User Generated Content Policy
Visit Cincy celebrates the people, places, stories, events, businesses, attractions, neighborhoods, and experiences that make Cincinnati and the surrounding region a welcoming destination. From time to time, Visit Cincy may collect, request, store, repost, publish, or otherwise use user generated content for marketing, promotional, advertising, public relations, digital marketing, destination storytelling, and tourism development purposes.
This User Generated Content Policy explains how Visit Cincy may collect and use content created or shared by members of the public, visitors, residents, partners, creators, influencers, media representatives, event attendees, and other third parties. It also explains how Visit Cincy monitors, stores, manages, responds to, and escalates user generated content, as well as how individuals may request removal or opt out of Visit Cincy’s future use of their content at any time.
1. Purpose of This Policy
The purpose of this policy is to establish clear standards for how Visit Cincy identifies, requests, collects, stores, uses, responds to, and manages user generated content across marketing and communications channels.
This policy is intended to:
- Protect the rights of content creators and users
- Support responsible and transparent destination marketing
- Ensure Visit Cincy has appropriate permission before using UGC for marketing purposes
- Provide guidance for storing and retaining UGC and related consent records
- Establish standards for responding to UGC, comments, messages, and public engagement
- Provide escalation procedures for sensitive or reputationally risky content
- Ensure brand consistency across Visit Cincy’s digital, social, advertising, and communications efforts
- Provide a clear opt-out and removal process for users
2. What Is User Generated Content?
For purposes of this policy, “User Generated Content” or “UGC” means any content created, posted, shared, submitted, tagged, uploaded, transmitted, or otherwise made available by a person or organization other than Visit Cincy.
UGC may include, but is not limited to:
- Photos
- Videos
- Reels, Stories, TikToks, Shorts, or other short-form video
- Captions, comments, reviews, testimonials, or written posts
- Social media handles, usernames, profile names, or account information
- Audio, music, voiceover, or spoken content
- Blog posts or travel stories
- Event or destination experiences shared online
- Content submitted through forms, contests, sweepstakes, email, direct message, campaign landing pages, or partner programs
- Content using Visit Cincy campaign hashtags, location tags, account tags, mentions, or other destination-related tags
UGC may come from social media platforms, websites, digital forms, direct messages, public posts, email submissions, creator partnerships, influencer campaigns, event activations, contests, sweepstakes, partner submissions, or other public or private channels where the user has submitted or made the content available.
3. How Visit Cincy May Identify and Monitor UGC
Visit Cincy may identify and monitor public content that positively showcases Cincinnati, the surrounding region, local attractions, restaurants, hotels, events, meetings, conventions, sporting events, cultural experiences, outdoor recreation, neighborhoods, riverfront experiences, arts, music, food, festivals, or other destination assets.
Visit Cincy may monitor public social media channels, campaign hashtags, account tags, location tags, direct messages, comments, reviews, mentions, shared posts, creator content, partner submissions, and other digital engagement related to Visit Cincy, its campaigns, events, partners, and destination marketing efforts.
Monitoring may be conducted by Visit Cincy staff, authorized agencies, contractors, social media management platforms, digital asset management systems, rights-management platforms, listening tools, or other approved systems.
UGC may be tracked for purposes including, but not limited to:
- Identifying content that may be appropriate for reposting, sharing, licensing, or future marketing use
- Recording creator permission and usage rights
- Maintaining records of opt-out or removal requests
- Tracking campaign performance and community engagement
- Identifying comments, questions, complaints, misinformation, or service-related issues
- Flagging content that may create legal, safety, brand, reputational, privacy, or community concerns
- Ensuring consistency across Visit Cincy’s digital and social channels
4. How Visit Cincy May Request Permission to Use UGC
When Visit Cincy wishes to use UGC for marketing or promotional purposes, Visit Cincy may request permission by commenting on a public post, sending a direct message, sending an email, using a rights-management platform, including consent language in a submission form, or requesting approval through another written method.
