Documentation data use
How the Activity Gallery uses Google Drive and stores documentation.
An administrator connects a Google account to read documentation, retrieve previews, upload, rename, move files to trash, and manage folder access through the dashboard. Gallery visitors are not asked to connect a Google account.
The website database stores activity details, file IDs and metadata, slideshow selections, and synchronization status. Original photos and videos remain in Google Drive. Image previews are processed on the server and may be held temporarily in server memory.
Google refresh tokens are encrypted at rest and used by the server. Private albums are not exposed through public pages or media endpoints. Selecting private or archived on the website does not change Google Drive sharing permissions.
Slideshow selection uses image dimensions, sharpness, exposure, and similarity. Photos are not sent to external AI services for this process.
Administrators can disconnect the integration from the dashboard or revoke access in their Google account connection settings. Deleting a website album does not delete Drive files. Operational audit records retain staff account IDs, album or file IDs, timestamps, and action outcomes.
Published documentation is visible to visitors and can link to Google Drive, Instagram, or related news. Staff determine which materials may be shared. To request corrections or removal of documentation and metadata, contact the website team through the contact page.