Copyright and Privacy - Web Team - University of Canterbury - New Zealand

Copyright and Privacy

It is the department's responsibility to meet all legal requirements for web content. You must comply with relevant laws eg, the Copyright Act 1994 and Privacy Act 1993. This includes a range of content - images, student photos and information, music, other media and written content.

Guidelines for using images and other media

All images, music etc on the web must comply with the Copyright Act.

  • You must have permission before using an image someone else has taken/made. This means you CANNOT scan, download from the web or otherwise obtain images you like but don't have permission to use
  • The Privacy Act covers the use of personal data. While it doesn't explicitly mention photos, they are considered to be personal information (in that they reveal features and details about people). Treat images showing recognisable people as personal information and let this guide your decisions
  • Where images from a public event are used for news ie you are documenting a public event for the clear purpose of news, no consent is required from people identifiable in the photo
  • Images used for any purpose other than news are not excluded from the Privacy Act's coverage. This means that when using images in any way to promote or represent your department, consent is required from any person recognisable in an image (keep the consent forms)
  • Use common sense. If you are taking photos at a public event, it is best to be clear with people about the purpose of the images. It is recommended that the photographer wears clothing/signage to identify themselves as an official photographer. Put up signage at events so that people are aware that photographs are being taken, and if necessary be clear that they may be used in publications.
    Contact Information and Records (IRM) for guidance

Teaching and Copyright (IRM website)

Access links and information for lecturers and teachers working at UC. Covers lectures, hardcopy text, databases, music, staff original work etc.

Creative Commons (IRM website)

Creative Commons allows you to share, remix and reuse legally.

Photo and Video consent forms (CER intranet - staff only)

Official UC consent forms. Where people are recognisable you must have the appropriate permission for use. If you need something different or unsure about your needs contact IRM.

Sources for images

  • Photographic Services provides the UC community with in-house images for use on the web and in print - email Photographic Services - for advice.
  • Staff photos for 'People' pages are best taken by Photographic Services
  • Images can be supplied to you by your department (make sure they meet all legal requirements)
  • Images can be downloaded from the web (check you can legally use them)
  • Images/photos can be scanned (check you can legally use them)
  • Buy images online but you need to know what you can use it for (print or web), how many times it can be used, over what time frame, are you allowed to store the image etc
  • You must have the permission of students before photographing their work to put on your website


Information about students on the web needs to have the following:

  • Permission from the students for their information to be used on the web, including photos of them, details of study, phone number, location etc.
  • A timeframe for how long the information will remain on your website. At the end of this period it needs to be removed from both your local and remote website files

Email permission is sufficient for consent (but you need to keep the email or a printed version). Contact IRM for advice.

Privacy and Official Information (IRM website)

Detailed information about the Privacy Act.

Privacy Policy (PDF, 317KB) (UC Policy Library)