Receiving an unexpected email accusing you of copyright infringement can be alarming. Many website owners, marketers, and small businesses have experienced this situation, we’ve seen variations on the email referenced below at least 3-4 times per year since we got started.
Its important to say at the top that if you have a website, you’ll probably get one of these at some point, just like you will get a piece of mail from the latest version of “domain registry of america”. These messages primarily prey upon business owners misunderstanding of their domain assets.
Our latest interaction with these types of notifications came in the form of a message from CopyTrack, in this case asking for information about a photo used on a webpage we developed in 2023.
The good news is that receiving one of these emails does not necessarily mean you violated copyright law, and in many cases the issue can be resolved quickly with the proper documentation.
In this guide, we’ll walk through why you might receive a CopyTrack notice, how to determine if it’s legitimate, and the steps you can take to resolve the issue.
Why Are You Getting an Email from Them?
Companies like CopyTrack monitor the internet for unauthorized image usage. They use automated image recognition technology to locate where photos appear online.
If their system identifies an image associated with one of their clients on your website, they may send a notice requesting:
- Proof of license or purchase
- Removal of the image
- Or compensation if the image was used without permission
This process helps photographers protect their work and ensures that copyrighted images are used according to their licensing agreements.
Is This Spam or Legitimate?
Many people initially assume these emails are spam. While scams do exist, CopyTrack is a legitimate copyright enforcement company that works with photographers and image owners. However, that doesn’t mean the claim is always accurate.
Sometimes businesses receive these notices because:
- The image was purchased through a stock website
- A web developer previously licensed the image
- The image was included in a website theme or template
- Licensing documentation wasn’t immediately available
Before responding, verify the claim and gather your records.
How to Respond to Their Claim of Copyright Infringement
If you receive a notice from CopyTrack, the best approach is to respond calmly, review the claim carefully, and gather the necessary documentation. These types of claims are often resolved simply by demonstrating that you have the proper license for the image being used.
Start by reading the message closely and identifying the image referenced in the claim. The notice typically includes a link to the image or a screenshot showing where it appears on your website. Once you have confirmed which image they are referring to, you can begin gathering information about where it came from.
Steps to take:
- Locate the image in question
Check your website pages, blog posts, or media library to confirm where the image appears. Make note of the page URL and verify that the image matches the one referenced in the notice. Sometimes the image may have been added years earlier by a previous developer, marketer, or content manager. - Search for proof of purchase or licensing
Look through your records for proof that the image was licensed or purchased. This might include invoices, download confirmations, email receipts, or documentation from the stock photography provider. If your business works with a marketing agency or web development team, they may also have access to these records. - Contact the stock image provider if necessary
If you cannot immediately locate your license, contact the stock image platform where the image may have been purchased. Most platforms keep a record of your purchase history and can provide licensing confirmation or documentation if needed. - Provide documentation to CopyTrack
Once you have gathered the appropriate documentation, reply to the claim and include the relevant proof showing the image was properly licensed. This may include receipts, license IDs, or screenshots of your purchase history.
In many cases, including this one, once the correct documentation is submitted, the claim is reviewed and closed. Most legitimate situations are resolved quickly when proof of licensing is available.
How 3PRIME Helped Resolve a CopyTrack Claim
At 3PRIME Web Solutions, we recently helped a client who received a copyright infringement notice from CopyTrack. The client was understandably concerned, as the message indicated that one of the images on their website may have been used without proper licensing.
After reviewing the situation, we:
- Identified the image referenced in the notice
- Confirmed that the image had originally been purchased through a stock photography website
- Contacted the stock site to obtain the official proof of purchase and licensing documentation
Once we received the documentation, we provided it to the client so they could submit it directly to CopyTrack.
Shortly afterward, CopyTrack reviewed the documentation and closed the case, confirming that the image had been properly licensed.
The client was relieved, and the situation was resolved without any penalties or further action.
Moving Forward: Protecting Your Website
To avoid future copyright issues, follow a few best practices:
- Only use licensed images
- Keep records of image purchases
- Maintain a shared folder of licensing receipts
- Ensure your website developers and marketers follow proper licensing guidelines
Proper image licensing protects both website owners and the photographers who create the work.