By replying with an affirmative approval such as “yes,” “I agree,” “approved,” a campaign-specific hashtag, or another requested approval method, the user confirms that they have read, understood, and agreed to this policy.
Visit Cincy may also receive UGC through forms, contests, sweepstakes, event submissions, partner campaigns, influencer agreements, media releases, or other programs that include separate consent language. In those cases, the terms of the specific program may also apply.
5. Permission and Rights Granted to Visit Cincy
By granting Visit Cincy permission to use UGC, the user gives Visit Cincy and its affiliates, partners, agencies, contractors, licensees, and authorized representatives a non-exclusive, worldwide, royalty-free, transferable, sublicensable license to use, reproduce, display, publish, distribute, edit, adapt, crop, resize, reformat, archive, store, translate, create derivative works from, and otherwise use the UGC for lawful marketing, advertising, promotional, public relations, tourism development, destination storytelling, research, reporting, and communications purposes.
This license may include use in, but is not limited to:
- Visit Cincy websites and campaign landing pages
- Social media channels
- Paid digital advertising
- Organic social media posts
- Email marketing
- Digital newsletters
- Blog posts
- Online travel guides
- Printed visitor guides or brochures
- Sales materials
- Meeting and convention marketing
- Sports tourism marketing
- Group tour marketing
- Public relations materials
- Media pitches
- Presentations
- Reports
- Destination videos
- Event recaps
- Digital displays
- Trade show materials
- Partner toolkits
- Advertising campaigns
- Internal or external tourism presentations
Visit Cincy may use UGC alone or in combination with other content, graphics, text, branding, music, video, design, or advertising materials. Visit Cincy may also edit UGC for length, format, clarity, size, color correction, accessibility, placement, grammar, or compatibility with a specific marketing channel, provided that Visit Cincy will not intentionally alter the content in a way that materially misrepresents the original context.
The user retains ownership of their original content. Granting Visit Cincy permission to use UGC does not transfer copyright ownership to Visit Cincy.
6. Social Media Use
Visit Cincy may repost, share, quote, stitch, duet, embed, feature, or otherwise engage with UGC on social media platforms including, but not limited to, Instagram, Facebook, TikTok, YouTube, LinkedIn, X, Pinterest, Threads, and emerging platforms.
Visit Cincy may also collect or review public social media content that uses Visit Cincy-related hashtags, campaign hashtags, location tags, event tags, mentions, or account tags. Use of a hashtag, location tag, or mention does not automatically guarantee that Visit Cincy will use the content, nor does it automatically guarantee permission unless the campaign or submission terms clearly state that hashtag use constitutes permission.
When a specific campaign asks users to post content using a designated hashtag as a method of entry, participation, or consent, the rules of that campaign will govern how the content may be used.
7. Paid Media and Digital Advertising Use
UGC may be used in unpaid and paid marketing efforts. Paid uses may include boosted posts, sponsored social media posts, display ads, video ads, paid search landing pages, programmatic advertising, retargeting campaigns, native advertising, sponsored content, and other digital marketing placements.
When using UGC in paid media, Visit Cincy may crop, edit, resize, caption, format, or adapt the content to fit the applicable platform or advertisement. Visit Cincy may also pair the content with destination messaging, campaign branding, calls to action, website links, partner information, or promotional copy.
Permission to use UGC includes permission to use the content in paid advertising unless the user specifically limits permission in writing and Visit Cincy agrees to that limitation in writing.
8. Storage and Retention of UGC
Visit Cincy may store approved UGC in internal digital asset libraries, social media management platforms, content calendars, cloud storage systems, campaign folders, customer relationship management systems, media archives, rights-management platforms, agency systems, or other secure business systems used for marketing and communications.
