By Vicky Sidler | Published 29 December 2025 at 12:00 GMT+2

There’s a certain kind of email that ruins your lunch break. It’s got legal-sounding words, a screenshot of your website, and a demand for hundreds of euros. The sender? Copytrack. Or Pixsy. Or PicRights. All of them sound like startups invented by a lawyer who read too many LinkedIn posts.

They claim you used an image without a license. They want money. And they want it now.

Let’s slow down.

Because whether you’ve genuinely made a mistake or just triggered an overzealous copyright bot, you do have rights. And contrary to what the email implies, you are not automatically guilty.

This guide walks you through how to respond, how to protect yourself, and why even creators like me think some of these tactics cross the line.

TL;DR:

• Don’t panic and don’t pay right away

• Save all emails, screenshots, and image info

• Check your license history and image sources

• Ask them to prove they own the copyright

• Know your local laws and procedures

• Push back if they skip steps or inflate fees

• If needed, negotiate or consult a lawyer

👉 Need help getting your message right? Download the 5 Minute Marketing Fix.

Table of Contents:

What Are These Companies Actually Doing?

Companies like Copytrack use software to scan millions of websites for copyrighted images. If they find one that matches an image in their database, they send out a legal-looking demand. Often, they haven’t checked who actually owns the copyright. They also haven’t checked if you had a proper license. Sometimes, they haven’t even confirmed if the photo is under a public license.

Their business model depends on volume. They earn a commission when you pay, so they have an incentive to move fast and scare you into settling.

In many cases, the same image has been properly licensed or used under Creative Commons—but the person receiving the demand can’t immediately find the paperwork to prove it. So they pay. That’s the playbook.

First, What Not to Do:

• Do not panic-pay. These demands are often negotiable or invalid altogether.

• Do not ignore them either. Silence can sometimes escalate things.

• Do not argue emotionally. Keep all responses professional and fact-based.

• Do not assume deleting the image fixes everything. It helps. But it doesn’t cancel any claim for past use.

Instead, you need a plan.

Step 1. Save Everything:

Start a folder. Save every email, attachment, and screenshot. If they linked to the image on your site, take your own screenshots too—showing the URL and date. You’ll need these later.

Step 2. Investigate:

Look up the image. Where did you get it? If you used a stock photo service, search your email, download history, or billing records. Stock platforms like Canva, Adobe Stock, and Shutterstock usually keep license history for years.

Can’t find it? Use a reverse image search. Tools like TinEye or Google Images can help you figure out where else the photo appears. If the image shows up across multiple stock libraries, that weakens the claim that it’s exclusive to one photographer.

Step 3. Ask Them to Prove It:

You’re allowed to ask questions. In fact, you should.

Ask the claimant to provide:

• Proof their client owns the copyright

• Documentation showing they’re authorized to represent that client

• The image’s original publication details

• Their calculation for the settlement amount

• Confirmation it wasn’t licensed to you via Canva, Adobe Stock, etc.

Don’t admit anything. Just ask for proof. You’re allowed to verify the legitimacy of the claim before taking any action.

Step 4. Check Your Local Law:

Here’s where it gets interesting.

I live in South Africa. When Copytrack accused me of using an image without a license, I was irritated. Because I actually did have a license through Canva Pro. And yet, the email they sent me read like a fine was already due.

So I sent them a polite, well-documented email asking for:

1. Proof of their right to act on behalf of the supposed image owner

2. Clarification on the mismatch between the name on the image and the Canva contributor

3. Compliance with South African law, which says the first step must be a proper letter of demand, not a payment notice

4. A reminder that in South Africa, foreign claimants may need to put up security for costs if they sue

When I eventually received my license proof from Canva, I forwarded it and said all future questions should go to Canva directly as I’d already wasted enough time on an issue I wasn’t even guilty of. I also pointed out the contradiction of an artist licensing their work through Canva, collecting royalties, and then targeting Canva’s own paying subscribers with copyright claims (seemingly to cash in a second time).

