Frequently asked questions
Here you can find answers to frequently asked questions and other useful information.
All categories
Background music
Copyrights
Customers
Events
Gramex
International affairs
Licences
Music video
MyGramex
Online shop
Payment
Phonogram report
Phonograms
Producers
Radio
Remunerations
Social media
TV shows, films, audiovisual works
Background music
I play background music in a customer facility or other area, where can I get a licence?
For using background music in a customer facility or other area, get your licence at musiikkiluvat.fi.
I’d like to play music from Spotify or YouTube at my customer facilities. Do I need a licence from Gramex?
You can get a licence for playing background music in your customer facilities from musiikkiluvat.fi. Music played in the customer facilities must be from a legal source. Spotify and YouTube are not legal sources, as they are intended only for personal use as stated in their terms of use.
Copyrights
I’m already a client of Teosto. Should I join Gramex as well?
If you have performed on a song (as a vocalist, musician or conductor), you should join Gramex as well. With a Gramex membership, you get remunerations when a song on which you perform is played, for instance, on the radio. Joining Gramex is free.
What is the difference between Gramex and Teosto?
Gramex’s clients include vocalists, musicians and conductors that perform on a record along with its producer, whereas Teosto’s clients include composers, arrangers, lyricists and publishers. You can be a member of both organisations and get remunerations from both to cover your various roles.
I use music. Do I need a licence from both Gramex and Teosto?
If you use phonograms, you will need licences for all forms of use for both the phonogram and the work itself. The licence for each form of use is not necessarily granted by Gramex or Teosto. Rightsholders also grant licences themselves, depending on the form of use.
How is the protection given to a work different from related rights?
Protection of a work is warranted when a creative work is made, such as a composition or lyrics that meet the threshold of originality. Threshold of originality is met when a creative work is considered sufficiently original and unique. The term of protection given to a work is valid for 70 years after the death of its author. The related rights for phonograms are very similar to the protection given to a work, but the term of protection is calculated in a slightly different way. In principle, the term of protection for performers and producers of phonograms is 70 years from the publication of the phonogram. The term of protection for phonograms was extended in 2013 and we are still in a transition concerning the protection term. If a phonogram was recorded and published before 1963, the protection term at the time was only 50 years, and the phonogram is therefore no longer protected for Gramex rights. However, the work itself may still be protected.
What are copyrights?
The creator of a written work or piece of art have a copyright to their work. In practice this means that the copyright owner can decide on the use of their work by, for instance, allowing or denying the right to specific uses of their work. Performers of music and phonogram producers are also entitled to copyright protection through so-called related rights.
What are copyright societies?
Copyright societies manage copyrights and grant licences on behalf of the rightsholders they represent. Gramex, for example, was founded by music performers and phonogram producers. Through copyright societies, music users can conveniently obtain the licences they need from one place without having to agree on phonogram use separately with each rightsholder. Finnish copyright societies include Gramex, Teosto, Kopiosto, Sanasto and Kuvasto.
What do copyrights protect?
Copyrights protect the outcomes of authors’ and performers’ creative works, their moral rights, as well as producers’ investments into content production.
What rights do music performers and phonogram producers have?
The rightsholders of phonograms receive both economic and moral rights. The economic rights mean, for instance, an exclusive right to reproduce the work and make it available to the public. Moral rights are intended to ensure that the name of the song’s author or performer is stated in accordance with fair practice when a song is played (“right to be named”), and that the work may not be altered or the song played in a way that offends the author (“right of integrity”).
Can I get advice on agreements from Gramex?
Yes, contact Gramex for advice on Gramex’s operations and client agreements as well use of phonograms and matters related to remuneration. However, Gramex does not provide general advice on agreements or copyright. Finnish Musicians’ Union and IFPI Finland, both Gramex member associations, provide various types of advice to their client groups. For general questions about copyright, you can also turn to the Copyright Information and Anti-Piracy Centre.
What is the Act on the Collective Management of Copyright?
Copyright societies are regulated by the Act on the Collective Management of Copyright. It safeguards the right of self-determination of holders of copyright and rights related to copyright, promotes the functioning of copyright markets and requires that copyright societies are transparent and responsible in their management of copyright. Gramex’s operations likewise fall under the Act on the Collective Management of Copyright, vesting Gramex with certain duties and responsibilities. For instance, Gramex publishes a transparency report annually, as stipulated by the Act on the Collective Management of Copyright. Gramex also ensures that its website provides sufficient information on rights management to music performers, phonogram producers and music users. The Finnish Patent and Registration Office oversees copyright administration societies that fall under the Act on the Collective Management of Copyright.
Should Gramex rights be considered when distributing an estate?
Yes. Gramex remunerations are divided just like any other asset when distributing the estate. It is governed by the Code of Inheritance. If the shareholders of the estate wish to carry out the distribution of the estate, it can be administered either by the shareholders themselves in agreement or the estate can be distributed by a court-appointed executor. In some cases it is mandatory to use an executor.
Customers
What is mandate?
Gramex works on the basis of mandates. The mandate consists of an authorisation granted by performers and producers to Gramex by means of a customer agreement to grant licences for the use of phonograms and to collect remunerations for the use of phonograms in certain areas of use. The representatives of performers and producers may, at the Gramex annual meeting, lay down more detailed provisions on how Gramex may act under the mandate.
Who are entitled to Gramex remunerations?