Stored UGC may include:
- The original image, video, audio, caption, or written content
- The user’s name, username, handle, or account tag
- The platform or source where the content appeared
- The date permission was requested and granted
- Screenshots or records of consent
- Campaign or usage notes
- Related metadata, where available
- Approved usage rights or limitations
- Opt-out or removal records, if applicable
Visit Cincy will retain UGC for as long as reasonably necessary for marketing, archival, reporting, legal, operational, or business purposes, unless a shorter retention period is required by law or requested through an opt-out or removal process.
If a user opts out or requests removal, Visit Cincy will make reasonable efforts to stop future use of the UGC and remove it from active marketing channels under Visit Cincy’s control, as described in this policy.
9. How Visit Cincy Protects Stored UGC
Visit Cincy will take reasonable steps to protect stored UGC and related permission records from unauthorized access, misuse, loss, disclosure, alteration, or destruction.
Access to stored UGC may be limited to Visit Cincy employees, authorized agencies, contractors, vendors, partners, or representatives who need access for marketing, communications, public relations, advertising, reporting, legal, or operational purposes.
Visit Cincy may use third-party platforms or vendors to help collect, manage, store, publish, analyze, or distribute UGC. These third parties may have their own terms, privacy policies, and security practices.
10. Privacy Considerations
UGC may include personal information, such as a person’s image, likeness, voice, username, handle, location, caption, or other identifying information. By granting permission for Visit Cincy to use UGC, the user consents to Visit Cincy’s use of that personal information as described in this policy.
Visit Cincy will not knowingly collect, request, or use UGC from children under the age of 13 without appropriate parental or legal guardian consent.
Users should avoid submitting or granting permission to use content that includes sensitive personal information, including but not limited to home addresses, phone numbers, government identification numbers, financial information, medical information, private conversations, or other confidential information.
Visit Cincy may remove, blur, crop, edit, or decline to use content that appears to contain sensitive, private, unsafe, or inappropriate information.
11. User Representations and Responsibilities
By granting permission for Visit Cincy to use UGC, the user represents and warrants that:
- They are the original creator of the content or have secured all necessary rights and permissions to allow Visit Cincy to use the content.
- The content does not infringe on any copyright, trademark, privacy right, publicity right, intellectual property right, contractual right, or other legal right of any person or entity.
- Any identifiable individuals appearing in the content have granted permission for the content to be shared and used for marketing and promotional purposes.
- The content does not include confidential, private, sensitive, unlawful, misleading, defamatory, obscene, hateful, threatening, harassing, or otherwise inappropriate material.
- The content does not include logos, music, artwork, professional photography, branded materials, or third-party creative assets unless the user has the right to authorize Visit Cincy’s use of those materials.
- The user is at least 18 years old or has the consent of a parent or legal guardian.
- If the content includes a child or minor, the user has the legal authority to grant permission for the child’s image, likeness, voice, or appearance to be used.
Visit Cincy reserves the right to decline, remove, discontinue, or limit use of any UGC for any reason, including but not limited to concerns about ownership, permissions, accuracy, safety, brand alignment, community standards, legal risk, or appropriateness.
12. Content Standards
Visit Cincy may decline to use, may remove, or may choose not to respond to UGC that includes, promotes, or depicts:
- Hate speech, harassment, bullying, threats, or abuse
- Discriminatory, defamatory, obscene, or sexually explicit content
- Illegal activity or unsafe behavior
- Excessive alcohol consumption, underage drinking, or substance misuse
- Violence, weapons, or dangerous conduct
- Misleading, false, or deceptive claims
- Political advocacy or campaign content
- Unauthorized commercial promotions
- Copyrighted or trademarked material without permission
- Private information about another person
- Content that could damage the reputation of Visit Cincy, its partners, the destination, or the community
- Content inconsistent with Visit Cincy’s values of hospitality, inclusion, accessibility, and responsible destination promotion
Visit Cincy may remove UGC from its channels at any time and for any reason.
13. Response Guidelines: Tone, Timeliness, and Professionalism
Visit Cincy’s responses to UGC, comments, messages, reviews, and public engagement should reflect the organization’s role as a welcoming, professional, inclusive, and trusted destination marketing organization.
