These Terms and Conditions, “the terms”, will apply when Explore York “we/us”, contracts with a person or entity, “you”, to allow registered access to www.images.exploreyork.org.uk and the Digital Assets therein.
These terms exclude any terms and conditions of purchase you may have and comprise the entire terms of any agreement between you and us for accessing www.images.exploreyork.org.uk and its contents.
They will only be varied if we agree in writing.

"Digital Asset" means any digital file stored within this digital archive and supplied to you for usage as specified by us.

1. The following terms apply to all users of this site and those handling any digital material obtained from this site which is www.images.exploreyork.org.uk.
   
2. By registering and using a login and password to access digital assets on this site, you are entering into a binding agreement between you and us. If you are a freelance researcher working on behalf of a publisher, this agreement applies to you and to your principal.
3. If you do not wish to be bound by this agreement, please e-mail us within 24 hours, stating that this is the case. Should this be the case, your username and password will be deleted and you will not be granted access to the database. However, downloading of any material whatsoever using the username and password will be deemed as acceptance of these terms and conditions.
   All digital assets and information provided on this web site are the property and/or copyright of Explore York or its suppliers. The moral rights of Explore York and all authors of the works represented on this site have been asserted.
4. Users who have had their account upgraded to allow the download of unwatermarked layout and/or high-resolution images may use copies of the images on this site for the purposes covered in these terms, subject to the terms and conditions set out therein.
   Users wishing to have their account upgraded to allow them to download high resolution images must provide accurate information during the Registration process. Your registration is personal to you, and you are responsible for protecting the confidentiality of your Login and Password details. You may not allow others to use your login and password to access this site without written permission from Explore York and you agree to take all reasonable steps to prevent unauthorised persons from obtaining your login/password details. You will be held responsible for any charges arising from downloads of material from this site by third parties using your login details, with or without your permission.
5. You must adhere to any stipulations or restrictions that may be attached to downloaded digital assets (in the IPTC information fields, readable using Adobe Photoshop's "File Info" and other types of software). These may include such warnings as "Editorial Use Only". In such a case, the use of the image for a non-Editorial purpose (e.g. merchandising, posters, etc.) is not permitted, and by accepting our terms you undertake to indemnify Explore York against any legal action or other costs which may result from such an unauthorized use.
6. You may download/save low-resolution "watermarked" images from this site for evaluation and comp/layout purposes only. You may NOT use watermarked images in any final products for distribution in printed or electronic form either inside or outside your company, i.e. you may NOT use watermarked images for making a presentation to a client without prior written permission from us. You may not modify or remove any visible or invisible electronic watermark. You may not redistribute or sublicense any image supplied by us or downloaded from this site.
7. Other web sites which you may access via links on this site are not in any way controlled or endorsed by Explore York and we are not responsible for the content of those sites.
8. The reproduction by whatever means of the whole or any part of any digital asset (including, without limitation, slide projection, artist's reference, artist's illustration, layout or presentation of Images) is strictly forbidden without our specific written permission. You must inform us of your proposals as to how and when you intend to use an Image. We will then consider whether we would wish to grant a licence and, if so, on what terms.
9. No reproduction rights are granted by virtue of the download of digital assets unless expressly agreed in advance. Your right to reproduce an Image arises only if (a) licence terms are agreed and (b) our invoice relating to the grant of such right is fully paid. Any reproduction before payment of the invoice or outside the terms of any licence constitutes an infringement of copyright and also a breach of this Agreement entitling us to rescind the agreement and claim damages. You must indemnify us in respect of any claims, damages, costs or expenses we incur arising from any reproduction of any digital assets supplied to you.
10. You must satisfy yourself that all necessary rights, model releases or consents which may be required for reproduction are obtained and that the use of any digital asset is not obscene, indecent, libellous or unlawful. We make no claim or warranty with regard to your use of content, names, text, people, trademarks or copyright material depicted in any digital asset and you will indemnify us in respect of any claims, damages, costs or expenses we incur arising from the use of any digital asset supplied to you.
11. Unless otherwise agreed in writing Reproduction Rights (if granted) are: subject to these terms and conditions and any terms and conditions set out in the licence non-exclusive reproduction rights for single use only in the United Kingdom. A single use means a reproduction in one size for one edition of a single publication, published in one language only strictly limited to the use, period of time and territory stated in the licence personal to you and not assignable by you to any third party.
12. If we agree that you may licence the use of any Image to any third party, you shall enter into an agreement with such third party to ensure that they are bound by licence terms restricting printing, copying, networking, multiple access or other use of the digital assets to personal use only, forbidding the assignment, resale, rental and lending of the digital asset and ensuring that credit is given to us and the author.
13. You must credit Explore York every time a digital asset is used.
14. Digital assets shall not be altered or manipulated, added to, or have any part deleted without our prior written consent.
15. You must provide us on publication with at least one complimentary copy of any publication or a link to online publications in which the reproduction of the digital asset appears.
16. You acknowledge that digital assets Images are our valuable property.
17. You may not copy, store or transmit digital assets without our permission except so far as is incidentally and wholly necessary to the process of producing items licensed by us. If permission is granted the following conditions apply:
    1. Each copy of a digital asset created by you shall be recorded and labelled with the digital asset reference used by us and our copyright credit information as an integral part of the digital asset file, and held on an electronic database under your sole possession and control.
    2. You agree to destroy all copies of the digital asset as well as the original including any pre-press or pre-production copies and any copies or records of the digital asset held on a database within 90 days of the date of receipt of the digital asset or completion of the maximum production run, or expiry of the licence term, whichever is later.
18. While we take reasonable care in the performance of this agreement, we shall not be liable for any loss or damage suffered by you or by any third party arising from use or reproduction of any digital asset or its caption. Damages for any other breach shall be limited to the licence fee paid by you.
19. Any publication right (as defined in the Copyright and Related Rights Regulations 1996) arising from your use of any digital asset shall vest in us and you hereby assign all such rights arising to us.
20. Our failure to exercise or enforce any of our rights will not be deemed to be a waiver of such rights nor bar their exercise or enforcement in future.
21. Should any disagreement arise between us, we shall, if we both agree, first try to settle it by a mediation procedure recommended by the BPLC.
22. These Terms and Conditions shall be governed by the laws of England and Wales and the parties agree to submit the jurisdiction of the English courts, such jurisdiction to be exclusive.

