Safe image use guide for UK Businesses

Avoid costly copyright headaches and keep your business from becoming out of pocket

In the wedding industry, visuals are everything. Instagram, TikTok, Facebook and your websites are your shop windows into your business and who you are. However, grabbing that perfect image you need without permission? That could lead to legal trouble, financial claims and damage to your reputation. Here’s our practical guide to using images safely.

1) Understand copyright basics

• Automatic protection: In the UK,copyright exists automatically when an image is created, therefore there is no need for registration.
• Who owns it: Usually, the photographer or creator owns the image, unless they’ve transferred the rights in writing.
• Duration: Protection lasts for 70 years after the creator’s death.
• What this means: Just because an image is publicly posted on Google or Instagram doesn’t mean it’s free to use.

2) Don't assume 'fair use' applies

• UK law doesn’t have ‘fair use’ like the US. Limited exceptions (“fair dealing”) apply only for purposes like criticism, news reporting or private research.
• Commercial use – like advertising your services, is unlikely to qualify under fair dealing.

3) Where to get safe images

• Create your own: snap your own photos or design your own graphics.
• Hire a professional: Commission a photographer or designer and secure a written licence or transfer of rights.
• Stock libraries: Trusted sources like Shutterstock, Adobe Stock, iStock, Pexels, or Unsplash (always read the licence terms before downloading an image).
• Public domain or Creative Commons: Check licence type (e.g. CC BY requires attribution while CC0 has no restrictions).
• AI Images warning: Be very careful with using AI generated images - the legal standing of copyright for AI generated work is a complex and evolving issue.

4) Secure written permission

• Always obtain explicit, written permission from the copyright holder.
• Keep a record (e.g. emails or signed licenses so you can prove you acted responsibly if questioned).

5) Beware of social media content

• Memes, screenshots and influencer photos are not automatically free to use.
• Even sharing or reposting on your business page can trigger claims if done outside of the platform’s built in sharing tools.
• Tagging or crediting the creator doesn’t replace expressed permission.

6) Reverse Image Search Checks

• Tools like Google Images or TinEye can help check if an image belongs to someone else.
• Competitors, photographers and rights-holders are using these tools to track down unauthorised use.

7) If you receive a claim

• Don't ignore it - respond promptly and politely.
• Check your licences, permissions and insurance documents.
• If your Wedding Insurance Group policy includes Professional Indemnity cover, contact us to make a claim.
• Alternatively, seek independent legal advice.

Best practices checklist

• Only use images you created, commission or licensed.
• Keep a folder of permissions and licences.
• Audit your website and social media pages for any published images without permission.
• Use watermarks or credit creators where required.
• Train staff managing your social media or website.

Real claim scenarios

Over the past 3 months (July-September 2025) we have received multiple claims from our clients who have used well known memes or images on their website or social media pages without the owner's permission. They then received real solicitor letters demanding money for using their client's image without permission. Whilst this can be a scary experience opening letters demanding payment for copyright infringement you weren't even aware of, luckily for our clients, the support from the claims team behind their professional indemnity policy and personal resilience has prevented them from suffering a financial loss for these claims.

Respecting image rights isn’t just about avoiding legal trouble – it shows professionalism and respect for your fellow wedding suppliers. By using images responsibly, you protect your reputation and build trust with clients. If an honest mistake ever slips through or if things go wrong, Wedding Insurance Group’s Professional Indemnity cover which includes ‘Breach of copyright’ would be there to provide a legal defence case and pay any financial costs (subject to policy terms & conditions).