School documents · Pack 2026-08-29

Images and pupil work

How photos, certificates, Journey making-proof, and corridor signage are stored and who can see them.

Who it is for: DPOs, SENCOs, office staff taking photo consent
How to access it: Public processing note. The school still needs its own image consent (or other lawful basis) before putting pupil photos in the product.

This pack describes how Five Wells Education designs and operates the platform so schools can complete their own due diligence. It is not legal advice. The school remains the data controller for pupil and staff data it places in the product. A solicitor or DPO should review processing before go-live.

What can be an image or piece of work

Photo Memories: staff-uploaded photos in a school-scoped storage path.
Journey making-proof: a pupil may upload a photo of what they made, or choose “I’ll show my teacher” with no photo.
Certificates: generated files for awards the school issues.
Public leaderboard or classroom shout-out: names or initials on a signage URL the school controls — not a photo gallery.

Who can see Journey photos

The pupil (My creations on Me), authorised school staff (approval queue), and not other schools.
Staff preview (“View as student”) can show that pupil’s creations; it does not complete the Make-photo step for the child.
Photos sit in a private bucket with school- and pupil-scoped paths. They are not used for advertising.

School responsibilities

Collect image consent (or rely on public task and tell parents in the school notice) before staff upload Photo Memories or pupils are asked to photograph themselves or others.
Prefer photos of work, not faces, unless your consent covers portraits.
Treat a leaked signage token like a password; rotate it if a display URL is shared too widely.
Use initials-only leaderboard mode if full names on a corridor screen are not appropriate.

Withdrawal

If a parent withdraws image consent, staff should delete the relevant Photo Memory or Journey photo using in-product tools (or ask Five Wells only if a file cannot be removed in the app). Credits and “showed in class” records can remain without a picture.

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