Jump to section:

• Registration
• Login and password reset
• Account Details
• Recently Added
• Search Page
• Category Tree
• View Assets
• Asset Details
• Lightbox
• Download
• Order History
• Size Guide

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Registration

First time users need to register to use the site. Click the ‘Register’ button at the top right of the navigation bar and complete the fields displayed. Mandatory fields are indicated by a coloured border around the field.
An email will be sent to new registrants to which they need to respond in order to confirm the registration. Please check your spam folder if this does not arrive promptly.

Login and password reset

To log on click on the 'Log on' button in the top right of the site.
If you haven't already registered or verified your account, you will need to do this before being able to access the site. If you have forgotten your password, you can request a password reset via the 'Log On' pop-up.

Account Details

Users can Logon then go to the ‘Hi Name’ link and select ‘Edit Account Details’ to change any of their information. Mandatory fields are indicated by a coloured border around the field.

Recently Added

The ‘Recently Added’ Button (top navigation strip) displays the last 200 assets that were added to the library's collection.

Search Page

The library can be searched in a variety of ways;

Keyword Search
To find assets by keyword, type keywords into the search bar at the top right of the screen and click ‘Search’. The assets catalogued with that keyword will be displayed below.

Keyword Phrases
Use the words and, or, not in-between keywords as required. Keywords that are separated by spaces will have the same effect as using ‘and'.
Examples:
Cat AND mouse will find assets which contain both cat and mouse
Cat mouse will find assets which contain both cat and mouse
Cat OR mouse will find assets which contain either cat or mouse or both
Cat NOT mouse will find assets which contain cat but not mouse i.e. it will exclude cat assets containing mouse
Click 'Search' to begin your search.

Advanced Search
Click on the ‘View’ Button below the keyword search bar and click ‘Advanced Search’ to display the Advanced Search (click it again to hide it).
Here you can combine various search criteria such as orientation, Date Created, Copyright etc. To refine an search, enter a keyword in the keyword search field and click ‘Search’ then tick Search within results, and enter another keyword and click ‘Search’ again.