Gramex remunerations are paid to artists, musicians and conductors performing on the recording as well as to the producer of the phonogram. Creative producers or studio producers are not entitled to Gramex remunerations.
Who can become a client?
You can join Gramex as a client member if you have participated on a phonogram either as a music performer (vocalist, musician or conductor) or as a producer.
How can I join Gramex?
You can join Gramex by signing a client agreement. You can find the electronic client agreement and instructions here.
Is it expensive to join Gramex?
Joining Gramex is free. However, an administrative withhold is levied against the remunerations to cover the costs of administration and collection of remunerations.
What is my Gramex number?
Your Gramex number is your individual client number that you can find in the MyGramex portal under your account information. You will be asked for your Gramex number when filling out the phonogram report.
What is the role of the producer of a phonogram?
The producer of a phonogram is the party that has paid for creating the phonogram and bears the financial responsibility for it. The producer can be either a private individual or a company (such as a record label). If there are multiple producers, you can make a joint production agreement here. Remember to add the agreement as an attachment to your phonogram report.
I’m already a client of Gramex as a music performer. How do I join as a producer client?
If you have paid expenses as an individual for creating a phonogram and you bear financial responsibility for it, we can simply add the producer role to your client information at your request. In this case, no separate client agreement is necessary. If you are a producer working through your own company, sign a company client agreement using this link.
I’m already a client of Teosto. Should I join Gramex as well?
If you have performed on a song (as a vocalist, musician or conductor), you should join Gramex as well. With a Gramex membership, you get remunerations when a song on which you perform is played, for instance, on the radio. Joining Gramex is free.
Who is a music performer?
A music performer is someone who performs on a phonogram (such as a musician, singer or conductor).
Can remunerations be paid to a collective, such as a musicians’ association or a choir?
In certain situations, remunerations can be collectively paid to a society, typically set up for an orchestra or a choir, for all music performers that took part in the recording. In this case, the term ‘collective’ is used for the orchestra or choir, and the remunerations are called ‘collective remunerations’. Get in touch with our customer service to set up collective remunerations.
What is a bank statement?
Bank statement is a breakdown we send to rightsholders each time remunerations have been distributed. You can find your bank statement in the MyGramex Portal.
Should I submit my tax card to Gramex?
If you are a Gramex client, the Tax Administration will send us your tax card at the beginning of each tax year. Your new tax percentage will be updated in MyGramex at the beginning of each February. If you adjust your tax rate, we recommended ensuring your tax card is updated by checking with us via e-mail tilitys@gramex.fi.
I live abroad. How will I be taxed?
If you have lived abroad for more than three years and are tax liable in another country, please send us proof of residence issued by local authorities (e.g. from a foreign population registry). If you have lived abroad for less than three years, you can apply for a tax-at-source card from the Finnish Tax Administration and submit it to Gramex.
Events
I’m playing phonogram music at an event. Where do I get a licence?
For using recorded music, you need a licence from Teosto.
I want to play music at my event. Where can I get the music?
You can get the music from any legal source, such as physical recordings or streaming services. Please note that if your event is not a private occasion but for an audience, you need to obtain music licences here.
I would like to play music from Spotify or YouTube at my event. Do I need a licence from Gramex?
To use music in events, you need an event licence from Teosto. Any music played at an event must be from a legal source. Spotify and YouTube are not legal sources, as they are intended only for personal use as stated in their terms of use.
I’m organising an event with karaoke. Do I need a licence?
You need a licence directly from the producer of the karaoke service because Gramex does not represent the producers of karaoke recordings.
Do I need a licence to play recorded music at a private wedding or a funeral?
If it is a privately organised wedding or a funeral, no licence is required. Licence is only needed for performing music to an audience. Private events are typically restricted events, and playing music at such events is typically licence-free. However, if music is played to a larger restricted crowd for commercial purpose, you need a licence. This is typically the case when, for example, an employer plays background music at the workplace.
Gramex
What is Gramex?
Gramex is the copyright society of recorded music in Finland. Gramex represents music performers and producers of phonograms. In total, Gramex has signed 60,500 client agreement with musicians, artists, conductors and producers. Gramex sells licences for using phonograms and music videos in, for instance, radio shows, TV programmes and various AV productions.
Can I get advice on agreements from Gramex?
Yes, contact Gramex for advice on Gramex’s operations and client agreements as well use of phonograms and matters related to remuneration. However, Gramex does not provide general advice on agreements or copyright. Finnish Musicians’ Union and IFPI Finland, both Gramex member associations, provide various types of advice to their client groups. For general questions about copyright, you can also turn to the Copyright Information and Anti-Piracy Centre.
What is the Gramex Council?
The Gramex Council has three members representing musicians and three members representing phonogram producers. The chairperson of the board of directors serves as the chairperson of Council meetings.
What duties does the board of directors have?
The board of directors manages and oversees Gramex’s operations. It also acts as Gramex’s supervisory body, as specified in section 15 of the Act on the Collective Management of Copyright. According to the by-laws of Gramex, the board of directors must have an equal number of producer and musician representatives, and a chairperson that is considered neutral towards both groups. Tuija Brax serves as the current chairperson of the board of directors. Ilmo Laevuo, the managing director of Gramex, serves as the secretary of the board of directors. He is also in charge of Gramex’s day-to-day operations and staff management.
Who are appointed to the board of directors?
