Licence Agreement for Photosymbols Subscriptions

Updated January 2026

1. Definitions and Interpretations

Applicable Law means all applicable laws, legislation, statutory instruments, regulations and governmental guidance within the United Kingdom.

Conditions means Photosymbols terms and conditions as set out on its website.

Extended Use Add-On Licence means a separate licence agreement required when creating materials containing Photosymbols images for use by any organisation other than your own, whether provided free of charge or for a fee. Full terms are set out in the Extended Use Add-On Licence Agreement below.

Intellectual Property Rights means copyright, patents, know-how, trade secrets, trade marks, trade names, design rights, rights in get-up, rights in goodwill, rights in software, rights in Confidential Information, rights to invention, rights to sue for passing off, domain names and all other intellectual property rights and similar rights.

Licence Manager means the individual in control of a Multi User Subscription on behalf of an organisation who has the authority to create sub-accounts within the scope of the Multi User Subscription.

Multi User Subscription means the provision of Services provided by Photosymbols Ltd on the basis of its multi user subscription, where a multi user subscription must be held by an organisation with a designated Licence Manager and only employees of that organisation are entitled to access the Services.

Individual Subscription means the provision of Services provided by Photosymbols Ltd on the basis of its individual subscription which is for one individual user only.

Services means the provision of Services provided by Photosymbols through its Website and its subscriptions, including access to the image library and associated features.

Subscription means any Individual Subscription or Multi User Subscription entered into by a User.

User means the individual consumer or organisation who entered into an agreement with Photosymbols Ltd.

Website means www.photosymbols.com owned and operated by Photosymbols Ltd which provides its Services.

We, Us, Our means Photosymbols Ltd.

You, Your means the User.

2. Introduction

2.1 If you enter into a Subscription with us you agree to be legally bound by this agreement.

2.2 When purchasing a Subscription on our Website you agree to be legally bound by our Conditions and any documents referred to in them.

3. Your privacy and personal information

3.1 Our Privacy Policy is available at www.photosymbols.com/pages/privacy-notice.

3.2 Your privacy and personal information are important to us. Any personal information that you provide to us will be dealt with in line with our Privacy Policy, which explains what personal information we collect from you, how and why we collect, store, use and share such information, your rights in relation to your personal information and how to contact us and supervisory authorities if you have a query or complaint about the use of your personal information.

4. Entering into a Subscription with us

4.1 Below, we set out how a legally binding contract between you and us is made.

4.2 You purchase a Subscription on our Website or directly with us through phone, email or contact form. Please read and check your purchase carefully before submitting it. You will be able to correct any errors before submitting your purchase to us. Once you have purchased a Subscription, your Subscription begins immediately.

4.3 Once your purchase is submitted, you are not entitled to a refund for the Subscription entered into.

4.4 Each Individual User must have their own unique username and password. You are not allowed to share your Subscription login details with any third party.

4.5 Licence Managers must make sure only authorised Users of a Multi User Subscription can log in and use the digital content contained within the Subscription. It is the obligation of the Licence Manager to ensure that Photosymbols content is not used for any purposes that would be harmful to the reputation of Photosymbols Ltd or disrespectful to the individuals who appear in our images. Our library features real people — actors with and without learning disabilities who have consented to appear in materials that support accessible communication. You must not use our images in any content that is offensive, promotes hatred or violence, is pornographic, or portrays the individuals in our images in a demeaning, ridiculing or humiliating manner.

4.6 Licence Managers are permitted to reassign individual logins to accommodate changes such as staff turnover or extended leave at our discretion. The total number of individuals accessing the Services must not exceed the number of licensed logins purchased at any time. Sharing logins by systematically switching access between Users is not permitted and constitutes a breach of this agreement.

5. Permission to use the digital content

5.1 When you purchase a Subscription, you have access to the digital content available via our Website, including access to our image library and associated features. You may download the digital content, but you will not own it or any intellectual property rights in it. Instead, we grant you a licence to use it for the purpose of you using and enjoying it in accordance with this agreement and the Conditions.