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Category Tree

To the left of the screen is the side bar, this has three tabs – Categories / Lightbox / Basket. With the Categories tab active you will see an expanding category tree displayed.
Click a ‘+’ to expand the sub-nodes in a category.
Click the text part of the category tree and the associated node will be selected.
To refine your search, you can select multiple nodes in the category tree, the results displayed will be those containing ALL the selected words.
Re-click a word to deselect that node, or click the ‘Clear All’ Button to deselect all nodes.

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Viewing Assets

Search results are displayed dynamically to fill the window. Using the ‘View’ Button you can tailor this display to your preference;

• Tick Rollover Preview to see an enlarged preview of the asset as you roll the mouse over each asset (un-tick to hide this feature)
• Tick Sidebar to display the Sidebar to the left of the screen (un-tick it to hide the sidebar)
• 1x will display smaller thumbnails, 2x will display the standard thumbnail, 3x will display the largest thumbnail size.
• The number of assets per page can also be selected.

The current page number is shown at the top and bottom of the page, within navigation buttons to move to the ‘First’ or ‘Last ‘as well as ‘Previous’ or ‘Next’ pages. There is also an option to select which results page to go directly to.
Below each asset a unique reference number is displayed along with the file type e.g. JPG and the following icons:

• - Allows the user to add the asset to a Lightbox
• - Allows the user to add the asset to the shopping basket

When an asset is added to a Lightbox or basket the colour of the button will change to blue and the asset will appear in the sidebar to the left of the screen under the relevant tab.
If the user has appropriate access levels a ‘Download icon’ will also be visible below each asset, please see download section.
Users can select which Lightbox is active using the pull down menu in the sidebar. Assets may be deleted from a Lightbox or basket from within the sidebar by clicking on the icons below each asset marked with an X;

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Asset Details and Preview

Click on the thumbnail to go to the Preview Page. Here larger assets can can be previewed along with additional information. In the case of video and audio files a video/audio player is available to review the asset, click on the arrow to start playing the video/audio.

The additional information displayed would be as follows:

Metadata e.g:

• Caption
• Credit Line
• Additional Info
• Date Created
• Model Release

Properties e.g:

• Pixel Dimensions
• Reproduction size

Location:
If an asset has been tagged with location details a map will be displayed on the preview page (assets catalogued without location details will not display a map).

The information displayed will differ depending on file type e.g. a video could show Aspect Ratio, Screen Dimensions and Frame Rate.

Using the icons below the preview, the asset can be added to the current Lightbox or Basket, the + will change to a tick when an asset is added.
Individual assets can also be downloaded from the preview (if the user is given appropriate access) See Download section below.
The keywords attached to the asset are also displayed, to view them click on ‘Keywords Show/Hide’.
You can use these to broaden the search using one or more of the keywords, or to narrow the search (search within a search) by checking the appropriate option above the keywords and clicking on ‘Search’ after ticking the selected keyword(s).
Click ‘Previous’ or ‘Next’ to navigate through the search results or Lightbox being previewed.

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Lightbox

A Lightbox is a place where you can store a selection of assets. You can send a Lightbox to colleagues and/or clients to share the assets you have selected to convey ideas, themes, concepts etc. You can also store assets within a Lightbox for your reference or if you wish to store them for purchasing later one. The Lightbox can be seen in the Sidebar and here assets can be removed or added to the Basket using the icons below each asset. In addition the active Lightbox can be selected from the pull down menu.
Below this is the following tool bar;

Hover the mouse over each button to read the tool tip, the functions from left to right are as follows:

• Create new Lightbox
• Open an existing Lightbox
• Rename a Lightbox
• Delete a Lightbox
• Email a Lightbox

To go to the Lightbox page, either Click ‘Go to Lightbox’ in the sidebar or click the ‘Lightbox’ link in the top navigation bar.
The name of the Lightbox that is currently active is displayed above the assets at the top of the Lightbox window. The following Lightbox options are displayed below the keyword search field:

• New - Create a new Lightbox
• Open - Selecting a different Lightbox to open
• Email - Email a Lightbox, enter an email address, add notes and send
• Rename - Change the name of a Lightbox
• Delete - Delete a Lightbox

Lightbox notes - here you can add or amend notes for the current Lightbox, click 'Save Changes' to save the notes.