Tuija Brax serves as the chairperson of the board of directors. Producer members include: Antti Kotilainen (substitute member: Riku Pääkkönen), Tuomas Hämäläinen (substitute member: Henri Lanz) and Kimmo Valtanen (substitute member: Tom Pannula). Music performer members include: Ahti Vänttinen (substitute member: Ritva Kaukola), Pekka Lehti (substitute member: Juho Viljanen) and Mirkka Kivilehto (substitute member: Ilona Vartiainen). Ilmo Laevuo, the managing director of Gramex, serves as the secretary of the board of directors.
What is the role of the general meeting of Gramex?
Gramex’s member organisations are represented at the general meeting of Gramex where they decide, among other things, on the content of the client agreement, and approve Gramex’s financial statements, transparency report and investment principles.
International affairs
Does Gramex pay remunerations for songs played abroad?
Yes. Foreign copyright societies collect remunerations for the use of Finnish songs abroad. Remunerations to Finland and to Gramex are based on distribution agreements Gramex has in place with foreign copyright societies. A list of these copyright societies is available here.
What are the differences between internationally collected remunerations and domestic ones?
Remunerations collected from abroad are always based on the specific country’s own rates, and distributions are based on each foreign copyright management organisation’s rules on distribution and processing. The distribution schedules of different countries may also differ from Gramex’s schedules in terms of, for instance, delays between collection and distribution. For this reason, Gramex receives remunerations from abroad all year round.
When does Gramex pay remunerations from abroad?
The remunerations Gramex receives from abroad are always paid to Gramex clients at the time of next distribution. Please note that due to differences between countries and their policies, there may be a delay between collection and payment of remunerations.
Does Gramex withhold administrative fees from remunerations collected from abroad?
A statuory handling fee of 4% will be deducted from all remunerations collected from abroad at the time of settlement. The processing fee for foreign claims is used to compensate for technological developments needed to process international claims, for example. The deductions are allowed by law.
Licences
What radio advertising income affects the size of the remuneration?
Remunerations from commercial radio stations for phonogram use are based on the amount of music played and the advertising income of the radio station. The advertisement income used as the basis for remuneration refers to all income generated from the radio’s advertisements and adverts, programme sponsoring or other similar support arising from radio broadcasting. Realised credit losses can be deducted from the income. The reported income does not include taxes. Radio stations report their advertising income to Gramex monthly via a dedicated turnover reporting portal. You can access the portal here: https://report.gramex.fi/login
What are protected phonograms?
All Finnish phonograms created or released within the last 70 years are protected. Gramex remunerations are not collected for any older phonograms. Please note that we are currently undergoing a transition for the protection term. If a phonogram was recorded and published before 1963, its protection term was only 50 years. The phonogram is no longer protected for Gramex rights. It may still have valid Teosto rights. For foreign phonograms, Gramex protection is determined based on the recording country of the phonogram and the nationality of the phonogram’s producer. Recordings currently protected include phonograms recorded in countries with agreements in place that are included in a list provided by Gramex, and/or phonograms created by producers who are citizens of the listed countries. You can see the list of countries here.
Does Gramex provide licences for social media use?
Gramex does not license music for use in social media, advertisements, movies, YouTube or streaming services. In these cases, the producers of phonograms (such as record labels) manage the licensing themselves. You also need a licence from Teosto for any use of music.
In terms of an internet radio’s income, what will be considered when determining the size of remuneration?
The music licence price for an internet radio can be determined based on how much protected phonograms have been listened to (per track per stream) or on the income from the internet radio’s operations. Internet radio’s income refers to all income (excluding taxes) from radio operations, including advertising, adverts, sponsoring and other equivalent activities, as well as fees collected from listening to the broadcast.
In terms of an on-demand service’s income, what will be considered when determining the size of remuneration?
When determining remuneration for an on-demand licence, all income related to the on-demand service will be taken into account. These include income (excluding taxes) from advertising, adverts, sponsoring and other equivalent activities, as well as fees collected from use of the service. Exemptions include usage fees of the service that are strictly related to content that does not fall under the Gramex agreement covering phonogram use. Realised credit losses can be deducted from the income.
In the context of on-demand licensing, what does the number of listeners mean?
Remuneration for on-demand licences is affected by the number of listeners for the service. The number is listeners is the total of all unique (individual) listeners for the previous month’s all on-demand programmes. A listener is a person that has listened to a programme for 60 seconds or more during the past month.
What does SVOD mean?
A Subscription Video On Demand (SVOD) service refers to a service in which video recordings are broadcast for private use for a program catalogue fee so that the end user has an opportunity to access the recording by streaming in a place and at a time of their choosing via a network connection without obtaining a permanent copy of the recording. Such services include Netflix, HBO and Viaplay. A SVOD service is not a service in which users can upload content.
I use music in an advertisement. Can I get a licence from Gramex?
Gramex does not grant licences for using phonograms in advertisements. For all advertisement use, obtain the music licence directly from the rightsholders (such as a record label).
I use music in a movie that will be distributed in movie theatres. Can I get a licence from Gramex?
Gramex does not sell licences for use of phonograms in feature films. You need to obtain the licence directly from the rightsholders (such as a record label).
I use music in a trailer for my audiovisual work. Can I get a licence from Gramex?
Gramex does not sell licences for use of phonograms in trailers. You need to obtain the licence directly from the rightsholders.
I’m creating a video for a political party I represent, and I would like to use music in the video. Can I get a licence from Gramex?