Responses should generally be:
- Welcoming: Reflect the hospitality of Cincinnati and the surrounding region.
- Professional: Use respectful, clear, accurate, and appropriate language.
- Timely: Respond as promptly as practical, especially when a question, complaint, safety issue, or service concern requires attention.
- Helpful: Provide accurate information, relevant links, next steps, or contact information when appropriate.
- Human: Use a warm, conversational tone while remaining aligned with Visit Cincy’s brand voice.
- Inclusive: Avoid language that excludes, stereotypes, dismisses, or minimizes any individual or community.
- Accurate: Do not speculate, guess, exaggerate, or provide unverified information.
- Non-defensive: Avoid arguments, sarcasm, personal opinions, inflammatory language, or responses that could escalate tension.
- Platform-appropriate: Match the style, length, and format appropriate for the channel while maintaining brand standards.
- Privacy-conscious: Do not request, disclose, or repeat sensitive personal information in public replies.
When more detailed assistance is needed, Visit Cincy may move the conversation to direct message, email, phone, or another appropriate private channel.
Visit Cincy is not required to respond to every comment, tag, mention, review, or message. The organization may choose not to respond when engagement would be unproductive, inappropriate, unsafe, repetitive, spam-related, abusive, or inconsistent with the organization’s communications strategy.
14. Escalation Procedures: Handling Sensitive or Reputationally Risky Content
UGC, comments, or digital engagement that may present legal, reputational, operational, safety, partner-relations, media, political, or community sensitivity should be escalated before Visit Cincy responds publicly.
Content may be flagged for review when it includes or relates to:
- Negative or high-volume public criticism
- Safety concerns, emergencies, or public health issues
- Allegations involving Visit Cincy, its partners, staff, board, venues, events, or destination assets
- Discrimination, harassment, hate speech, threats, or abusive language
- Political, social, or culturally sensitive issues
- Legal claims, copyright claims, privacy concerns, or takedown requests
- Inaccurate or misleading information about the destination, event operations, public services, or Visit Cincy’s work
- Media inquiries or comments from journalists
- Crisis situations, weather impacts, event disruptions, security incidents, or reputational risks
- Content involving minors, vulnerable individuals, or sensitive personal information
- Partner disputes or comments that could negatively affect relationships with hotels, attractions, restaurants, venues, civic partners, funders, or community stakeholders
Escalated content may include, but is not limited to:
- Threats of violence, self-harm, or harm to others
- Safety incidents, emergency situations, or active crises
- Allegations of discrimination, harassment, misconduct, unethical conduct, or illegal activity
- Public criticism involving Visit Cincy leadership, staff, board members, partners, funders, civic leaders, venues, or major events
- Posts likely to attract media attention or public controversy
- Questions from reporters, elected officials, public agencies, or legal representatives
- Copyright, privacy, intellectual property, or takedown claims
- Content involving minors, personal data, or sensitive personal circumstances
- Misinformation that could affect public behavior, event attendance, visitor safety, or community trust
- Partner complaints or disputes that could affect business relationships
- Content related to litigation, contracts, procurement, personnel matters, or confidential business issues
Depending on the nature of the issue, escalation may include review by one or more of the following:
- Visit Cincy Marketing and Communications leadership
- President & CEO or designated executive leadership
- Public relations or communications agency
- Legal counsel
- Human resources, when personnel matters are involved
- Event, sales, partnership, or destination services staff, when operational details are needed
- Board leadership, when governance or high-level reputational issues are implicated
- External civic, public safety, venue, or partner contacts, when appropriate
Until appropriate review is complete, Visit Cincy staff, agencies, contractors, and partners should avoid issuing public responses to sensitive or high-risk content unless immediate response is required for safety, legal compliance, or crisis communications purposes.
When appropriate, Visit Cincy may hide, delete, report, restrict, mute, block, or otherwise moderate content that violates platform rules, Visit Cincy’s content standards, applicable laws, or community safety expectations. These actions should be documented when the content presents potential reputational, legal, safety, or stakeholder-relations concerns.
