FAQs

Yes, anyone can register for a free personal account with pixevety to gain access to a Personal Gallery and connect with school, family or friend galleries. 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 the pixevety platform. pixevety deeply cares about your privacy and the protection of personal information. We understand that biometric information is a sensitive type of personal information that requires greater protection and care.
This policy explains how we collect, use, store and otherwise manage biometric information in accordance with relevant privacy laws, including those that relate directly to the handling of biometric information.

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 any time, and upload content. Safely capture photos “on the go” using your own personal device and bypass the device’s storage, or upload existing stored photos and videos from your device’s camera roll directly into a pixevety gallery. Simply select or add an album and add tags before upload 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 Personal Gallery to store up to 1GB of photos for free and enjoy!

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 to start browsing for photos of your child, or simply click on My VIPs to see all photos where your child has been tagged.

Register here to create your own Australian/Asia personal account (with free personal gallery), here for a free U.S. personal account, or here for a free Canadian personal account. Important: Make sure when connecting to a school, you register using the same email you 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!

What drives us every day to do what we do, build what we build, is child image privacy. We believe privacy is a human right not a privilege. Our children deserve the same level of privacy protection and respect as we had growing up in a non-digital world. Our Privacy-by-Design (PbD) platform solution is uniquely designed to be a privacy-based alternative to big tech solutions or businesses that are driven purely by commercial gain. When you use pixevety to store and manage your media, you do not become the product. pixevety supports schools, organisations and families in ensuring images (photos and videos) of children/members are kept private, safe, secure and protected. Contact us today if your school is serious about the privacy and security of its school media.

The pixevety Platform Terms of Service and Privacy Policies are available on the Platform and are important documents for you to read prior to registering with pixevety.

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

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.

Depending on your chosen location, all your images will either be stored in Australia, the United States or Canada. You maintain complete control over access and restrictions. pixevety prides itself on keeping data safe and secure, encrypted in private ISO-certified/SOC 2 servers and ensuring all your content and other personal data is stored local. For more information, check out our privacy policy.

pixevety is designed to cater to all photo sharing needs, to not give away your data to social media, and to share safely. Use the system to filter before sharing, allowing you to share photos (with metatags removed and in low resolution) if the Gallery owner and/or person(s) featured in the photo have given permission. By creating a Shared Collection with secure links, your photos/videos remain hosted in the pixevety platform, allowing you to cut shared links at any time, if required.

And remember, before sharing any images featuring children on social media, always think twice!

Yes, in both Enterprise and Personal Galleries, however, in an Enterprise Gallery pixevety is acting as a school’s contracted service provider and data processor, and follows the contractual instructions given to it by the school and by the Gallery settings set by the school. pixevety will only collect face biometric data if instructed by the school to do so. A school can choose to switch off Face Recognition technology (FRT) in its Gallery at any time and manually tag faces to continue to manage photo consent. A school Member can also request that their photo consent is managed without the use of automated FRT at any time by reaching out to the school. Such requests will result in that individual’s biometric data being permanently deleted from the Gallery and their photo consent will no longer be automatically applied in real-time. Please keep in mind that when making such a decision, automated FRT is a core component of pixevety’s Consent Management Module, 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. 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 FRT in an Enterprise Gallery’s Consent Module can present a significant risk to an organisation and its members.

For an Enterprise/School Gallery, please contact the school or organisation directly to request automated FRT be turned off for an individual Member. For a Personal Gallery, please contact our Customer Success team via Live Chat or by emailing customer@pixevety.com.

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

Within pixevety, your content is organised by Folder and Album. Folders (and Sub-Folders if required) give the Gallery its overall structure, while Albums (like physical photo albums) that are stored in Folders, house your photos and files. For example, you may have a Folder titled ‘Year 8 Events’ and within that Folder you create Albums for events taking place for Year 8 Students i.e., Year 8 Camp, Year 8 Award Ceremony, etc.

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 an image you would like to make as the new cover image (only select one (1) photo) to place it in the Working Tray at the bottom of the screen. Choose the ‘Set as Default Album Image’ icon available in the Working Tray for this action to be immediately activated. To check if the update has been successful, go back into 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 photo consent restrictions have been placed on that image.