5.2 The digital content:

5.2.1 is personal to you. You can use it wherever you want in the world but only if you comply with this agreement, Conditions and local laws;

5.2.2 is non-exclusive to you. We may supply the same or similar digital content to other Users;

5.2.3 may be downloaded as many times as you want during the course of the Subscription, subject to fair use limits. If we believe usage is excessive or unreasonable, we reserve the right to contact you to discuss appropriate use;

5.2.4 including any documents, websites, templates, photographs, or other media created or used by Users must display the official licence number badge, which can be downloaded from the account page via our Website;

5.2.5 may only be used for materials created by your organisation for your organisation to publish. You may distribute these materials freely to the people they are intended for — for example, Easy Read documents created for patients, residents, service users or members of the public. However, creating materials for another organisation to publish, brand or distribute as their own requires an Extended Use Add-On Licence;

5.2.6 may not be:

(a) used once the Subscription term ends;

(b) stored on a hard drive, external disc, flash drive, or website, or in any other medium, whether electronic or otherwise, except as graphics for use in a page design;

(c) changed by you;

(d) distributed or sold by you to any third party;

5.2.7 is owned by us. You must not conceal, change, or remove any markings which show who owns this information or intellectual property rights, such as copyright (©), registered trade mark (®) or unregistered trademark (™) markings.

5.3 Restrictions on AI and Machine Learning: You are not permitted to use any digital content, including but not limited to images, text, and software code, obtained through your Subscription for the purpose of Artificial Intelligence (AI) training, machine learning, or any automated data collection and analysis without our express written consent. This includes the development of AI models, algorithms, or the use of our content for data mining or similar data gathering and extraction tools.

In addition, you must not use any Photosymbols images to create speaking avatars, animated characters, or any form of synthetic media that gives the impression that the person in the image is talking, expressing emotions, or holding opinions. This includes the use of AI video tools, text-to-speech systems, or avatar generators that animate or voice images in a way that attributes speech or intent to the individuals portrayed.

5.4 Except where you have permission to use the digital content under this clause 5, you will not obtain any rights of ownership or other rights (of whatever nature) in the digital content or in any copies of it.

6. Extended Use Add-On Licence

6.1 If you wish to create materials containing Photosymbols images for use by any organisation other than your own, you must hold an Extended Use Add-On Licence in addition to your Subscription.

6.2 This requirement applies regardless of whether you charge for the materials or provide them free of charge.

6.3 Examples of activities requiring an Extended Use Add-On Licence include but are not limited to:

(a) freelance or agency work creating Easy Read materials for clients;

(b) consultancy services that include document creation;

(c) statutory bodies creating materials on behalf of partner organisations, community groups or voluntary sector organisations;

(d) any situation where materials you create will be handed over to an organisation other than your own to publish or distribute as their own.

6.4 The Extended Use Add-On Licence is available as an add-on to any Subscription tier. Full terms are set out in the Extended Use Add-On Licence Agreement below, or available on request.

6.5 Creating materials for external organisations without an Extended Use Add-On Licence constitutes a breach of this agreement and may result in termination of your Subscription.

7. Download

7.1 Access to the digital content will be available for download immediately upon purchasing a Subscription.

7.2 If something happens outside of our control that affects your ability to download the digital content, we will notify you when you can expect to be able to download it again.

7.3 You may store downloaded images locally for the purpose of creating materials during your Subscription term. These images must be deleted from your local storage when your Subscription ends.

8. Payment

8.1 We will do all that we reasonably can to ensure that all of the information you give us when paying for a Subscription is secure by using an encrypted secure payment mechanism. However, in the absence of negligence on our part, any failure by us to comply with this agreement or our Privacy Policy (see clause 3) or breach by us of our duties under applicable laws, we will not be legally responsible to you for any loss that you may suffer if a third party gains unauthorised access to any information that you give us.

8.2 Your credit card or debit card will be charged immediately on purchase of a Subscription. Alternatively, if a User raises a purchase order with us, you will receive an invoice from us for payment to be paid to us within 30 days.

8.3 All prices are available in the local currency of the User and include VAT at the applicable rate (if appropriate).

9. Nature of the digital content

9.1 The Consumer Rights Act 2015 gives you certain legal rights (also known as 'statutory rights'). The digital content that we provide to you must be as described, fit for purpose and of satisfactory quality.

9.2 We are under a legal duty to supply digital content that is in conformity with this contract.

9.3 When we supply the digital content:

9.3.1 we will use all reasonable efforts to ensure that it is free from defects, viruses and other malicious content;

9.3.2 we do not promise that it is compatible with any third party software or equipment except where we have said that it is in the guide to its use or on our site.

10. Faulty digital content

10.1 Nothing in this Agreement affects your legal rights under the Consumer Rights Act 2015 (also known as 'statutory rights'). You may also have other rights in law.

10.2 If the digital content is faulty, please contact us using the contact details as found on our Website.

11. End of the contract

11.1 Each Subscription is entered for a minimum term of 12 months. Each Subscription will end automatically following 12 months.