15. Accountability: Who Is Authorized to Respond
Only authorized Visit Cincy staff members, agencies, contractors, or representatives may respond on behalf of Visit Cincy through official Visit Cincy accounts, branded campaign accounts, or approved partner channels.
Authorized responders may include:
- Designated marketing and communications staff
- Approved social media managers
- Approved public relations or digital agency representatives
- Designated executive leadership
- Other staff or contractors specifically approved by Visit Cincy for a defined campaign, platform, event, or response category
Individuals responding on behalf of Visit Cincy are responsible for understanding and following this policy, Visit Cincy brand guidelines, applicable campaign guidelines, platform rules, privacy expectations, and any internal approval procedures.
Staff, board members, partners, vendors, contractors, influencers, or volunteers who are not authorized to speak on behalf of Visit Cincy should not respond in a way that implies they are issuing an official Visit Cincy statement.
When employees or representatives engage with destination-related content from personal accounts, they should avoid presenting personal opinions as official Visit Cincy positions and should follow any applicable employee social media, ethics, confidentiality, or communications policies.
16. Consistency: Ensuring Brand Alignment Across All Responses
Visit Cincy seeks to maintain a consistent, accurate, and brand-aligned presence across all digital and social media channels.
To support consistency, Visit Cincy may use:
- Approved brand guidelines
- Campaign messaging guides
- Social media response templates
- Frequently asked questions
- Crisis communications protocols
- Accessibility standards
- Inclusive language guidance
- Partner and event talking points
- Legal or disclosure requirements
- Approval workflows for sensitive or high-visibility responses
All responses should support Visit Cincy’s brand identity as a welcoming, vibrant, creative, inclusive, and trusted voice for Cincinnati and the surrounding region.
When multiple Visit Cincy accounts, campaign accounts, partner accounts, agencies, or team members are involved, Visit Cincy will make reasonable efforts to coordinate messaging, avoid conflicting responses, and ensure that public-facing communication reflects current, accurate, and approved information.
Visit Cincy may periodically review UGC practices, response quality, comment moderation, opt-out handling, and social media engagement to ensure this policy is being followed and remains aligned with the organization’s mission, values, legal obligations, and destination marketing goals.
17. Credit and Attribution
Visit Cincy will make reasonable efforts to credit the original creator when using UGC, especially on social media and digital channels where attribution is practical. Credit may include a username, handle, name, tag, or other attribution format.
However, the user understands and agrees that attribution may not always be possible due to space limitations, formatting requirements, platform restrictions, paid media formats, print production, website design, accessibility needs, or other practical considerations.
Visit Cincy’s use of UGC does not imply endorsement, employment, sponsorship, partnership, or formal affiliation unless separately agreed in writing.
18. Influencers, Creators, Partners, and Sponsored Content
When UGC is created as part of a paid partnership, hosted visit, familiarization tour, influencer campaign, trade arrangement, gifted experience, sponsorship, or other material relationship, the creator is responsible for making all required disclosures clearly and conspicuously in accordance with applicable laws, platform rules, and campaign requirements.
Required disclosures may include language such as “sponsored,” “paid partnership,” “hosted by Visit Cincy,” “ad,” or other clear language that accurately reflects the relationship.
Visit Cincy may also require creators, influencers, agencies, partners, or contractors to follow additional campaign guidelines, brand standards, disclosure requirements, reporting expectations, content review procedures, or written agreements.
19. Accessibility
Visit Cincy supports accessible and inclusive destination marketing. When using UGC, Visit Cincy may add captions, alternative text, audio descriptions, subtitles, transcripts, or other accessibility features where practical.
Visit Cincy may edit or adapt UGC to improve accessibility, readability, or usability across digital platforms.
20. No Compensation
Unless otherwise agreed in writing, users will not receive payment, royalties, residuals, fees, goods, services, travel, discounts, or other compensation for Visit Cincy’s use of UGC.