Gramex is not permitted to sell licences for phonograms for use in political content. You need to obtain the licence directly from the rightsholders (such as a record label).
I obtained a licence from the Gramex online store. How do I know whether it is still valid?
Once you have accepted the agreement terms and paid for the licence, it is valid for the term specified in the agreement confirmation.
I obtained a licence from the Gramex online store. How long is the licence valid?
The validity of the licence is stated on the agreement confirmation you have received.
I cannot find the song I’m looking for at the Gramex online store. What should I do?
You can contact Gramex directly by e-mail or phone.
I use music. Do I need a licence from both Gramex and Teosto?
If you use phonograms, you will need licences for all forms of use for both the phonogram and the work itself. The licence for each form of use is not necessarily granted by Gramex or Teosto. Rightsholders also grant licences themselves, depending on the form of use.
I want to use music in a theatre play. What type of licence do I need?
Musiikkiluvat.fi sells licences for using music in a theatre play.
I am creating a piece of art that uses music. What type of licence do I need?
For using phonograms as part of an art piece or video installation, you need to obtain a licence directly from the phonogram’s rightsholders (such as a record label).
When I obtain a licence from Gramex, am I required to report my music use to Gramex?
In principle, reporting the use of music is always required to enable accurate distribution of remunerations. The reporting requirement is, however, determined by the type of licence you have obtained. So please review the agreement terms of your licence. You can find the agreement terms under the ”About the licence” link in each licence card.
I want to play music at my event. Where can I get the music?
You can get the music from any legal source, such as physical recordings or streaming services. Please note that if your event is not a private occasion but for an audience, you need to obtain music licences here.
What music can I use without a licence?
The current cutoff for phonogram copyright is 1963. This means that phonograms published before that are free to use without a licence. Please note that the actual work might still be protected, so you may need a licence to use the work itself. For questions regarding the work, get in touch with Teosto.
I want to use music in my podcast. Do I need a licence from Gramex?
For using music in podcasts, you need a licence directly from the rightsholders (such as a record label). Gramex does not sell licences for using phonograms on podcasts.
I want to use music in my AV production. Can I agree on a licence directly with the artist?
For phonograms used in AV productions, you can also choose to agree on the use of music directly with the rightsholders. They are the musicians that perform on the phonogram and the commercial producers of the phonogram. If you wish to make direct agreements with rightsholders, make sure that you have an agreement with each rightsholder of a phonogram.
I am making an introductory video of our company and I would like to use music in it. Do I need a licence from Gramex?
To use a phonogram in a company’s promotional or marketing video, always obtain a licence directly from the rightsholder (such as a musician or record label).
Do I need a licence to play recorded music at a private wedding or a funeral?
If it is a privately organised wedding or a funeral, no licence is required. Licence is only needed for performing music to an audience. Private events are typically restricted events, and playing music at such events is typically licence-free. However, if music is played to a larger restricted crowd for commercial purpose, you need a licence. This is typically the case when, for example, an employer plays background music at the workplace.
Music video
What is a music video?
Music video is a visual recording of music that presents a musical composition or part of it.
Why are music video remunerations different for producers and performers?
The law considers the performers on the video and the video’s producer in a slightly different manner. Because a music video is a cinematographic work, the music video producer has rights similar to a movie producer. Therefore, licence from the producer is required to play a music video in public. These licences are sold by Gramex. Artists or musicians performing on a video are also entitled to remunerations but with more specific terms. The law stipulates that Gramex may pay remunerations to performers if the music video has been filmed in Finland or in another EEA country and the included phonogram has been recorded in Finland.
MyGramex
What is MyGramex?
MyGramex is a service portal intended for Gramex’s music performer and producer clients. In MyGramex, you can check and maintain your contact information and see individual information on phonograms, plays and remunerations.
How do I change my account number and update my tax rate?
You can update your account number in the MyGramex portal. If you want to raise your tax rate, please notify Gramex by e-mail: tilitys@gramex.fi. You can also submit a new tax card to: tilitys@gramex.fi.
Where can I find the phonogram report?
If you have reported yourself as the producer of the phonogram, you can find the phonogram report in the MyGramex portal. If you cannot see the phonogram report button in your menu, please e-mail tilitys@gramex.fi. Instructions for filling out a phonogram report and an instruction video are in the MyGramex portal.
I cannot find my song in MyGramex. Why is this?
The song can also be missing from the MyGramex portal because, for instance, a phonogram report has not been submitted yet. If there are songs missing from the MyGramex portal or they are incorrect, get in touch with Gramex: tilitys@gramex.fi.
I play on a foreign band’s song. Why can’t I see the song in MyGramex?
Foreign producers do not automatically report songs they produce to Gramex, so please submit a phonogram report for the song. You can submit a phonogram report in the MyGramex portal.
I have forgotten my MyGramex password. What should I do?
Look for the Forgotten password link at the bottom of the MyGramex portal’s login page. Use it to create a new password.
I cannot login to MyGramex with my new e-mail address. What should I do?
Your e-mail address is your MyGramex portal user ID. If you have a new e-mail address, re-register to MyGramex with your new e-mail.
Online shop
I placed an order for a licence and opted to pay with an invoice. Do I get the invoice by e-mail or in paper form?
Typically, invoices for online store purchases are sent by e-mail. If you have only entered your mailing address in your online store user profile, you will get the invoice by mail.
