SWOP

Contribution Policy

SWOP: Contribution Terms and Conditions

Last Updated: 22nd November 2025

These terms set out the basis on which you may post a Contribution to the Sharing Wycombe’s Old Photos (SWOP) Website and Archive, also collectively known as the Project. Please read these terms carefully.

1. Words used in these Terms and Conditions

In these Contribution Terms and Conditions, the following definitions apply:

Contribution means a written submissions and/or photographs submitted for inclusion in the archive and publication on the Website;

Archive means the SWOP website and related digital storage facilities, and made available in electronic form on the Website at swop.org.uk or as digital media;

Privacy Policy means the privacy policy set out at swop.org.uk/privacy-policy;

Loan Declaration means the SWOP project loan declaration document that you must complete prior to your Contribution of photographs to SWOP;

Terms means the terms and conditions set out in this document;

“We”, “us” or “our” means the SWOP project, managed by the High Wycombe Society, Pann Mill, London Road, High Wycombe, Bucks HP11 1BJ,

Website means the website swop.org.uk (or such other URL as we may specify from time to time); and any related websites or publications.

Website Terms of Use means the website terms of use set out in our Website Terms and Conditions.

  1. Headings shall not affect the interpretation of these Terms.
  2. Words in the singular shall include the plural and vice versa.
  3. A reference to us or you shall include that party’s personal representatives, successors or permitted assigns.
  4. A reference to a statute, statutory provision or subordinated legislation is a reference to it as it is in force from time to time, taking account of any amendment or re-enactment and includes any statute, statutory provision or subordinate legislation which it amends or re-enacts.
  5. A reference to writing or written includes faxes and email.
  6. References to clauses are to the clauses of these Terms.
  7. Any phrase introduced by the terms including, include, in particular or any similar expression shall be construed as illustrative and shall not limit the sense of the words preceding those terms.

2. Terms and Conditions 

These Terms set out the basis and process for submitting your Contribution for inclusion in SWOP. By completing the Loan Declaration process you agree that your participation in and any Contribution you make to the Project will be subject to these Terms, the Website Terms of Use and Privacy Policy.

3. Content of your Contribution

Your Contributions must:

  • relate only to Wycombe, its surrounding area, or a particular item in the Archive;
  • not infringe anyone else’s rights (including intellectual and privacy rights);
  • not include sensitive personal information about any living third party; and
  • not promote or further any business activities or with a view to commercial and/or personal gain.

4. Photography

It is your responsibility to ensure that any photographs submitted as part of your Contribution have been taken with the written consent of anyone who is identifiable from your photograph. 

You must obtain the consent of any identifiable individual (or parent / guardian if the individual is under 18) to their image being used in connection with your Contribution and you must advise them that their photograph may be published as part of your Contribution in accordance with these Terms. 

Where practical, you must also obtain consent for any brand names, logos, signs, or car registration plates that appear prominently in your photograph.

Images submitted within your Contribution must comply with the Contribution guidance provided on the Website.

We have no responsibility for injury or death incurred by you or third party claims arising from your Contribution.

5. Ownership of your Contribution

You confirm that your Contribution is made in your personal (rather than business) capacity or in your capacity as an authorised representative of a business, public authority or voluntary organisation and that such Contribution does not actively promote or further any business activities and has not been contributed for or with a view to commercial and/or personal gain. 

We reserve the right to publish, edit, crop, adjust or add our logo responsibly and fairly to your Contribution (at our sole direction) without notifying you and you agree to waive any and all rights to object to such actions undertaken by us in respect of your Contribution. 

By submitting your Contribution (which for the avoidance of doubt includes photographs submitted by you) you grant to SWOP a non-exclusive, royalty free, perpetual, irrevocable world-wide licence together with the right to grant sub-licences, to publish and use your Contribution (or any part of it) on or in connection with the Archive, the Website, and on or in other related websites and publications, in any media, in any context and at any time for commercial gain or otherwise. 

You (or the copyright owner) remain the owner of copyright in your Contribution but in addition to clause 5.3 (see paragraph above) you agree that purchasers of images from the Website may copy, modify, edit, reproduce, display, publish or otherwise make use of all or part of your Contribution on a royalty free basis. 