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

1. It could be 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. It might be that 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 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 to ask them to locate and move your upload out of the Organise Me Album.

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 at either a Role or Member level (i.e., only users assigned a certain role will have access). 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 Collection that allows you to select up to 200 photos and files to share externally outside of the 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. An expiry link date can be set so you can control how long you share the 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! Our newest partnership is with EdSmart – 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 (and Sub-Folders if required) give the Gallery its overall structure, while Albums (like physical photo albums) that are stored in Folders, house your photos and files. For example, you may have a Folder titled ‘Year 8 Events’ and within that Folder you create Albums for events taking place for Year 8 Students i.e., Year 8 Camp, Year 8 Award Ceremony, etc.

If you are viewing photos in an Album, click on the Publishing Options drop-down menu to see the various publishing restrictions available. Clicking on each option allows you to filter on Album content based on Member photo consent settings. For example, if you select the External Publishing filter, this will display photos that can or cannot be published externally by the school, with or without name displaying.

If the school wishes to invite parents as part of the school community to view and enjoy the private school 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 in the Gallery and allow them to manage that Member’s photo consent settings. If you need help in setting up Pre-Approved Connections, please reach out to Customer Success via Live Chat or email customer@pixevety.com for further assistance.

If you would like to recognise a Member’s face in a photo but automated Face Recognition is not activated in the Gallery or the face has not been recognised, your Role may enable you to manually tag their face by clicking on Identify New Face, manually drawing a box around that face, and linking it to an existing Member (i.e., student), or create a new Member or Person record (not associated to the school i.e., visitor). Alternatively, if your role does not allow you to manually tag, you can select the photo to Flag it in the Working Tray (providing a reason for flagging and action required) for a Gallery Administrator to add the name tag on your behalf.

Select the Album to add it to the 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.

It is likely that when you uploaded the photos or videos, an Album location was not selected. Although it is encouraged to select or create an Album before uploading photos or videos, sometimes people forget, or your role does not allow it you to create new Albums. If this happens, your upload is not lost. Instead, your files will be stored in a default upload location in the 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.

pixevety is the only media management provider that is an APP-registered company. pixevety is also dedicated and committed to meeting the standards required of the GDPR with plans to enter the UK in the coming months.

The Australian Privacy Principles (commonly referred to as 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 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.

If a Member (i.e., student) has chosen photo consent settings in the Gallery requesting the school not to use or publish their photos in anyway, a ‘Do Not Publish’ (DNP) flag 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 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 was seeking a more protected and secure way to manage its school media and to safely share this media with its school community. pixevety is a Privacy-by-Design platform that allows your school to easily and securely share school media whilst ensuring it meets the consent wishes of its Members.

This depends on the role you have been assigned, what Folder you have uploaded into, and the consent permissions placed on each image. Users assigned a Gallery Administrator or Manager role can view and manage all content in a 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 you want to make your content more accessible to users connected to the Gallery.

Yes. You can continue submit your photo consent settings via a physical form. When you receive an email from us requesting you to submit your school media consent for your Member (i.e., student) you are also supplied with a link to a manual form which you can fill-in and email back to the school for a Gallery Administrator to record in the system. Note: There will be a delay between sending back the form and the settings being applied in the Gallery, versus online form submission.

Yes. Anyone can register for a FREE Starter Plan on pixevety and enjoy 1GB of personal storage. Please note: School Galleries are invitation-only.

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.

A pixevety School Gallery may allow you to save a copy of photos or videos from that Gallery into your own pixevety Personal Gallery, or you may be able to download photos/videos directly onto your desktop. We call these actions ‘Save To Device’ and ‘Save To Gallery’. To do these actions, simply select the files to add them to the Working Tray and then select the appropriate action made available to you in the Working Tray.

If an error occurs it may indicate photo consent restrictions apply to a person tagged in one or more of the files selected, and those images are not allowed to be saved or downloaded. Also, you will not be able to undertake these actions if the Gallery has not given you the role.

Once a school invites you to connect to their School Gallery via email, you may be requested to provide consent on how the School can use your student’s photos externally. A pop-up window in the platform will share the school’s existing media usage settings in the Gallery and you can either Agree to those settings or Change those settings. To change settings, you may need to register for a personal account in pixevety. Any changes made will be activated in the school Gallery in real-time.

