition is a mathematical process for matching an image of an individual (i.e., their face) with other images containing that same individual.

We use facial recognition in order to match the face of a named individual with all the other images of them in a particular Gallery. For example, if a school imports the identification photo of a student into its Gallery, pixevety runs a facial recognition process to find other images of that student that are held in the school’s Gallery. (An individual is named when an image of them is “tagged” with their name or if it is preferable to the Gallery owner, a number or nickname representing the individual).

pixevety does not run facial recognition processes between separate Galleries, therefore a face identified in one Gallery (e.g. a school’s Gallery) will not be recognised in another Gallery (e.g. a private person’s Gallery). This is more private, secure and safer than the way facial recognition is used across well-known social media platforms.

By enabling facial recognition in a Gallery, pixevety can determine which consent restrictions apply to an image based on who has been tagged (e.g. photos tagged with Johnny Smith will be marked as “Not for Marketing use”). This is a highly desirable and privacy-enhancing use of this technology.

It is important to note that the facial recognition function is essential for an Organisation’s use of the Consent Management Module, as it is necessary to identify the individual on a photo in order to apply their specific wishes around access and use.

Privacy of images, and the individuals tagged on those images, is of paramount importance to pixevety. We use facial recognition ethically, underpinned by privacy-by-design engineering. We do not maintain a databank of images, nor do we make algorithmic (or any other kind of) facial recognition data available to anyone. We will only depart from this position where we are required by law to do so.

Why is the Consent Management Module so important?

The Consent Management 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 individuals (e.g. students or their parents/ legal guardians) in relation to the Organisation’s access and use of their images.

The Consent Management Module is an active opt-in consent process, where individuals can change or revoke their consent across a number of access and use topics at any time, including topics that some individuals may feel strongly about – such as whether an image can be published by the Organisation to social media.

What is Privacy-by-Design for pixevety?

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.

What are the pixevety Terms and the platform Privacy Policy?

The pixevety Terms and platform Privacy Policy are important documents.

The Terms are our contract of service with you (or the Organisation who is managing your images using pixevety), and you must agree to the Terms in order to have an account with us.

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 the Terms that you read and understand the platform Privacy Policy before using pixevety.

General

How do I reset my password?

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.

How can I register?

Register is easy. If your school sent you a link via email, simply click on the link and follow the prompt. You will gain immediate access to your school’s Gallery and can start browsing for photos of your child. You can also register through our registration page . Once your registration is complete, you will receive an email from us to verify your email address. Click on the link and you’ll be all set!

Where is my data stored?

All your images are stored in Australia and you have complete control over access and restrictions. If it’s not kept local, it’s at risk! pixevety prides itself on keeping all its data in its secure and encrypted Australian-based servers so that all your content and other personal information stay onshore. For more information, check out our privacy policy.

Can anyone join pixevety?

Yes! pixevety is open to everyone but access and roles are closely managed. Your family and friends can sign-up and request access to your Personal Gallery.

However, you keep full control over what they can see. Also, for privacy reasons, some Galleries on pixevety – like your school’s Gallery – will only be accessible to specific users (i.e. guardians of students enrolled at that school).

Schools

What does APP and GDPR compliance mean? Why is it important to my school?

The Australian Privacy Principles (or APPs) outline how most Australian companies must manage personal information to remain compliant with Australia’s Privacy Act 1988. The APPs set out the 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 European Union (EU)’s General Data Protection Regulation (GDPR) came into force in May 2018. The GDPR was designed to harmonise data privacy laws across Europe and to reshape the way organisations across the region, and globally, address privacy and security of personal information in digital environments. Find out more at www.eugdpr.org/

Finding a photo management platform that is compliant with both the APPs and the GDPR is important for individuals and organisations alike. Individuals need to be confident that their photos and other personal information are shielded from misuse. Organisations that manage photos on behalf of individuals need to ensure that the platform they are using is trustworthy and secure. To this end, pixevety is committed to providing a consistently high standard of privacy and security. We are APP compliant and, because we see the GDPR as a global benchmark in privacy protection, we are working to attain GDPR compliance within the coming months.

Parents

Why is my school switching to pixevety?

Your school was seeking a more innovative and secure way to share photos with its family-community. pixevety is a new platform that enables your school to easily and securely share relevant image content of school life whilst ensuring they have your most up-to-date consent on who sees your child’s digital content.

Will I still be able to see old photos?

Yes. Photos taken prior to the school’s move to pixevety will all be made available on the new platform. As a parent you will only have access to photos of your child or your child’s class, and other photos with rights to be shared across the entire school community.

Why do I need to sign-up for an account?

Parents should sign-up to pixevety to ensure all school community images are protected and everyone in the entire community can contribute. pixevety is not only about ensuring privacy, but also about building stronger communities. All families can enjoy and trust pixevety to store their photos and keep all their memories safe. The school signs a secure service provider contract with us (we are also registered to comply with the Australian Privacy Principles under the OAIC) which means pixevety acts on behalf of the school to administer their photo management function. pixevety handles the personal information of parents in accordance with a school’s privacy policy and requirements – including the relevant privacy law and policies – to facilitate the management of school photos. In some cases, schools will take the step to refer to us directly in their privacy policies. In other cases, schools may default to a State education department’s privacy policy where pixevety may not be explicitly mentioned as a contract provider. We will only use parent emails in a secure, confidential manner to activate a student record, create an account and provide parents with access to view their child(ren)’s images.