6. Review and publication of your Contribution

We will review your Contribution before it is published on the website and we reserve the right at our sole discretion to withhold publication, refuse publication or edit any Contribution that you submit.

In the event that your Contribution breaches the requirements of clause 3 your Contribution will not be published on the Website. The decision as to whether or not your Contribution breaches the requirements of clause 3 will be at our sole discretion.  

In appropriate circumstances and at our sole discretion, if your Contribution is withheld under these Terms you may be given the opportunity to resubmit a suitably amended valid Contribution. In such cases you will be contacted using the email address provided during the Loan Declaration process.

Whilst we aim to publish valid Contributions on SWOP within 3 months, there may be instances where it could take longer. You will not receive a notification of publication.

By submitting your Contribution you do so at your own risk. At your request we may anonymise any Contribution that you make.

Your Contribution will be made publicly available on the Website, and you may be identified as the author or lessor of it.

We will not be responsible for any adverse attention that you may receive as a result of your Contribution.

7. Removal of your Contribution

Contributions will remain published on the Website for as long as they are considered by us to remain relevant.

We reserve the right to remove your Contribution without notice.

You can request for your Contribution to be removed or amended by contacting enquiries@swop.org.uk. In order to verify your identity, you may be required to confirm your name, and the email address provided at the time of the Loan Declaration.

8. Suspension and blocking

If you repeatedly attempt to submit Contributions in breach of these Terms or if you repeatedly breach these Terms we may (in our sole discretion) suspend or permanently block your ability to submit a Contribution.

The decision as to whether you have persistently breached the requirements of these Terms will be at our sole discretion.

9. Your liability 

If you submit a Contribution in breach of the publishing criteria set out in clause 3 above, these Terms and/or the applicable provisions of our Website Terms of Use, whether or not your Contribution is published you will be responsible for any losses, expenses or other costs incurred by us as a result of any claims brought by a third party against us arising out of or in connection with the content of your Contribution. 

10. No reliance on information 

Contributions displayed on our Website do not represent the official position of SWOP.

Publication of your Contribution on the Website is not an endorsement of your Contribution by SWOP. 

Any Contribution is not intended to amount to a representation, advice or authority on which reliance should be placed. We make no promise and give no assurance that any information displayed on the Website is accurate, complete or up to date. 

11. Our liability

Nothing in these Terms excludes or limits our liability for death or personal injury arising from our negligence, or our fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited by English law.

We will not be liable to any user of the Archive or the Website for any loss or damage, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, even if foreseeable, arising under or in connection with:

  • use of, or inability to use, the Archive or the Website; or
  • use of or reliance on any content, including any Contribution displayed on the Archive or the Website.

12. Privacy Policy

We will use personal information provided by you in connection with your Contribution.  Please note that our privacy policy is set out in the SWOP Privacy Policy a copy of which is available on our Privacy Policy page.

13. Updates to these Terms 

We reserve the right to change these Terms from time to time without prior notice by changing them on the Website. The Terms applicable to the submission of your Contribution will be those in force at the time you submit your Contribution.

14. Additional terms

In the event of a conflict between these Terms and the Website Terms of Use, these Terms shall prevail.

We may sub-license, assign or otherwise dispose of our rights under these Terms in whatever way to any other legal or natural person on whatever terms we deem appropriate in our sole discretion.

Each of the paragraphs of these Terms operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain in full force and effect.

If we fail to insist that you perform any obligation under these Terms, or if we do not enforce rights against you, or if we delay in doing so, that will not mean that we have waived our rights against you and will not mean that you do not have to comply with those obligations. If we waive a default by you, we will only do so in writing, and that will not mean that we will automatically waive any later default by you.

Nothing in these Terms and no action taken by us or you under these Terms shall create, or be deemed to create a partnership, joint venture or establish a relationship of principal and agent. 

The Terms shall be governed by the law of England and Wales and the parties agree to submit to the exclusive jurisdiction of the Courts of England and Wales.