Now we are part of the Cvent family, we need to align our process and policies to theirs to ensure we are compliant. As part of the venue mapping process a disparity in when images are loaded for a venue has arisen.
We need to update our processes to ensure we comply.
Here is the policy information shared by Cvent:
Cvent Policy:
In regards to Image upload policy, we do not extract and upload images proactively from any source(google/website) on Cvent’s products as advised by Legal. This is due to Copyright Act, which gives creators the rights to sue the person who used its work without permission.
However, if the images are provided by the client for upload, we consider it as a consent and upload the images.
Cvent also uses licensed image partner (ICE PORTAL) for all the images that are uploaded in our system only for clients onboarded with ICE PORTAL.
How This Impacts Us
To align our process with this policy we need to assess the potential impacts and changes we need to introduce whilst minimising the knock on effect on the teams.
Sales Process
Changes required:
The venue needs to be advised through the sales close verbally that when they upgrade we will use images from the venue's own website to build the listing unless they send us images they wish us to use.
The venue needs to be advised via the confirmation/upgrade email that when they upgrade we will use images from the venue's own website to build the listing unless they send us images they wish us to use.
By upgrading the venue will be deemed to have given consent
There should be a note recorded against the Subscription Contact within the CRM confirming they have been advised about image use and they have consented.
Revenue Manager Process:
Awareness of the policy is required in case images are discussed as part of the review calls.
Onboarding Manager Process:
Awareness of the policy is required in case images are discussed as part of the review calls.
Refer to workiding on images section - see note
Venue Support Process - Loading a New Venue:
Ticket issued and will be released into live Thursday 13th October to make adding an image in the NewVenue Wizard optional.
Consider adding to the T’s & C’s when verifying a new user, that they give permission for an image of their venue to be displayed on our database
Consider introducing a new welcome email (besides the automatic verification email for the user) advising them we will use their website image to add a main image to the venue listing and deem consent unless they contact us.
Add the text of the email into the CRM for that user so we have an audit trail
Ensure that any venues without a main image loaded are flagged as part of the Daily Error Report. Venue Support should then contact the venue (email or phone call) to obtain permission to add a main image and record consent via the user in the CRM
Issues to consider:
Process if the venue does not give consent
Process to consider if the user does not verify their email address
Process to consider if the venue does not have a website
Venue Support Process - Upgrading a Venue:
Awareness of the policy is required as images will be loaded to the upgraded listing.
Venue Support to check that the venue is aware we will use their website for images and the venue’s consent has been obtained through the sales process by checking CRM history and Admin Only notes
If consent is obtained, the venue support team can upload images or use those sent in by the venue
If images are not available or consent has not been obtained, they should contact the subscription contact to ask them to send images or upload them themselves and explain that we need them to supply them or give consent for us to use the those stored on their website.
All actions taken shoudl be added to the CRM history.
GRATIS Process Change - Users adding and image to B listed venues - is the source of this MEP or can the agents pick an image form the web
Answer - GRATIS user is able to add one image for a B listing venue at the proposal stage. The image is not stored in the system so consent is not required and this process can continue
Do we need to change our Ts & Cs
Do we mention using images within our terms and conditions and if not should we?
Historical Images
During the management meeting today 24.10.22 , MB asked if we need to do anything with the current images we have on the system, do we need to get consent for those or is this new change ‘as from now’?