If you agree, and later change your mind, consent can be updated in the Member Consent area under My Account. For parents with more than one child, consent can be updated individually, or you can submit the same setting for all children. Any questions don’t forget to use Live Chat available on the platform or reach out to us via the Contact Us form.

If you see a photo of your child and notice they have not been name tagged or incorrectly tagged in a photo, you can alert the Gallery Administrator by selecting that photo(s) so it sits in the Working Tray and click the yellow Flag icon, providing a reason for the flag. The photo(s) is then immediately hidden from Gallery for a School Administrator to review. Depending on the reason, the Administrator will either action the change and republish the file in the Gallery, or permanently remove it from the Gallery.

For consent to be valid it must be voluntary, informed, current and specific. 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) photo consent up to date. Best practice is to collect consent annually. pixevety is a Privacy-by-Design school photo 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.

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) are tagged in.

pixevety is acting as your school’s contracted service provider for media management and as such, is contractually obliged to act as an extension of your school. pixevety processes Member personal information in accordance with a school’s privacy policy and requirements – including the relevant privacy law and policies – to facilitate the management of school photos. Invited parents may be asked to register a personal account with pixevety to ensure they can self-manage their child(ren)’s photo consent via My Account. pixevety will only use parent emails in a secure, confidential manner to activate a connection with a student record in the school Gallery, to create a pixevety account, or to verify secure access to the school Gallery and send system notifications.

Yes. If the school has migrated their historical collection to the school Gallery, photos taken prior to the school’s move to pixevety will be made available on the new 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 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.

Automated Face Recognition Technology (FRT) is used internally by a school on pixevety, a private media management platform, to primarily apply member photo consent. If a Gallery chooses to turn on FRT in pixevety, a photo will undertake a 2-step automated process of 1) face detection and 2) face recognition (FRT). Face detection is an automated process that seeks to detect when a human face (object) is displayed, but it does not seek to identify an individual nor provide other personal information about the individual. Face detection without any other forms 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 FRT is turned on in a Gallery, biometric data will automatically be collected to compile a biometric template of an individual. In pixevety, locked-down FRT is used in order to match a face of a named individual to all the other faces of them in a particular Gallery for the purpose of applying photo consent. For example, if a photo ID is uploaded into a Gallery, pixevety can be asked to run FRT to find other images containing that face held in the Gallery. A person is identified when an image featuring their face is “tagged” with their name.

pixevety does not run FRT between Galleries, therefore a face identified in one Gallery (e.g., a school’s Gallery) will not be automatically recognised in another Gallery (e.g., a private person’s Gallery). As part of its contracted service to a school, pixevety applies automated face recognition technology to a single face photo of a student held by the school (such as a student ID photo) to identify the student where they have been captured in other images within the school gallery. We do this for the purpose of 1) applying the student’s privacy wishes for how the school can use and publish the student’s images; and 2) allowing the school to search and find the student’s images (and other gallery members, where parents have provided consent). 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 for school media management. This technology is necessary for the automatic application of student photo consent to photos stored in the school gallery. All school student data and biometric information is stored locally with many layers of security separating them. Each pixevety face recognition library is developed solely for each school and only made available to that school. pixevety uses an encrypted algorithm for automated face recognition 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 automated FRT in a Gallery, pixevety can apply specific photo consent to each image based on who has been name tagged (e.g., photos tagged with Johnny Smith will be marked as “Not for Marketing use”). We use a safe, ethical, privacy-enhancing application of this technology and it is important to note that the facial recognition function is essential for a 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.

The privacy of images, and the individuals tagged in those images is of paramount importance to pixevety. As a Biometrics Institute Member, FRT is used ethically, underpinned by privacy-by-design engineering. 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, and we securely store biometric templates separate to faces. 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 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.

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.

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 individual Members (e.g., students, staff) in relation to the way an Organisation accesses and uses their photos. When turned on in a Gallery, the Consent Management Module delivers an organisation a streamlined automated photo consent process and allows photo consent to be self-managed by Members or their parents by setting specific photo consent in the Gallery at any time.