11.2 We will endeavour to contact you 30 days before your Subscription ends to determine whether you wish to renew.

11.3 If you do not renew the Subscription, the Subscription will end and you and any other sub-accounts (depending on the type of Subscription entered) will no longer be able to use the Services.

11.4 Upon the end of the Subscription, all downloaded images must be deleted from your local storage. However, any completed materials created during the Subscription period (with images embedded) may continue to be used in accordance with this agreement.

12. Termination

We reserve the right to terminate the Subscription in the event you are in breach of this agreement or the Conditions.

13. Limitation on our liability

13.1 Except for any legal responsibility that we cannot exclude in law (such as for death or personal injury) or arising under applicable laws relating to the protection of your personal information, we are not legally responsible for any:

13.1.1 losses that were not foreseeable to you and us when the agreement was formed;

13.1.2 losses that were not caused by any breach on our part;

13.1.3 business losses; or

13.1.4 losses to non-consumers.

14. Third party rights

No one other than a party to this contract has any right to enforce any term of this contract.

15. Disputes

15.1 We will try to resolve any disputes with you quickly and efficiently. If you are unhappy with the digital content you purchased, the Services offered by us or any other matter, please contact us as soon as possible using the contact details set out on our Website.

15.2 The laws of England and Wales apply to this contract.

15.3 Any disputes will be subject to the non-exclusive jurisdiction of the courts of England and Wales.

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Extended Use Add-On Licence Agreement

Updated January 2026

This Extended Use Add-On Licence Agreement sets out the terms under which you may create materials containing Photosymbols images for use by organisations other than your own. This licence is an add-on to your existing Photosymbols Subscription and must be read in conjunction with the Licence Agreement for Photosymbols Subscriptions above.

1. Definitions

Extended Use means creating materials containing Photosymbols images for use by any organisation other than your own, regardless of whether those materials are provided for a fee or free of charge.

External Organisation means any organisation, entity, group or individual other than the organisation that holds the Subscription to which this Extended Use Add-On Licence is attached.

Materials means any documents, publications, websites, presentations, printed items, digital content or other outputs containing Photosymbols images.

All other definitions have the same meaning as set out in the Licence Agreement for Photosymbols Subscriptions.

2. When this licence is required

2.1 You require an Extended Use Add-On Licence whenever you create Materials for use by an External Organisation.

2.2 This requirement applies regardless of:

(a) whether you charge for the Materials or provide them free of charge;

(b) whether you are a commercial business, charity, public sector body, or other type of organisation;

(c) the size of your Subscription (this licence applies equally whether you hold a Personal Subscription or an Organisation Subscription);

(d) the size of your organisation's budget or funding;

(e) whether the External Organisation is a charity, voluntary group, community organisation, or commercial entity.

2.3 Examples of activities requiring this licence include but are not limited to:

(a) freelance designers or agencies creating Easy Read materials for clients;

(b) consultants including document creation as part of their services;

(c) NHS trusts, local authorities or other statutory bodies creating materials for partner organisations, community groups, or voluntary sector organisations;

(d) charities or funded organisations supporting smaller organisations with accessible communications;

(e) any situation where Materials you create will be handed over to an External Organisation to publish or distribute as their own.

2.4 For the avoidance of doubt, you do not require an Extended Use Add-On Licence when:

(a) creating Materials for your own organisation to publish and distribute to patients, residents, service users or members of the public;

(b) creating Materials for joint or collaborative projects where your organisation remains the publisher, even if partner organisations' logos appear on the Materials.

2.5 However, you would require an Extended Use Add-On Licence if:

(a) you are handing over Materials for another organisation to publish, brand or distribute as their own;

(b) you are creating Materials on behalf of a larger organisation (the requirement applies regardless of the relative size of the organisations involved).

3. Grant of licence

3.1 Subject to payment of the applicable fee and compliance with these terms, we grant you a non-exclusive, non-transferable licence to create Materials containing Photosymbols images for use by External Organisations.

3.2 This licence permits you to:

(a) create Materials for External Organisations;

(b) deliver those Materials to External Organisations in print or digital format;

(c) allow External Organisations to use, publish and distribute those Materials.

3.3 This licence does not permit External Organisations to access your Photosymbols account, download images directly, or create their own Materials. If an External Organisation wishes to create their own Materials, they must purchase their own Subscription.

4. Attribution requirements

4.1 All Materials created under this Extended Use Add-On Licence must include the following attribution:

"Images from the Photosymbols Photo Library, copyright Photosymbols."

4.2 This attribution must appear in a reasonably prominent position within the Materials, such as on a credits page, back cover, footer, or equivalent location.

