A password can restrict who opens a Client Gallery, but it does not necessarily conceal the gallery’s existence. The gallery title, URL or other identifying information may still be visible outside the protected area or become discoverable through a search engine, a shared link or a link preview.
This distinction is especially important when simply revealing that someone was photographed at a particular school, university, workplace, event or location could put them at risk.
Use a privacy-safe gallery title
Before uploading or sharing photographs, choose a gallery title that does not reveal more than the viewer needs to know.
- Avoid combining a person’s full name with a school, university, employer, organisation, programme, medical service, legal matter or sensitive event.
- For a sensitive gallery, use a neutral reference, event code or non-identifying title.
- Check the gallery URL as well as the visible title. A safe title can still be undermined by an identifying URL.
Important: A password protects access to the photographs. It should not be treated as a way to anonymise the gallery title or hide the fact that the gallery exists.
Review the gallery before sharing it
Open the gallery while signed out of Workspace, preferably in a private or incognito browser window. Check what someone can see before entering the password or other access details.
Review:
- the page title shown in the browser;
- the gallery name and any cover text;
- the full gallery URL;
- the information shown on the login or access page;
- the preview created when the link is pasted into a message or social platform; and
- whether the title reveals a relationship, location or event that should remain private.
Only upload and share photographs when you have the appropriate permission to do so. Take extra care with children, vulnerable people and anyone whose safety could be affected by identifying information.
If you discover sensitive information
Rename the gallery and remove identifying wording from its URL or access page as soon as possible. If the gallery should no longer be available, take it offline rather than relying on its password alone.
A previous title or link may remain temporarily in search results, browser history, messages or cached previews after you change it. Do not assume that renaming or removing the gallery will erase every earlier reference immediately.
If the information creates an urgent safety or privacy concern, contact Workspace Support promptly and explain what has been exposed. You may also need to request removal of an outdated search result directly from the relevant search provider.
A useful rule
Treat the gallery title and URL as potentially public information. Put the private information behind the access controls, and keep identifying details out of the title wherever disclosure could cause harm.
