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When you order a video recording, photography, or an audio (for example a podcast), it is important that you make sure to agree on the copyright in advance.

Please note, that these short instructions are for guidance only, so they must not be relied on as such. The attached forms have been compiled and checked by Maria Rehbinder, Copyright Attorney at Aalto University. In unclear cases, please contact the university copyright services.

The customer (university) must obtain the copyright to the final material from both 1) the persons appearing in the photographs/video/audio as well as 2) the photographer/company so that in case of a possible dispute the right of use to the material can be proved. An verbal agreement is also applicable, but difficult to both remember and prove afterwards if it has not been recorded.

1. The customer (university) must obtain permission from the models (persons in main roles in the photographs or videos or audio) to use their work. Sometimes the company responsible for the video/photography/audio recording obtains the permissions from the models, in which case the customer only needs to obtain the right of use from the production company. Often, for example when recording lectures, the responsibility to obtain the permission in practice remains with the customer (university).
2. In addition to persons appearing in the video/photograph/audio recording, the customer (university) needs the permission from the photographer/videographer/maker or the company they represent for the use and distribution of the work, i.e. the material they have produced. Regarding foreign visiting lecturers, a separate permission may be needed from their home universities for the distribution of videos in the so called third party media (e.g. Youtube, Facebook).

Additionally, consent from the guardian is always required if a person photographed/recorded is under 18 years old.

News photographs (e.g. aalto.fi news) are governed by rules slightly different from those governing promotional photos (e.g. brochures, advertisements, posters, campaigns). As a rule, video/photographic recording in a public area or in a public event is allowed. Even then no individual private person may be put in the main role in a video/photograph without his/her permission or removed from the context in which the recording took place.

Find out more about photography guidelines at brand.aalto.fi

Forms

Below, useful forms on this matter. Kindly, always download a new copy of the respective form(s) from this page for each project, as the documents are kept up-to-date here.

The Aalto contact person per each project send the filled in and signed form to the archives at arkisto@aalto.fi .

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