4.3 The attribution requirement applies regardless of whether the External Organisation is credited as the publisher of the Materials.

5. Restrictions

5.1 This licence does not permit:

(a) the sale or distribution of Photosymbols images as standalone image files;

(b) the inclusion of Photosymbols images in any image library, stock image service, or similar collection;

(c) the sub-licensing of Photosymbols images to any third party;

(d) any use that would be prohibited under the Licence Agreement for Photosymbols Subscriptions, including AI training, creation of synthetic media, or content that is offensive, promotes hatred or violence, is pornographic, or portrays the individuals in our images in a demeaning, ridiculing or humiliating manner.

5.2 You remain responsible for ensuring that all Materials created under this licence comply with the terms of both this agreement and the Licence Agreement for Photosymbols Subscriptions.

6. Term and fees

6.1 This Extended Use Add-On Licence runs for the same term as the Subscription to which it is attached.

6.2 The fee for this licence is payable annually in addition to your Subscription fee. Current pricing is available on our Website or on request.

6.3 If your Subscription ends or is terminated, this Extended Use Add-On Licence will also end.

6.4 Materials created during the term of this licence may continue to be used by External Organisations after the licence ends, but you may not create new Materials for External Organisations without renewing this licence.

7. Records

7.1 You agree to maintain reasonable records of Materials created under this licence, including the names of External Organisations for whom Materials have been created.

7.2 We may request this information from time to time for audit purposes, and you agree to provide it within a reasonable timeframe.

8. Termination

8.1 We may terminate this Extended Use Add-On Licence immediately if you breach any of its terms.

8.2 Upon termination, you must cease creating Materials for External Organisations with immediate effect.

8.3 Termination of this licence does not affect Materials already delivered to External Organisations prior to termination, which may continue to be used in accordance with these terms.

9. General terms

9.1 This Extended Use Add-On Licence is governed by the laws of England and Wales.

9.2 All other terms of the Licence Agreement for Photosymbols Subscriptions apply to your use of Photosymbols images under this Extended Use Add-On Licence, except where expressly modified by this agreement.

9.3 In the event of any conflict between this Extended Use Add-On Licence and the Licence Agreement for Photosymbols Subscriptions, the terms of this Extended Use Add-On Licence shall prevail in relation to Extended Use activities.

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EasyMaker Licence Agreement

Updated January 2026

This Licence Agreement outlines the terms of use for EasyMaker — a service provided by Photosymbols Ltd to help create accessible Easy Read content. By using EasyMaker, you agree to these terms.

This agreement should be read alongside the Licence Agreement for Photosymbols Subscriptions, which contains additional terms that apply to your use of Photosymbols images.

1. Definitions

EasyMaker means the document creation platform provided by Photosymbols Ltd that enables users to create Easy Read content.

EasyMaker Subscription means a subscription to EasyMaker, which includes access to the EasyMaker platform and the ability to use Photosymbols images within documents created in EasyMaker.

Photo Library Subscription means a subscription to the Photosymbols image library, which permits downloading images for use in materials created outside of EasyMaker.

Bundle Subscription means a combined subscription that includes both EasyMaker and the Photo Library at a discounted rate.

Documents means any Easy Read content created using EasyMaker, in any format.

All other definitions have the same meaning as set out in the Licence Agreement for Photosymbols Subscriptions.

2. About EasyMaker

2.1 EasyMaker is a platform that helps you create Easy Read information. It uses a combination of human-created content and AI-powered tools, including text simplification, image matching, and image generation.

2.2 You can create Documents by uploading content, pasting in text, entering a website link, or describing a topic.

2.3 Documents can be downloaded, edited, and exported in multiple formats, including but not limited to: A4 Easy Read PDF, web version, plain English version, audio version, flashcards, and interactive mobile-friendly version with read-aloud.

2.4 Additional formats and features may be added over time.

3. Subscription and Access

3.1 Access to EasyMaker requires an EasyMaker Subscription or a Bundle Subscription.

3.2 Each Subscription is entered for a minimum term of 12 months and will end automatically unless renewed.

3.3 Use of EasyMaker is subject to fair use. If we believe usage is excessive or unreasonable, we reserve the right to contact you to discuss appropriate use.

3.4 Each user must have their own unique login. You are not allowed to share your login details with any third party.

3.5 For multi-user subscriptions, Licence Managers are responsible for ensuring only authorised users can access the service. The total number of individuals accessing EasyMaker must not exceed the number of licensed users purchased.

4. Use of Photosymbols Images

4.1 Images used in EasyMaker Documents include photos from the Photosymbols library and AI-generated images created using our built-in tools.