Can I pay for a licence purchased at the online store with a card or online banking?
You can pay for your purchase at the online store with card or with online banking or opt to pay later with an invoice. If you have a business ID, you can also place an order and ask for a e-invoice to be sent directly to your company’s e-invoice address.
I cannot find the song I’m looking for in the Gramex online store. Why is that?
The song search in the Gramex online store is directly connected to the Gramex phonogram database. If you cannot find a song in the online store, the song has not been reported to Gramex.
I cannot find the song I’m looking for at the Gramex online store. What should I do?
You can contact Gramex directly by e-mail or phone.
Payment
What is a distribution?
Distribution refers to paying the final sum of remunerations for a single rightsholder, as determined by the distribution process, to a bank account provided by the rightsholder or their representative. Distribution is also referred to as division of remunerations.
What is a negative distribution?
Negative distribution refers to collecting a previous overpayment from a rightsholder in the form of a negative distribution.
What does the distribution schedule mean?
At the end of each calendar year, Gramex’s board of directors approves the main distribution schedule for the next calendar year. Once the distribution schedule is confirmed, it is published on Gramex’s home page by the following January.
What is distribution data?
Distribution data refers to the usage metrics for distribution calculation.
What is a distribution calculation?
Distribution calculation is a part of the distribution process where the actual calculation of remunerations is conducted for individual phonograms and rightsholders.
What is a distribution plan?
Distribution plan is a plan prepared by the Gramex office. It details the collected remuneration funds a single scheduled distribution primarily consist of.
What is the reserve?
The reserve refers to a part of remuneration funds that Gramex excludes from a single distribution to be prepared for later demand.
What general principle does Gramex follow when distributing remunerations to music performers and producers of phonograms?
The Gramex Council confirms the general principles of distribution for remunerations once a year. They state how remunerations are distributed to music performers and phonogram producers as rightsholder-specific remunerations. Rules of distribution, as confirmed by Gramex’s board of directors, also apply to distribution.
What does the “Online PVR” line refer to in the Gramex bank statement?
Online PVR services are TV programme online storage services, such as TV programmes saved through Elisa Viihde.
Where can I find the amount of remuneration I will be receiving?
You can find your remuneration payment breakdown and track play statistics at MyGramex. MyGramex also includes playtime statistics that show you, for instance, which radio station has played the song and how many times. Please note that track play statistics are not transferred to MyGramex immediately following radio play, for instance. They become available after the day of distribution. The payment breakdown is available approximately one week before distribution.
What is the minimum payable distribution?
Currently, the minimum payable distribution is 5 euros. If the remunerations for a year do not reach the minimum, annual remunerations are accumulated for a maximum period of three years.
Are Gramex remunerations taxable income?
Yes, Gramex remunerations are taxable income. When you are a Gramex client, the Tax Administration provides us with your tax card at the beginning of each tax year. Your new tax percentage will be updated in MyGramex at the beginning of each February.
Why do I get less money for plays on a small local radio than I do from play on national radio?
The size of remunerations paid to performers and producers vary contractually based on music users and form of use (such as radio, AV or background music). Remunerations from commercial radio stations are based on the amount of music played and advertising income. Typically the value of a single play increases as a radio station grows and becomes more profitable. You can read more about radio licences here.
My song is playing in a local bar. Am I entitled to remunerations?
Gramex collects and pays out remunerations when music is used, for example, as background music in a bar – as long as the bar has obtained the correct licences. Every restaurant that plays background music should have a licence acquired through Musiikkiluvat.fi. Background music remunerations are paid to the performers and producers of music based on usage reports. If no usage reports are available, remunerations are calculated based on music play in Finnish radio, and with the help of complementary research data if necessary.
What are administration fees or withholds?
The law stipulates that Gramex cand withhold any costs incurred by the collection and administration of remunerations at the time of distribution. The law also permits withholds for promotional activities that are offered to all clients. In 2022, our total cost of operations was a historically low 13.2%. Please see our annual reviews for a transparent breakdown of expenses. You can check your own distribution and any related withholds in MyGramex. It is also worth noting that Gramex clients are not charged any entry or membership fees.
Phonogram report
Why do I need to submit a phonogram report?
Based on the phonogram report, we know who to pay remunerations to after your song has been played publicly or it has been licensed to be used in an audiovisual work, for instance.
When do I need to submit a phonogram report?
It is a good idea to submit a phonogram report immediately once a song/phonogram is published. But if you do not submit the report immediately, you can also submit it later as we pay remunerations dating back three years.
Where can I find the phonogram report?
If you have reported yourself as the producer of the phonogram, you can find the phonogram report in the MyGramex portal. If you cannot see the phonogram report button in your menu, please e-mail tilitys@gramex.fi. Instructions for filling out a phonogram report and an instruction video are in the MyGramex portal.
We have self-released a recording. How do we submit a phonogram report?
You must always choose a producer for a self-published recording. You may list several producers for the recording. If there are multiple producers, you should sign a joint production agreement. After this, the producer may submit a phonogram report via the MyGramex portal.
Should all performers be listed separately in the phonogram report?
Yes. All artists and musicians that perform on the phonogram must be listed in the phonogram report, including all visiting artists (such as “featuring artists”) and any foreign persons and their date of birth.
The producer did not submit a phonogram report. Can I do it myself?
Yes, you are also allowed to submit a phonogram report. You must provide all codes and information related to the phonogram as well as song-specific performer shares.