It made me angry. Not because creators shouldn’t protect their work. But because the burden of proof was placed entirely on me—before they’d even shown their right to make a claim.

You Don’t Need a Lawyer (Yet):

If the demand is small and your case is clear, you can handle it yourself using one of the many response templates available online.

But if you’re unsure, if the amount is large, or if they start throwing around terms like “willful infringement,” consider speaking to a copyright attorney. A short consultation can save you a lot more than it costs.

Know Your Legal Rights:

Each country has different copyright procedures. You don’t need to become a legal expert, but do learn the basics. Even a quick Google or a post in a local Facebook group can point you in the right direction.

Look up what the law says about:

• Cease and desist requirements

• Proof of copyright ownership

• Limits on damages or penalties

• Settlement negotiation norms

Even if you’re technically in the wrong, your legal system has already defined the proper first steps—and “pay now or else” is usually not one of them.

What About Germany, Where Copytrack Is Based?

Let’s clear something up. The emails might sound like they’re quoting German law chapter and verse, but Copytrack is not a government body. They’re not a court. And no, they cannot issue actual fines.

Here’s how it works under German law:

• Copytrack cannot fine you. Only the state can issue a fine (what Germans call a Bußgeld). What Copytrack sends is a civil compensation request (Schadensersatz) or a backdated licensing fee.

• Real copyright claims in Germany usually start with an Abmahnung. This is a formal legal letter typically sent by a lawyer. It demands that you stop the use (Unterlassungserklärung) and pay a defined amount. Copytrack’s version is more of a “friendly threat” that says, “pay now or else.”

• If you ignore Copytrack, they may escalate the claim to one of their partner law firms. At that point, the process becomes more formal. But until then, you’re dealing with a company requesting money—not a legal authority issuing a judgment.

• They often use the “MFM tables” to calculate fees. These are standard German pricing guidelines for professional photography. Courts sometimes accept them. But not always. Especially if the photographer isn’t a full-time pro or the image was used in a simple way (like a blog post).

• German courts have pushed back. Copytrack has lost several cases when they couldn’t prove that their client held the copyright or when their fee calculations were too high for the situation.

• Burden of proof matters. Just because Copytrack says they represent a photographer doesn’t make it so. In court, they must prove ownership. And courts have questioned their approach when their system wrongly flags people who licensed the image legally through platforms like Canva or Shutterstock.

So yes, they operate legally in Germany. But their tactics often blur the line between legal accuracy and intimidation. It’s a bit like a business charging you a “late fee” they made up and hoping you just pay it without asking too many questions.

And if you're outside Germany, it's even more important to check your own local laws. The rules above are German-specific and may not apply in your country at all. Just because Copytrack is based there doesn't mean their approach holds legal weight where you live. Your country’s legal system decides how claims must be handled. Not theirs.

You are allowed to ask questions. And you should.

Copyright Infringement is Serious:

But let’s be clear on one thing.

Copyright infringement is serious. Courts don’t just brush it off, and they shouldn’t. Creators deserve to have their rights protected. If someone uses your work without permission, it’s reasonable to expect recourse. And yes, even in blogland, ignorance isn’t always a defence.

That said, mistakes happen. Maybe you uploaded the wrong image. Maybe an intern did. Maybe you assumed something was free to use because it didn’t have a watermark. Maybe the file’s been sitting on your website for six years and you forgot where it even came from. We are running small businesses here, not global media companies with legal teams double-checking every pixel.

Courts know this too. In South Africa, for example, the Copyright Act allows for a smaller fine for first-time offences—ZAR5,000. That’s likely because lawmakers understand that sometimes people just mess up. If you keep doing it, then yes, the penalties increase. As they should.

So no, I’m not saying it’s okay to use copyrighted images without a license. I’m saying you have a right not to be bullied by companies that behave like copyright enforcers but play fast and loose with the law.

