• Report date & time:

• Reporter (name, role, department):

• Contact information:

• Affected unit/team/project:

• Date & time of discovery:

• Estimated time of occurrence (if known):

• Location / affected system:

  • Physical location

  • Server / cloud system

  • Social media / website / third-party platform

• Type of violation:

  • Unauthorized copying of content

  • Data theft or unauthorized data transfer

  • Unapproved use/distribution of photos, videos, music, artwork, text

  • Any other form of intellectual property misuse

• Detailed description of what happened:

• Affected files or content:

  • e.g., song masters, artwork, private images, confidential documents

• Evidence:

  • Screenshots

  • URLs

  • Logs

  • Metadata

  • Witness statements

• Type of affected data/content:

• Number of items/files involved:

• Individuals or rights holders affected:

• Estimated exposure:

  • Internal only

  • Public exposure

  • Multiple platforms

  • International reach

• Potential consequences:

  • Financial loss

  • Commercial or artistic disruption

  • Reputation damage

  • Legal exposure

  • Violation of privacy rights

• Risk level: High / Medium / Low

• Is external notification required? (Authorities, regulators, partners)

• Potential perpetrators: internal / external

• Witnesses or informants:

• Access rights of individuals involved:

• System logs: IPs, timestamps, accounts

• Devices or software involved:

• IT/security analysis:

  • Suspicious activity

  • Vulnerabilities found

  • Forensic notes

• Actions already taken:

  • Account lockout

  • Content removal

  • System isolation

  • Notification of internal teams

  • Contacting host platforms

• Results so far:

• Next required actions:

• Internal communication: who was informed

• External communication: rights holders, partners, legal teams

• Confidentiality requirements:

• Attached evidence:

  • Screenshots

  • Logs

  • Files

  • Archive links

• Record of all decisions and actions taken:

• Lessons learned:

• Required improvements:

  • Security controls

  • Access rights

  • Training

• Follow-up responsibility: person/team + deadline

• Legal considerations:

• Need for legal counsel: yes/no

• Deadlines (contractual or regulatory):

• Current status: open / under investigation / resolved

• Closure date:

• Ongoing monitoring required: yes/no

Media & Platform-Focused Incident Reporting Points (13, 14, 15, …)

Specify the exact category of the violated content:

• Images / photos

• Videos

• Music tracks

• Albums

• EPs

• Singles

• Lyrics / text works

• Interviews

• Biographical content

• Related/associated content (relatives, collaborators, referenced persons)

• Platform metadata, thumbnails, previews

• Search engine results or snippets

List each platform where the content was:

• Uploaded

• Re-posted

• Copied

• Mirrored

• Referenced

• Indexed

Examples:

• On Google Search results

• On YouTube.com or YouTube Music

• On Spotify, Deezer, Tidal, Bandcamp

• On Facebook / Instagram

• On websites referencing SG / SGMI without permission

• On music distribution sites using SG music/assets without authorization

• On mirror sites or data-scraper platforms

Include URLs, screenshots, timestamps.

Clarify which rights were breached based on the type of content:

Copyright-related violations

• Unauthorized reproduction

• Unauthorized public distribution

• Unauthorized public performance (streams, videos)

• Unauthorized adaptation/editing

• Unauthorized embedding (iframes, playlists, thumbnails)

Personality / privacy rights

• Unauthorized use of images of the artist

• Unauthorized use of voice recordings

• Unauthorized publication of private/interview content

• Unauthorized publication of biography or personal details

Trademark or brand misuse

• Use of SG / SGMI brand or logos without permission

• False association or misrepresentation

Identify where the content might have originated:

• Direct upload by unknown user

• Re-upload of official SG / SGMI content without permission

• Leaked pre-release materials (album, EP, single)

• Scraped from platforms like YouTube, Spotify, or the official site

• Taken from social media (clips, artworks, posts)

• AI-generated reproduction based on SG/SGMI content

Describe how visible the unauthorized content is:

• Public or private

• Number of views/listens (if available)

• Number of shares or reshares

• Indexed by Google

• Distributed to streaming platforms automatically

• Used in playlists, compilations, reaction videos, etc.

If available:

• Username

• Profile links

• Email (if public)

• Country/location

• Connected profiles (same user across platforms)

• Previous infringement history

List all damages or risks:

• Loss of revenue (music streams, royalties)

• Misrepresentation of brand, biography, or artist identity

• Confusion among fans or public

• Leaking of unreleased material

• Reputation damage

• Incorrect information on Google, YouTube, Instagram, etc.

• Illegal monetization using SG/SGMI content

Specify what needs to be done for each platform:

Example actions:

• Takedown request

• Copyright claim submission

• DMCA notice

• Contact platform support

• Block/ban uploader

• Remove search engine indexation

• Request delisting from Google Search

• Forward to legal department

Attach or archive:

• Screenshots (full page + links)

• Video/audio copies where necessary

• Archive URLs

• Metadata

• Search engine snapshots

• Logs from distribution partners

• Communication with platforms

Confirm whether the content was:

• Never released officially

• Pre-release material

• Leaked demos

• Old works not meant for public

• Edited or manipulated versions

• Fake/imposter content

• Incorrect biography or invented interview

Mark applicable categories:

• Copyright infringement

• Identity misuse

• Trademark misuse

• Unauthorized distribution

• Defamation (if false biography or interview)

• Privacy violation

• Platform policy breach

Determine:

• Urgency (High / Medium / Low)

• Whether legal escalation is required

• Whether platform-wide cleanup is needed

• Whether additional monitoring is required

• Level of threat to SG / SGMI reputation and rights