Review pixevety's Privacy Settings | pixevety Image Management

Terms & Privacy

pixevety Privacy Settings


The privacy of your gallery is managed in the gallery administration module by any user who has been given access to gallery administration. In the administration module the following settings are available to you:

  • Gallery Settings is where you manage how and if people can access and view your gallery, how the Virtual Archivist works in your gallery and what file types can be uploaded.
  • Folder Settings is where you can manage your folder/album structure and allow folder access to specific users.
  • People & Members is where you can identify (by name) people/faces and add or edit members details (i.e. name, unique ID and pre-approved connections).
  • Media Access/Usage is where you set permissions for how your content can be accessed and how you intend to use and publish it, thereby controlling what people can see and do.
    • If consent is activated, members of your gallery can submit their consent form so their wishes are reflected on all media they are tagged in within the gallery.
  • Flagged Files is where you will find files that have been automatically restricted from viewing based on a flag/request from another pixevety user or a Not-Safe-For-Work detection software tag, and are pending review by a gallery administrator.
  • Gallery connections is where you manage users connected to your gallery and where you can invite people to the gallery.
  • Roles is where you can see what default roles are available or to customise a role for users.

More Information

When logged into your account, you can find more information about privacy settings via the Help Centre or by contacting our Customer Support Team using our Live Chat feature.

Media Usage

A gallery’s Media Usage module is pivotal in how you manage privacy settings for your gallery. The module allows you to manage privacy at a file level. This means that even if your gallery and its folders/albums are accessible, you can customise your media usage settings to ensure specific content is hidden from some users.

The settings in this module control and communicate gallery permissions on:

  • Media Access: which files and features are accessible and to who; and
  • Media Usage and Publishing: how you intend to use, publish and share as a default setting.

Privacy Categories

A gallery’s Media Usage settings within pixevety are established using one of the 3 default Privacy Categories: STRICT – MINDFUL – OPEN. These are set out in more detail below.

A CUSTOM Privacy Category is also available for you to create your own Media Usage settings if desired.

Restrictions = General Permissions

Once a gallery’s Media Usage settings are published, they are visible to you and users connected to your gallery, under the file restrictions. These restrictions reflect the permissions set on the file itself based on your Media Usage settings and the consent settings of a tagged member(s) (only if the consent module is enabled). You can check these restrictions/permissions by:

  1. Filtering content at an Album; and/or
  2. Viewing the file details; and/or
  3. Searching for content by restriction.

Purchased/Acquired Content

Content that is acquired or shared by/with others will retain your gallery’s Media Usage settings. If the Consent module is purchased, it will retain the Media Usage Settings you selected.

Consent Module

If the Consent module is purchased and turned on (i.e. if “consent required” is ticked within Media Usage) in your gallery, you are allowing Members to submit their consent online for those new settings to be applied to all content that may be tagged in.

The consent module is only available to be purchased in Enterprise Plan Galleries.


References to “Members” includes references to the member’s Authorisers. Authorisers make decisions on behalf of the members (e.g. The child may be a Member in a school’s gallery and the parent may be the Authoriser for their child).

Media Access 

The Media Access settings under Media Usage enable the Gallery Owner (and a gallery member if the Consent module is activated) to manage who has access to content within a gallery. This is done by selecting one of the options listed below and applying it to the Access settings:

  • Owner means ONLY Gallery Administrators have access to the content. This strictest setting will not even allow a member authoriser (parent/legal guardian) to have access to the content;
  • Private means ONLY Gallery Administrators, approved gallery staff and all pre-approved users assigned to the tagged member (depending on their role) will have access to the content;
  • Community means ANY pixevety user that has been connected/invited to the Gallery (depending on their role) will have access to the content; and
  • Anyone means ANY person with a pixevety account will have access to this content (depending on their role).
Name Description Strict Mindful Open
Visibility Who can see images tagged with this member? Community Community Community
Location Tags Who can see and search images tagged with this member by location tags? Private Community Community
People Tags Who can see and search images tagged with this member by name tags? Community Community Community
Printing (private professional) Who can professionally print images tagged with this member? Private Private Community
Download Who can download images tagged with this member? Private Private Community
Acquiring Who can obtain a copy (acquire or purchase) of images tagged with this member? Private Private Community
Sharing Who can share images tagged with this member? Private Private Community

What does Community mean?