Can I use pixevety to share on social media?

pixevety is designed to cater to all photo privacy needs. You can safely share your own photos (with metatags removed and in low resolution) and will be able to share others photos in social media if the photo owner allows it. An “R” will appear in the corner of the photo to notify you that there are sharing restrictions on the image. Plus, each user will be asked to take the ‘pixevety pledge’ which is a promise to respect the privacy wishes of all users on the pixevety platform.

I have already signed a photo consent form, why do I need to sign a new one?

Your school is making a greater effort to ensure it is fulfilling its photo privacy obligations to you as a parent or guardian. pixevety is different to other photo management solutions, privacy matters. We have been asked on behalf of your school to make sure your image usage consent is explicit, up -to-date and kept on record.

Can my family and friends also join pixevety?

Yes! pixevety is open to everyone. Your family and friends can sign-up and request access to your Personal Gallery. You decide what they can see. However, for privacy reasons, your school’s Gallery will only be available to parents of students enrolled at school.

Can I update my school image consent without signing up to pixevety?

Yes, a manual form will also be sent in a school email informing you about the updated media usage policy which you can use to directly update the school.

What is APP and GDPR?

The Australia Privacy Principles or APPs, outline how most Australian companies must handle, use and manage personal information to remain privacy complaint. Find out more at www.oaic.gov.au/ 

The GDPR was designed to harmonise data privacy laws across Europe to protect and empower all EU citizens data privacy and to reshape the way organisations accross the region, and globally, approach data privacy. Find out more at www.eugdpr.org/ 

Privacy

What are the pixevety Terms and the platform Privacy Policy?

The pixevety Terms and platform Privacy Policy are important documents.

The Terms are our contract of service with you (or the Organisation who is managing your images using pixevety), and you must agree to the Terms in order to have an account with us.

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 the Terms that you read and understand the platform Privacy Policy before using pixevety.

What is Privacy-by-Design for pixevety?

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.

Why is the Consent Management Module so important?

The Consent Management 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 individuals (e.g. students or their parents/ legal guardians) in relation to the Organisation’s access and use of their images.

The Consent Management Module is an active opt-in consent process, where individuals can change or revoke their consent across a number of access and use topics at any time, including topics that some individuals may feel strongly about – such as whether an image can be published by the Organisation to social media.

Can our Organisation turn the Consent Management Module OFF?

Your Organisation can… but we DO NOT recommend this. The privacy rigour set out in our Terms makes it clear that pixevety is not responsible for any Organisation’s failure to manage personal information in accordance with lawful privacy requirements. The Consent Management Module can greatly assist Organisations to achieve their compliance obligations.

What is facial recognition and how is it used by pixevety?

Facial recognition is a mathematical process for matching an image of an individual (i.e., their face) with other images containing that same individual.

We use facial recognition in order to match the face of a named individual with all the other images of them in a particular Gallery. For example, if a school imports the identification photo of a student into its Gallery, pixevety runs a facial recognition process to find other images of that student that are held in the school’s Gallery. (An individual is named when an image of them is “tagged” with their name or if it is preferable to the Gallery owner, a number or nickname representing the individual).

pixevety does not run facial recognition processes between separate Galleries, therefore a face identified in one Gallery (e.g. a school’s Gallery) will not be recognised in another Gallery (e.g. a private person’s Gallery). This is more secure and safer than the way facial recognition is used across well-known social media platforms.

By enabling facial recognition in a Gallery, pixevety can determine which consent restrictions apply to an image based on who has been tagged (e.g. photos tagged with Johnny Smith will be marked as “Not for Marketing use”). This is a highly desirable and privacy-enhancing use of this technology.

It is important to note that the facial recognition function is essential for an Organisation’s use of the Consent Management Module, as it is necessary to identify the individual on a photo in order to apply their specific wishes around access and use.

Privacy of images, and the individuals tagged on those images, is of paramount importance to pixevety. We do not maintain a databank of images, nor do we make algorithmic (or any other kind of) facial recognition data available to anyone. We will only depart from this position where we are required by law to do so.

Can our Organisation turn the facial recognition functionality OFF?

An Organisation cannot turn the facial recognition functionality OFF within its Gallery as it is a core component of the Consent Management Module. An individual’s permissions for how their images can be accessed and used cannot be applied to their images if they are not tagged. Turning off facial recognition would present a significant privacy risk for an Organisation.

Does pixevety use contracted service providers?

While it is our policy to use in-house (or “on premises”) solutions wherever possible, if a suitable in-house option is not available to us, we use a contracted service provider. Wherever personal information is involved, contracted service provider agreements are in place to ensure security and recoverability of that information.

Data Storage: We only use a contracted services provider within Australia to provide our data storage infrastructure.

Functionalities: We use an overseas service provider whose data is stored in Australia for object recognition (e.g. cup, ball, grass) and facial recognition (i.e., deployment of the mathematical algorithm that enables pixevety to recognise faces). The use of Application Programming Interface (API) ensures we do not permanently store images/media when using these functionalities. For example, a facial recognition API creates an encrypted template of a person’s features (as a random alphanumeric string of code) thus anonymizing facial data. Images themselves are only used for initial processing within pixevety, and an API template cannot be reverse-engineered back into a photo. The use of APIs ensures the data held by our object recognition and facial recognition provider is useless to anyone except pixevety.

NOTE: Object recognition can be turned OFF in each Gallery.

Should an “on premises” option for deploying our object recognition and/or facial recognition functionalities become available to us, we will update this FAQ accordingly.

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