Should I still submit a phonogram report for a song released a couple of years ago?
Yes, you should still submit a phonogram report even if the song is a bit older. Gramex will pay remunerations that date back up to three years. And it is possible that the recording will be played again in the future.
The phonogram report contained an error in the performer shares. What will happen with the already paid remunerations?
Once we have received the error correction from the phonogram producer, our distribution software will recalculate the remunerations dating back three years. The performer missing from the phonogram report will get their share during the next distribution while we deduct overpayments made to other performers of the song from the amount to be paid in the next distribution.
Should I have my own record label?
A record label is not a required in the phonogram report, so you don’t have to fill it in.
I made a mistake in the phonogram report. How can I fix it?
You can send a correction request to tilitys@gramex.fi. Unfortunately you cannot fix the report yourself in the MyGramex portal.
How do I submit a phonogram report?
You can submit a phonogram report via the MyGramex portal. Since remunerations can be paid out the same year they are collected, we recommend submitting the report as soon as possible. Otherwise you may have to wait a long time before getting paid.
Why is there no phonogram report menu displayed in MyGramex?
The phonogram report menu is displayed on MyGramex to all producer clients. If you have a performer (artist) client agreement, no link to a phonogram report is displayed. It is still possible to report a missing phonogram but please contact our customer service first (tilitys (at) gramex.fi) so that we can unlock the required section of the portal.
How do I submit a music video report?
If you have filmed a music video for your phonogram, you must report it to Gramex. A music video report is required for any remunerations. Use this link to print out a music video report and submit it to Gramex (tilitys (at) gramex.fi).
How do I report a joint production?
When a phonogram has multiple producers, it is considered a joint production. You can report a joint production together with a phonogram report by adding this attachment to the report.
How do I assign performer shares in a phonogram report?
The performer share on a phonogram report should list all people who perform on the phonogram. The band can divide their vocalist and musician shares equally if there are no other musicians performing on the track. In this case, the band members must together sign an agreement on equal shares. Remember to attach this agreement to the report. If a track has conductor shares, equal shares are not possible.
I don’t have each performer’s Gramex number for the phonogram report. What should I do?
Name and Gramex number are mandatory for all performers, or artists, on a music recording. If a performer does not have a Gramex number, report their birthday and e-mail address. The e-mail address is crucial because we send new clients a link to the online Gramex agreement.
What is the “catalogue number” required for a phonogram report?
The catalogue number is mandatory. The producer assigns a catalogue number to the phonogram. The code is typically a combination of letters and numbers (such as BÖCD 01). This should be a unique code with a maximum length of 19 characters. The catalogue number is the same code as the “recording identifier” required by Teosto. Also, note that the catalogue number identifies the entire phonogram while the ISRC code is track-specific. Request the ISRC code from IFPI Finland.
Do I need to submit a phonogram report for a single or a radio promotion?
A phonogram report is required for all singles, radio promotions, etc. They also need a catalogue number. In case of an individual song with no catalogue number assigned, it must have an ISRC code. Request the ISRC code from IFPI Finland.
Phonograms
What is a phonogram?
A phonogram is any recording or file that includes audio, including a CD, streamed song, MP3, audio tape or an audio file in computer memory or USB drive. Phonograms are also called music recordings.
Do I need a catalogue number for a digital single?
Yes. Each recording must have its own catalogue number, including digital singles. You need the catalogue number for submitting a phonogram report. The catalogue number of an individual single can be the same as its ISRC code.
What does “form of use” mean?
Forms of use refer to the various licensing and distribution types used to describe the different ways to use phonograms.
What are unidentified track plays / phonograms?
All recorded songs are sometimes not reported to Gramex, or the report has been deficient. There might also be songs in usage reports where rightsholders (i.e. performers and producers) have not been identified properly and remunerations have therefore not been processed. These are called unidentified track plays or phonograms. In these cases, Gramex will try to carefully investigate the issue and identify the correct rightsholder as required by the Act on Collective Management of Copyright. You can view track plays reported by users that are deficient or erroneous (for instance, phonogram report not submitted, information on producer or some of the musicians is missing) here. Please notify Ilona Saarela (ilona.saarela@gramex.fi) if you recognise your song.
Producers
Where do I get an ISRC code?
To create an ISRC code for use in phonograms and music videos, a producer can apply for a producer ID from IFPI Finland, the association that grants and registers such IDs in Finland. With the producer ID, the applicant can create the song and video-specific ISRC codes they need and maintain a record of them.
I have sold the producer rights of a phonogram I own. Do I need to report this to Gramex?
If you sell the producer rights to your phonogram, fill out an agreement on the transfer of producer rights and submit it to Gramex. Based on the agreement, Gramex can identify the party to which remunerations are to be paid in the future and the date of the transfer of rights.
What is a catalogue number and where can I get it?
The producer assigns a mandatory catalogue number to the phonogram. The catalogue number is the same code as the “recording identifier” required by Teosto. The code is typically a combination of letters and numbers (such as BÖCD 01). This should be a unique code with a maximum length of 19 characters. NOTE! Catalogue number identifies the entire phonogram while the ISRC code is track-specific.
What are producer remunerations?
Producer remunerations are paid to the commercial producer of a phonogram for its use.
Radio
Do radio stations report on their use of music?