If compensation, hosted travel, gifts, or other benefits are provided, the relationship must be documented and disclosed as required.
21. Opt-Out and Removal Policy
Users may opt out of Visit Cincy’s future use of their UGC at any time.
To request removal or opt out, users may contact Visit Cincy at:
Email: rczarnik@visitcincy.com
Subject Line: UGC Opt-Out Request
The request should include, when available:
- The user’s name
- Social media handle or username
- Email address used for the original submission, if applicable
- A description of the content
- A link or screenshot showing where the content appears
- The platform where the content was originally posted or submitted
- The specific request, such as removal from social media, removal from website, removal from paid advertising, or opt-out from future use
Upon receiving a valid opt-out or removal request, Visit Cincy will make reasonable efforts to:
- Stop future use of the identified UGC in new marketing materials.
- Remove the identified UGC from active digital channels controlled by Visit Cincy.
- Update internal records to reflect the opt-out request.
- Notify relevant staff, agencies, vendors, or contractors where reasonably necessary.
Please note that removal may not be immediate and may depend on platform processing times, campaign schedules, third-party vendor timelines, print production cycles, archiving practices, and technical limitations.
Visit Cincy may not be able to remove UGC from:
- Printed materials already produced or distributed
- Archived reports, presentations, or historical records
- Content already shared, reposted, downloaded, screenshotted, embedded, or saved by third parties
- Social media platform caches or search engine results
- Third-party websites, media coverage, or partner channels not controlled by Visit Cincy
- Paid ads that have already completed their run
- Materials already submitted to publications, printers, vendors, or advertising platforms before the opt-out request was received
Opting out does not affect uses that occurred before Visit Cincy received and processed the opt-out request.
22. Revocation of Permission
A user may revoke permission for future use of UGC by submitting an opt-out request. Revocation applies only to future use and does not require Visit Cincy to recall, destroy, or compensate the user for prior lawful uses of the content.
Visit Cincy will maintain a record of the opt-out request to help prevent future use of the identified content.
23. Takedown Requests Based on Copyright or Other Rights
If a user believes Visit Cincy has used content in a way that infringes copyright, trademark, privacy, publicity, or other rights, the user may submit a written takedown request to:
Email: RCzarnik@VisitCincy.com
Subject Line: UGC Rights/Takedown Request
The request should include:
- The user’s name and contact information
- Identification of the content at issue
- A link, screenshot, or description showing where the content appears
- A statement explaining the user’s rights in the content
- The specific action requested
- Any supporting documentation
Visit Cincy will review rights-based takedown requests and respond as appropriate.
24. Third-Party Platforms
UGC shared on third-party platforms is also subject to the terms, privacy policies, community guidelines, and content rules of those platforms. Visit Cincy is not responsible for the privacy practices, content policies, data use, or technical operations of third-party platforms.
Users should review the applicable platform terms before posting or submitting content.
25. Campaign-Specific Terms
Some campaigns, contests, sweepstakes, influencer programs, events, or submission opportunities may include additional terms and conditions. If there is a conflict between this policy and specific written campaign terms, the campaign-specific terms will control for that campaign.
26. Updates to This Policy
Visit Cincy may update this User Generated Content Policy from time to time. Updates will be posted on Visit Cincy’s website or otherwise made available through appropriate channels.
Continued submission of UGC, approval of UGC use, or participation in a Visit Cincy campaign after an update means the user accepts the updated policy.
27. Contact
Questions about this policy, UGC use, or opt-out requests may be directed to:
Visit Cincy Marketing Team
Email: rczarnik@visitcincy.com
Website: www.VisitCincy.com
Mailing Address: 525 Vine Street, Suite 1200, Cincinnati, Ohio 45202
Visit Cincy is committed to responsible, respectful, and transparent use of user generated content that celebrates the destination, honors creators, and supports the visitor economy of Cincinnati and the surrounding region.