Above the Lightbox contents are the asset options, tick the box beneath each asset to:

• Copy - Copy asset(s) to another Lightbox
• Move - Move asset(s) to another Lightbox, this will remove them from the current Lightbox
• Remove - Removes the asset(s) from the Lightbox

Here you can also:

• Hide Lightbox notes - Hides the notes at the left hand side of the Lightbox, once clicked it will turn to 'Show Lightbox notes'.
• Show image notes - Shows a note section below each image, click again to hide them.
• Add all to basket - Will add all the assets in the Lightbox to the basket.

Below each asset there are icons to:

• Delete the asset from the Lightbox
• Add an asset to the basket
• Forward and backwards arrows move the position of the asset within the Lightbox

Each Lightbox you create will be automatically saved for subsequent visits, and they will remain until they are deleted

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Downloading Assets

Assets can be downloaded from Basket (single or multiple assets). Before you can download the assets, you will be required to select usages for the assets, for more detail on this, please see the pricing section.

Basket:

1. Click ‘Edit’ to select the intended usage for this or selected assets. If you wish to apply this usage to multiple assets, click on the asset(s) tick box(es).
2. Click ‘Update Licence’ to update a single asset, otherwise click ‘Apply to Selected’ to apply the usage to the selected assets.
3. Ensure you have selected a usage for all the assets you wish to download.
4. Click ‘Confirm’ to move the assets the Checkout.
5. You can then choose to either a) Send a third party download, add the appropriate details and click submit. This will send a download link to the email address you provided. B) Download now, click 'Submit' to select a size and download the asset(s)

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Order History

Can be accessed from the Account Details Page by clicking the ‘View Order History’ button, or from the ‘Hi Name’ link, selecting the ‘Order History’ option from the pull down menu.
Here you can see a list of your previous orders and re-download them.
In addition you can click on the ‘Usage Details’ Button to view the individual order details, you can also see the invoice number and download the invoice as a PDF if applicable.

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Size Guide

paper	size mm	72dpi	300dpi
A5	210x148.5	3.5 MB	12.5 MB
A4	297x210	7 MB	25 MB
A3	420x297	14 MB	50 MB
A2	594x420	28 MB	100 MB

Please note that the asset sizes shown in this illustration are provided to you only as a guide. We recommend that you take advice from your designer before purchasing your asset.

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This privacy policy sets out how Explore York uses and protects any information that you give Explore York when you use this website www.images.exploreyork.org.uk

Explore York is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.

We may collect the following information:

• name
• contact information including email address
• other information relevant to customer purchases, surveys and/or offers

Any personal information you provide to us will not be released, sold, or rented to any entities or individuals outside of Explore York.

What we do with the information

Any online form you complete will provide information about the context of what the information will be used for. For example, the information you provide will be used purely to assist you purchasing an image or with your query.

External sites

Explore York is not responsible for the content of external internet sites. You are advised to read the privacy policy of external internet sites. You are advised to read the privacy policy of external sites before disclosing any personal information.

How we use cookies

A cookie is a small data text file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps Explore York to recognise you each time you visit images@exploreyork.org.uk.
Cookies themselves do not contain any personal information and Explore York does not use cookies to collect personal information. Cookies may also be used by 3rd party content providers such as news feeds.
Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Risks when using the internet

Whilst we do our best to protect your personal information, we cannot guarantee the security of any information that you transmit to Explore York and you are solely responsible for maintain the secrecy of passwords or other account information.
For more information about Explore York privacy policy please visit www.exploreyork.org.uk

paper	size mm	72dpi	300dpi
A5	210x148.5	3.5 MB	12.5 MB
A4	297x210	7 MB	25 MB
A3	420x297	14 MB	50 MB
A2	594x420	28 MB	100 MB

N.B The image sizes shown in this illustration are provided to you only as a guide. We recommend that you take advice from your designer before purchasing your image.