Yes. All commercial radio stations and Yle report on their music use. Radio stations report the name of the song, performer, duration, ISRC code and catalogue number to Gramex. Based on the phonogram report submitted by the phonogram producer, Gramex see who is entitled to the remunerations accumulated for the song.
Which radio stations are included in the payment distribution agreement?
All Yle channels and commercial radio stations are included.
What is the per-minute remuneration from radio?
Remunerations from commercial radio stations are based on amount of music played and advertising income, with rates varying from 0.10 to 4 euros per minute. The remuneration from the Finnish Broadcasting Company Yle is based on an agreement with Gramex and varies based on the channel and time of day from 0,50 euros to 10 euros per minute.
In terms of an internet radio’s income, what will be considered when determining the size of remuneration?
The music licence price for an internet radio can be determined based on how much protected phonograms have been listened to (per track per stream) or on the income from the internet radio’s operations. Internet radio’s income refers to all income (excluding taxes) from radio operations, including advertising, adverts, sponsoring and other equivalent activities, as well as fees collected from listening to the broadcast.
In terms of an on-demand service’s income, what will be considered when determining the size of remuneration?
When determining remuneration for an on-demand licence, all income related to the on-demand service will be taken into account. These include income (excluding taxes) from advertising, adverts, sponsoring and other equivalent activities, as well as fees collected from use of the service. Exemptions include usage fees of the service that are strictly related to content that does not fall under the Gramex agreement covering phonogram use. Realised credit losses can be deducted from the income.
In the context of on-demand licensing, what does the number of listeners mean?
Remuneration for on-demand licences is affected by the number of listeners for the service. The number is listeners is the total of all unique (individual) listeners for the previous month’s all on-demand programmes. A listener is a person that has listened to a programme for 60 seconds or more during the past month.
Can I play music from Spotify or YouTube on the radio or internet radio?
Any music played on the radio must come from a legal source. Spotify and YouTube are not legal sources, as they are intended only for personal use as stated in their terms of use.
I want to play music on the radio. Where can I get the music?
You can get the music from any legal source, such as physical recordings or streaming services. Remember that you also need a licence.
I’m planning an FM radio operation that will broadcast for a short time. Can I also broadcast online?
You can obtain a short-time radio licence from the Gramex online store that covers both FM and online broadcasts.
I want to set up a radio that uses music. What licences do I need?
To use music, you need a licence from both Gramex and Teosto. The type of licence you need depends on whether you broadcast using FM frequencies, online or both. The duration of radio operations and its type also affect what licence is required. All Gramex radio licences are available on the ‘Buy licence’ page.
Our faculty organisation is broadcasting a Mayday radio, and we use music in it. Do I need a licence from Gramex?
Short-term radio stations that operate on FM frequencies and online need a licence both from Gramex and Teosto to use music. You can get the Gramex licence directly from the Gramex online store.
Remunerations
Who are entitled to Gramex remunerations?
Gramex remunerations are paid to artists, musicians and conductors performing on the recording as well as to the producer of the phonogram. Creative producers or studio producers are not entitled to Gramex remunerations.
I perform as a musician on a song. Am I entitled to remunerations?
Yes, you are entitled to remunerations if your song is played, for instance, on the radio. Check with the phonogram’s producer that a phonogram report has been submitted to Gramex for the song.
What is the validity period of Gramex rights?
Gramex rights are valid for 70 years following the creation or publication of a phonogram. When a person dies, their Gramex rights are inherited just like any other property.
Is the creative producer of a song entitled to Gramex remunerations?
Gramex remunerations are not paid to creative producers. According to the Copyright Act, only the performers of music (musicians, vocalists and conductor) and the financial producer of a recording are entitled to Gramex remunerations.
My song is played on YouTube, Spotify and TikTok. Am I entitled to Gramex remunerations?
Gramex does not license music for use in social media or streaming services. The producers of phonograms (such as record labels) manage this type of licensing. For this reason, Gramex does not pay remunerations for plays on, for example, YouTube, Spotify or TikTok.
In what situations Gramex remunerations are not paid even when a phonogram is used?
Gramex remunerations are not paid for, for example, subscription music, advertisement music, YouTube, TikTok, Spotify, Facebook, other social media channels, live performances, or resale of songs.
Our band has performed some club gigs. Do we get remunerations?
Gramex remunerations are not paid for live performances. Gramex only collects remunerations for use of phonogram when, for instance, a song is played on the radio.
How are Gramex remunerations divided among the performers of the music recording and its producer?
Gramex remunerations are divided so that music performers get 50% and the music producer the other 50%. For more detailed rules of distribution, see here.
How are remunerations divided among the music performers?
If a vocalist has been reported for the music recording, they will receive 50% of the share of music performers. The other half of the music performers’ share is divided among the other musicians according to the share of instruments each performer has played on the phonogram. The division of remunerations between music performers is based on the phonogram report submitted by the producer of the recording. For more information on rules of distribution, see here.
My friend received remunerations, why did I not get any?
Make sure that you have entered into a client agreement with Gramex and that your client information (including address) are up to date. Also check with MyGramex that you have been reported as a music performer on all songs you have been involved in.
My song has been playing on the radio. Why have I not received remunerations?
Your song may have been played on a radio station that is not covered by individual usage reports. The reason why some radio stations do not undergo individual processing can be due to the small amount of remunerations paid by the radio station or some issue with the radio station’s reporting. Also, the involvement of various radio stations may vary between distribution periods. You can also go to MyGramex and double-check that the song has been reported to our register. Please note that the minimum distributable amount is 5 euros. Gramex will pay remunerations that date back up to three years.