4.2 All images, whether photographic or AI-generated, remain the copyright of Photosymbols Ltd.

4.3 Your rights to use these images depend on your subscription type:

EasyMaker Subscription only: You are licensed to use Photosymbols images within Documents created in EasyMaker. You may not download images for use in materials created outside of EasyMaker.

Photo Library Subscription: You may download images from the Photosymbols library for use in materials created outside of EasyMaker, subject to the terms of the Licence Agreement for Photosymbols Subscriptions.

Bundle Subscription: You have access to both EasyMaker and the Photo Library, and may use images in both contexts subject to the relevant licence terms.

5. AI-Generated Images

5.1 EasyMaker includes tools to generate images using AI. When you generate an image:

(a) the image is automatically added to your Document and saved in your Generated Images library for reuse within EasyMaker;

(b) all generated images remain the copyright of Photosymbols Ltd;

(c) a copy of each generated image is sent to the Photosymbols team for quality review, and some images may be added to the wider Photosymbols library for all users;

(d) if you hold a Photo Library Subscription or Bundle Subscription, your generated images will also appear in your Favourites within the Photo Library and may be used under your subscription terms.

6. Document Storage and Use

6.1 Documents are stored in your EasyMaker account library.

6.2 You can access, duplicate, and edit your Documents at any time during your subscription.

6.3 Documents created during your subscription may continue to be used after your subscription ends, but you will not be able to create new Documents or edit existing ones without an active subscription.

7. Extended Use

7.1 If you wish to create Documents for use by any organisation other than your own, you must hold an Extended Use Add-On Licence in addition to your Subscription.

7.2 This requirement applies regardless of whether you charge for the Documents or provide them free of charge.

7.3 Full terms are set out in the Extended Use Add-On Licence Agreement.

7.4 For the avoidance of doubt:

(a) creating Documents for your own organisation to distribute to patients, residents, service users or members of the public does not require an Extended Use Add-On Licence;

(b) creating Documents for joint projects where your organisation remains the publisher does not require an Extended Use Add-On Licence;

(c) creating Documents specifically for another organisation to publish, brand or distribute as their own does require an Extended Use Add-On Licence.

8. Restrictions

8.1 You may not use any images from EasyMaker (whether photographic or AI-generated) for the purpose of AI training, machine learning, or any automated data collection and analysis without our express written consent.

8.2 You must not use any Photosymbols images to create speaking avatars, animated characters, or any form of synthetic media that gives the impression that the person in the image is talking, expressing emotions, or holding opinions. This includes the use of AI video tools, text-to-speech systems, or avatar generators that animate or voice images in a way that attributes speech or intent to the individuals portrayed.

8.3 You must not use EasyMaker to create content that is offensive, promotes hatred or violence, is pornographic, or portrays the individuals in our images in a demeaning, ridiculing or humiliating manner. Our library features real people — actors with and without learning disabilities who have consented to appear in materials that support accessible communication.

9. Your Responsibility

9.1 You are responsible for the content you create with EasyMaker.

9.2 You must ensure all content is used respectfully and appropriately.

9.3 You are responsible for checking and approving all text and images before sharing or publishing any EasyMaker content. AI-generated text and images should be reviewed for accuracy and appropriateness.

10. Payment and Refunds

10.1 Payment for subscriptions is due annually in advance.

10.2 Once your subscription purchase is submitted, you are not entitled to a refund.

10.3 All prices include VAT at the applicable rate where appropriate.

11. End of Subscription

11.1 Each subscription is entered for a minimum term of 12 months and will end automatically unless renewed.

11.2 We will endeavour to contact you 30 days before your subscription ends to determine whether you wish to renew.

11.3 If you do not renew, you will no longer be able to access EasyMaker to create or edit Documents.

11.4 Documents created during your subscription may continue to be used after your subscription ends, in accordance with these terms.

12. Termination

We reserve the right to terminate your subscription if you breach this agreement or the Licence Agreement for Photosymbols Subscriptions.

13. Updates to this Agreement

This Licence Agreement may be updated from time to time. By continuing to use EasyMaker after an update, you agree to the revised terms.

14. General Terms

14.1 The laws of England and Wales apply to this agreement.

14.2 Any disputes will be subject to the non-exclusive jurisdiction of the courts of England and Wales.

14.3 For full terms relating to privacy, liability, and consumer rights, please refer to the Licence Agreement for Photosymbols Subscriptions.

Related Documents

• Licence Agreement for Photosymbols Subscriptions
• Terms and Conditions
• Copyright Information