You deserve a fair process. Not threats. Not inflated fees. Not scare tactics that assume you’re guilty and count on you being too overwhelmed to fight back.

Be Firm, Not Fearful:

Whether you used the image correctly or not, you deserve due process. These companies rely on you being afraid, uninformed, and eager to make it go away.

Instead, be calm, professional, and a little stubborn. Ask questions. Keep records. Push back when something feels off.

If you’ve acted in good faith, that counts for a lot.

And if this article helps you stay calm when the email hits, do me a favor and send it to someone else who needs it.

Want help writing clear, confident messages that protect your business? Download my free 5-Minute Marketing Fix. It will help you write one clear sentence that explains what your business does and why it matters.

👉 Download it free here.

Related Articles:

1. Sora’s AI Copyright Problem Is Bigger Than OpenAI Admits

If copyright bots made you nervous, wait until you read about AI tools trained on stolen images. This piece explains how future "Copytrack" emails might be caused by the software you're using today.

2. AI Copyright Lawsuit: What Small Businesses Must Know

Want to know where all this legal madness is headed? This article breaks down the big copyright lawsuits shaping tomorrow’s rules—and why small businesses can’t afford to ignore them.

3. AI Workslop Is Wasting Time and Ruining Team Trust

If you're cutting corners with images, you're probably doing the same with content. This post tackles how rushed, AI-driven content creation can hurt your brand and lead to legal or reputational messes.

4. AI Security Cameras Are Quietly Watching More Than You Think

Bots scanned your website. Now cameras might be scanning your storefront. This article explores how being on the wrong side of digital surveillance can land businesses in hot water too.

5. File Sharing Sites Skip Virus Scans—Here's the Risk

You’ve saved your license docs and backed up your files—good. But are they safe? This post helps you avoid another kind of nasty surprise: malware from sketchy downloads.

Frequently Asked Questions About Copytrack and Copyright Demands

1. Is Copytrack a real legal organisation?

Copytrack is a private company, not a government body or court. They do not have the power to issue legal fines. They send civil settlement requests on behalf of photographers or image owners.

2. Do I have to pay Copytrack right away?

No. Their first email is not a court order. It’s a demand letter. You’re entitled to ask for proof, check your records, and respond thoughtfully before making any decisions.

3. Can Copytrack sue me?

In theory, yes. But in most cases, they prefer fast settlements. Legal action is costly and rare unless the amount is large and the case is strong. In South Africa and many other countries, they'd also need to follow local legal processes.

4. What if I licensed the image properly?

If you can prove you purchased a valid license, the case should be dropped. Always save your download history, invoices, or screenshots from platforms like Canva, Adobe Stock, or Shutterstock.

5. What if I can't find the license receipt anymore?

You can usually recover license history from your account on the stock photo site. If you can’t, you can still request full proof from Copytrack and question their claim.

6. Do these rules only apply in Germany?

No. While Copytrack is based in Germany, your rights depend on the laws in your own country. Just because they’re allowed to send these emails in Germany doesn’t mean their demands are enforceable where you live.

7. Is it ever okay to ignore Copytrack?

That’s risky. Some people ignore them and never hear back. Others face escalations. The safer move is to respond without admitting guilt and ask for proof.

8. Can I use free stock photo sites safely?

Yes, but only if you read the license terms. Even on free platforms, make sure the image is marked for commercial use and doesn’t require attribution—or give credit where it’s due.

9. What if someone else uploaded the image, like a contractor or intern?

You’re still responsible for your website, but that doesn’t mean you’re powerless. Explain the situation and request proof before doing anything. Courts understand that honest mistakes happen.

10. Should I talk to a lawyer?

If the demand is high, you feel unsure, or they start throwing legal terms at you, it’s worth getting a lawyer involved. Even a one-hour consultation can save you a lot of money and stress.