Does Gramex pay remunerations for songs played abroad?
Yes. Foreign copyright societies collect remunerations for the use of Finnish songs abroad. Remunerations to Finland and to Gramex are based on distribution agreements Gramex has in place with foreign copyright societies. A list of these copyright societies is available here.
What is an individual remuneration?
An individual remuneration refers to a remuneration that is made to an individual identifiable rightsholder for a single phonogram.
What are undistributed funds?
Undistributed funds are remuneration funds whose rightsholder has not been identified in a satisfactory way and/or has not been reached within three years of the collection period, rendering Gramex unable to pay the remunerations to the rightsholder within the allowed three-year period.
What is a collection period?
A collection period refers to a specific time period from which distributed remunerations originate.
What is an overpayment?
An overpayment is a remuneration paid to a rightsholder that is determined, after payment, to have been too large. This can happen, for instance, if the number of musicians performing on a recording is later determined to have been larger than what was known at the time of payment. In this case, the rightsholder has received an overpayment for the phonogram.
What Gramex remunerations are music performers and producers entitled to?
Gramex remunerations are collected from, for instance, radio stations, companies using background music (such as stores and restaurants) and AV producers.
Can copyright remunerations be inherited?
Yes, copyright remunerations are inherited just like any assets. Copyright remunerations received as inheritance are not considered earned income, but rather they are capital income and liable for capital gains tax as set by tax authorities. Heirs do therefore not have to provide Gramex with a personal tax card as Gramex withholds the capital gains tax (30% in 2024) from all distributions. Remember to also submit the estate inventory deed to Gramex.
What happens to expired remunerations?
Remunerations collected by Gramex can expire if they cannot be paid to a certain rightsholder or the rightsholder cannot be reached. However, Gramex will not keep these remunerations. They will be distributed in a manner decided separately as direct remunerations to music performers and phonogram producers as well as to funds benefiting rightsholder groups. As a general principle regarding expired remunerations, the Council meeting of Gramex can decide that any undistributed remunerations be added to the collective management organisation’s capital, used either as direct or collective remunerations, or otherwise used to benefit those entitled to remunerations.
Social media
My song is played on YouTube, Spotify and TikTok. Am I entitled to Gramex remunerations?
Gramex does not license music for use in social media or streaming services. The producers of phonograms (such as record labels) manage this type of licensing. For this reason, Gramex does not pay remunerations for plays on, for example, YouTube, Spotify or TikTok.
Does Gramex provide licences for social media use?
Gramex does not license music for use in social media, advertisements, movies, YouTube or streaming services. In these cases, the producers of phonograms (such as record labels) manage the licensing themselves. You also need a licence from Teosto for any use of music.
I use music on social media, do I need a licence from Gramex?
Gramex does not sell licences for using phonograms on social media. As a private individual you can use music in many social media services, such as Instagram and TikTok, because many record labels have agreements with social media platforms regarding use of music. If the publisher is a company or a community or if the video is made in commercial cooperation, the licence for use of the phonogram as part of a social media posting should be obtained directly from the rightsholder (such as a record label).
I use music in a video that I’m uploading to YouTube. Do I need a licence from Gramex?
Gramex does not sell licences for using phonograms on YouTube. As a private individual, you can use music in non-commercial videos published on YouTube because most record labels have an agreement with YouTube on using their phonograms. If a record label has not made an agreement and permitted the use of a phonogram, YouTube may block or remove the video. However, if you publish a video on YouTube under a company or community account, you should always obtain a licence for the phonogram directly from the client, typically the record label. You will also need Teosto licences for the music.
TV shows, films, audiovisual works
Where can I see all the recordings I can use for TV programme productions?
You can consult the Gramex av-licensed audio library in the audio search. The music database contains around 500 000 music tracks from Finland for worldwide use. For domestic use, the database contains 1.5 million tracks from Finland and abroad. Click here to go to the database to make a search.
I use music in a trailer for my audiovisual work. Can I get a licence from Gramex?
Gramex does not sell licences for use of phonograms in trailers. You need to obtain the licence directly from the rightsholders.
The TV series I produce has a scene with karaoke. Can I get a licence from Gramex?
You need a licence directly from the producer of the karaoke service because Gramex does not represent the producers of karaoke recordings.
Can I use a song I have downloaded from YouTube in my TV series?
The licence obtained from Gramex does not cover use of files downloaded from YouTube. The licence requires that the phonogram is obtained from a legal source such as a physical recording or a download store.
I want to use music in my AV productions. Where do I get the music?
You may get the music from, for instance, a physical recording or download it from a store, but you are not allowed to source it from services such as YouTube or SoundCloud.
I want to use music in my AV production. Can I agree on a licence directly with the artist?
For phonograms used in AV productions, you can also choose to agree on the use of music directly with the rightsholders. They are the musicians that perform on the phonogram and the commercial producers of the phonogram. If you wish to make direct agreements with rightsholders, make sure that you have an agreement with each rightsholder of a phonogram.
I’m making a video that we are going to play in the annual meeting of our recreational club. I want to use music in my video. Do I need a licence from Gramex?
Turn to Gramex to get a licence for using music in a publicly-presented audiovisual work. The licence is available for purchase at the Gramex online store.