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DPChallenge Forums >> Photography Discussion >> Need to write 'Photo Use Policy' for work
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AuthorThread
 11/17/2005 04:53:32 PM · #1
Hey all,

I have been asked by my boss to write up a copyright and usage policy for our database of photos. I really don't know where to even start with this. Anyone out there had experience with this and could give me some direction?

Thanks!
Brian
 11/17/2005 04:59:13 PM · #2
From the State of maine's website:

Photo Use Policy

Photos displayed on the Maine.gov website are copyrighted by the photographer.

Permission to use the photographs is granted for the following limited uses:

1. Photos may be printed from a web browser for personal, non-commercial uses.
2. Photos may be downloaded/copied electronically from a web browser for personal, non-commercial uses, with the following limitations:

o Photos may not be altered in any way, including resizing or cropping.
o Photo credits must be provided.
o Credit should be given as follows: "Photograph by [photographer's name]. Used by permission from www.maine.gov."

Photos may not be sold or used in any way for profit or commercial purposes, including use in commercial or professional websites or printed materials. Photos may not be used to suggest endorsement by the State of Maine for a product or service.

Requests for alternate formats or additional uses/rights should be sent to the photographer using the email link provided next to each photo on the Winners Page. InforME reserves the right to deny such requests at its discretion. Some requests may be subject to a fee for graphic design services.

I have no idea what your business is, so it's impossible to be more specific to you. I goofled "photo use policy" and got a LOT of hits; that was just the first one on the list.

Robt.
 11/17/2005 05:52:57 PM · #3
Yeah... I guess I was a little vague...

Ok - I work at a non-profit Christian camp and we have taken thousands of photographs over the past years. We have been getting more and more requests for copies of them (say of a family while they were here, or a sunset, etc) and weren't sure how to handle it. Photos of families aren't to big of a concern (unless I'm too naive) - but landscapes or images of around Camp or the area that we have taken and own. We don't want people making money on them but don't see the harm if they are for personal use. That Maine site gives me some direction, but more ideas and examples would be great too!

Another question to go along with this is that I am the photographer and have taken a number of shots with my personal equipment while on company time. I never signed anything that stated my work belonged to the Camp and I am now branching out into my own business and would like to use some of those photos for advertising. Anyone had experience handling that type of situation?

Thanks again for the help!
Brian
 11/17/2005 06:13:16 PM · #4
With documents like this, approaching it as a massive daunting piece will cause endless headaches. I'm a technical writing student and this is the method we'd usually follow.

Make a concise list of:
What can the camp do with photos you take?
What constitutes 'on duty' and 'off duty' for you as their photographer?
What are your rights to use photos taken while 'on duty'?
What permission (written, vocal, etc.) and information is required for someone to use a photo owned by the camp?
What can others do with the photo which the camp has given them permission to use (will this be dealt with on a case-to-case basis)?
I'd also suggest considering the use of photographic release forms for campers if you might be using or releasing photos including groups.

A key element, in my opinion, would be that any photo that has been given permission for use by another party should nonetheless remain the property of the camp. This ensures that you can use it later for website/brochure creation. The only situation where I would think otherwise would be for the family photos where (unless it's a real gem) it is probably ok to release it to the family fully so that they can do what they want with it.

When you have that, start fleshing out the language around it. If you wanted to post that list, people on here could help with double checking for missing elements and possible language loopholes.

Message edited by author 2005-11-17 18:16:33.
 01/27/2006 10:56:54 AM · #5
Ok, it's been a while but I have gotten the first draft done and approved by my boss with minor changes - it is listed below. One quick question though. The nature of my photos involve people - usually lots of people. We have authorization from each person for using their photos in our advertising work (there is a statement on the registration form they fill out when they come). Now, what happens when a magazine wants a copy of one of our 'happy families' for general printing in their magazine? Do they have to get permission from that family to print it or does the permission that we received, combined with the fact that we own the copyright on the photo, allow them to print it without gaining that permission from the family? (make sense?)

Ok, here's the policy (link) - comments welcome!!

Photo Usage Policy (I know there are some formatting issues with it)

Thanks for the help!

Message edited by author 2006-01-27 10:59:01.
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