A Gallery Owner defines their own “community” definition to determine who they will invite to access, view and share, and what role they will be given. Access to content may also vary based on folder settings. Every folder can be made accessible to all users with access to the gallery by turning ON the Community Accessible setting under Folder Settings in Gallery Administration. If the Community Accessible setting is turned OFF the Administrator can still allow certain users access either by allocating specific members or roles to that folder.

Additional details

When establishing settings, the Gallery Owner is encouraged to provide more information on a setting by using the ‘Additional Details’ free text field (e.g. “community in this gallery is defined as existing staff and parents of current students”). This is especially important when the Consent module is activated and a user may wish to understand more clearly what the Gallery Owner intends to do with a setting.

IMPORTANT: Consent should be informed and is more effective when further information is provided under Additional Details.


Consent can be used to restrict access to content tagged with a member. A member or their legal guardian can restrict media they are tagged in by selecting the Private setting when submitting their consent. This setting will allow only users linked to member and selected staff to have access to the image.

NOTE: File restrictions will always apply the strictest setting between the gallery’s media usage and a member’s consent wishes. For example, if the gallery settings are stricter than the member’s consent settings, the gallery settings will be applied.

Download, Acquisition & Sharing

Your Access & Usage settings are retained when content is acquired or shared WITHIN pixevety. Remember, your Access/Usage settings are visible in Restrictions on the Content itself (either when filtering or in the single image view). This allows others to check what your wishes are and uphold their agreement to the pixevety pledge.

When Content is downloaded or shared with a non-pixevety user, these settings are no longer made visible (i.e. the content is not on pixevety), they will not have agreed to the pixevety pledge or platform content standards and you may lose control of your content. If this is something that concerns you, you can limit download and acquisition to a private setting by selecting the STRICT or using the CUSTOM privacy category.

Usage & Publishing

The Usage & Publishing settings enable the Gallery Owner (and a Gallery Member if consent is activated) to indicate “Yes” or “No” to usage and publishing of content within the Gallery. It outlines how the Gallery Owner intends to use, publish and/or share images in their gallery.

Tags refer to name and location tags that identify a person or a location. You can select ‘with tags’, ‘without tags’ or ‘no tags’ to help refine your selection further.

Name Description
Internal Publishing Images tagged with this member can be used in printed and digital publications owned and distributed by the Gallery Owner Yes (with Tags) Yes (with Tags) Yes (with Tags)
Community Publishing Images tagged with this member can be used in printed and digital publications shared with the Gallery Owner’s Community (as defined in Additional Details) No Yes (with Tags) Yes (with Tags)
External Publishing Images tagged with this member can be used in public printed and digital publications by the Gallery Owner No Yes (without Tags) Yes (with Tags)
Publishing on Social Media Images tagged with this member can be posted and shared on social media feeds owned by the Gallery Owner No Yes (without Tags) Yes (with Tags)
Marketing Images tagged with this member can be used by the Gallery Owner for promotional and marketing purposes (see Additional Details for licensing duration) No Yes (without Tags) Yes (with Tags)
Commercial Use Images tagged with this member can be used by the Gallery Owner for revenue and fundraising purposes (see Additional Details for licensing duration) No Yes (without Tags) Yes (with Tags)

Additional details

The above settings are targeted at Enterprise Plans (e.g. schools, sporting clubs) but can also be applied to personal galleries. For both organisations and individuals, it is recommended that additional details are entered and provided to clearly inform users about the content an organisation/individual intends to publish in their gallery and how they intend to use it (e.g. on social media).

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