Files Sharing Terms and Conditions

RULES AND REGULATIONS FOR SHARING OF IMAGES AND OTHER DIGITAL FILES IN THE COLLECTION, FILMOTEKA AND ARCHIVES OF THE MSN.

I. GLOSSARY
The terms used in these Rules and Regulations shall have the following meaning:
1. Rules and Regulations - shall mean these Rules and Regulations for sharing Images of works in the MSN Collection and Filmoteka and other digital files in the MSN archives;
2. Museum – shall mean the Museum of Modern Art in Warsaw;
3. Applicant – shall mean a person requesting the sharing of an Image;
4. Image - shall mean a digital representation of an object, by whatever means, in particular in the form of a photograph or a scan;
5. Other digital files - shall mean digital graphic, sound and video files;
6. Commercial - shall mean the use of Images in any activities that are intended to generate income or are related to a for-profit activity, e.g. products, campaigns, publications;
7. Non-commercial - shall mean the use of Images in any non-revenue-generating activities that are educational or scientific in nature;
8. Act - shall mean the Act of 11 August 2021 on open data and reuse of public sector information, Dz.U.2023.1524, consolidated text of 4 April 2023.

II. GENERAL RULES FOR THE SHARING IMAGES AND OTHER DIGITAL FILES
1. Everyone shall have the right to request the Museum to share Images and other digital files under the terms and conditiones laid out in the Act and the Rules and Regulations.
2. The Museum shall share Images and other digital files (graphic, sound and video) for which it holds licensing rights.
3. In the case of Images and other digital files which the Museum holds without sub-licensing rights, sharing shall be possible provided that the applicant obtains permission from the owners of the relevant rights.
4. The right to re-use Images and other digital files shall be subject to restriction in the cases listed in Article 6 of the Act, in particular where the request concerns Images of objects or graphic, sound and video files: 
4.1. which are held by the Museum under a deposit, loan or similar agreement, and the owners have not consented to those Images or files being shared or transferred in whole or in part;
4.2. for which copyrights and related rights within the meaning of the Act of 4 February 1994 on Copyright and Related Rights (consolidated text in Dz. U. 2018, item 1191, as amended) are conferred on entities other than the Museum;
4.3. which are held by the Museum where the original owner of the economic copyrights or related rights was and entity other than the Museum and the duration of those rights has not expired.
5. The Museum may set conditions for the re-use that restrict the use of Images and other digital files in particular:
5.1. in commercial activities or in specific fields of exploitation if they relate to collections of martyrological nature and ones that contain the emblem, colours and anthem of the Republic of Poland, and coats of arms, reproductions of orders, decorations or badges of honour, military decorations or badges or other distinctions;
5.2. in non-commercial activities if they are linked to objects claimed by third parties or not owned by the Museum.
6. The Museum may refuse to share Images or other digital files where their preparation or transmission in a manner consistent with the Applicant's request would result in the need to take disproportionate measures beyond simple operations. The refusal to share an Image or other digital file shall be made by way of a decision.
7. The Applicant shall have the right to use Images of objects and other copyrighted digital files only as specified in the request for use of the Image, and must not assign that right, whether against payment or free of charge, to any third parties.
8. The Applicant must take due precautions when keeping the shared digital files in order to prevent unauthorised reproduction or duplication.
9. Once the Images and other digital files have been used in accordance with the request for sharing, the Applicant shall delete all copies of the digital files from its local disks and servers.

III. REQUEST FOR SHARING AN IMAGE OR OTHER DIGITAL FILE
1. A request for sharing an Image or other digital file shall be submitted on the Sharing Form available on the Museum's website.
2. In the case of failure to meet formal requirements concerning the request (errors in filling in the required fields in the Form), the Museum shall demand that the Applicant rectify the formal deficiencies of the request and shall advise the Applicant that the request will not be considered if the deficiencies are not rectified within 7 working days from the date of receipt of the demand.
3. The request shall be considered without delay, no later than 7 working days after the date of its receipt.
4. If the request cannot be considered within the aforementioned time limit, in particular where it is not technically possible to share the digital file automatically, the Museum shall, within 7 working days of the date of receipt of the request, communicate the causes of the delay and provide a new time limit within which it will consider the request, which shall not be longer than 2 months from the date of submission of that request.

IV. CONDITIONS FOR SHARING IMAGES AND OTHER DIGITAL FILES
1. The Applicant must use Images and other digital files with respect for the moral copyrights of the authors of the objects whose Image is being shared, in particular as regards the right to have the authorship of the work noted and to have a copyright notice provided including the owner of the copyright, and the right to have notices provided that identify the MSN as the owner of the object or arise from the MSN's obligations towards other entities.
2. As regards Images of objects and digital files of works in the public domain or Images of objects that do not constitute a work, the Museum shall not impose any specific conditions on the use of the Images. Re-use of Images of objects in the public domain shall not require applying to the Museum for re-use of public sector information.
3. As regards Images of objects and other digital files of works whose copyrights are held by the MSN, the Museum shall grant a non-exclusive licence for a limited period of time (not longer than 5 years) in the form of a Licence Statement. The duration of the licence shall commence on the date of the Museum's acceptance of the request for sharing. The licence shall be granted for specific fields of exploitation in accordance with the scope of the Museum's rights, as listed in the Statement. A template of the Statement is provided in Appendix 1 to these Rules and Regulations. 
4. Re-use of an Image and other digital files after the expiry of the granted licence or in a field of exploitation other than the one originally specified shall require a new request for sharing of the Image.
5. The Applicant shall have no right to adapt or use Images and other digital files in an incomplete or modified form (e.g. by cropping, overprinting, colour changes) without a prior consent from the owners of the economic copyrights.
6. The Museum shall provide digital files adapted to the target form of use defined by the Applicant in a submitted application, i.e.
6.1. digital form - the longer side up to 2000 px, 72 ppi
6.2. printed form - the longer side from 2000 px, 300 dpi
7. The Museum notes that for some objects it does not have digital files in all parameters and it may therefore refuse to provide a digital file adapted to the form of use requested by the Applicant.
8. The Museum shall not provide any reference files.
9. The Museum shall provide the Applicant with a unique Google Drive link to download the Images and other digital files within 14 working days after the Applicant makes the payment. The generated link shall be active for 7 days.

V. PRICING AND FEES
1. Except as provided in the Act, Images and other digital files shall be shared against payment. Notwithstanding the royalties to the copyright holder, the Museum shall charge a technical fee for each file shared in each form of use (digital and/or print). The price list is provided in Appendix 2 to the Rules and Regulations.
2. The Museum may produce Images at a special request by the Applicant. The related price list shall be then set on a case-by-case basis.
3. If there is a fee for the sharing of Images or other digital files, the Applicant shall pay the fee within 7 days from the date on which it is communicated by the Museum by means of a unique link to the online PayU system sent to the Applicant. Failure to pay within the said time limit shall result in the application being rejected.

VI. FINAL PROVISIONS
1. The Applicant's personal data which is obligatorily required when filling in the request form may only be processed by the Museum for the purpose of processing the order placed, including invoicing and financial reporting. By submitting the request, the Applicant gives their consent for the Museum to process the personal data contained in the request.
2. The information clause regarding processing of the Applicant's personal data by the Museum is provided in the Sharing Form.
3. The licence statement regarding the sharing of Images and other digital files is provided in the Sharing Form.
4. The provisions of the Rules and Regulations shall apply accordingly to Images of objects other than those held by the Museum (e.g. historical deposits, objects on loan for historical exhibitions), documentation of events for which the Museum has the right of sharing - subject to the provisions regarding the Licence Statement.