An unexpected request for a music licence can be stressful, but an inspection is not the moment to improvise or argue. Stay calm, establish who is visiting and document what happens.
What does a ZAiKS inspection look like in practice?
A representative may visit a venue, identify the music being played and ask on what basis it is communicated to customers. They may request an agreement, proof of payment or a certificate from a music supplier. ZAiKS represents authors and composers in Poland; other rights may be administered separately by STOART and ZPAV.
Step by step: what to do during an inspection
- Ask the visitor to identify themselves and show their authorisation.
- Note the date, time, name and organisation.
- Answer factually. Do not guess which catalogue or account is in use.
- Show the agreement or certificate that actually covers the music currently playing.
- Read any protocol carefully. Add factual reservations before signing if it is incomplete or inaccurate, and request a copy.
- If the legal basis or claim is unclear, contact your provider or a lawyer before accepting obligations.
What should you show the inspector?
For mainstream repertoire, this may be contracts and payment confirmations from the relevant collective management organisations. For directly licensed business music, show the supplier’s certificate and agreement, ideally identifying the venue, licence period, public-performance scope and covered catalogue.
A Spotify receipt is not such a certificate: payment for a private subscription does not prove business public-performance rights.
What are the consequences of having no licence?
The rights holder or collecting organisation may demand that unlawful use stop and may pursue remuneration or damages under Polish law. The amount and procedure depend on the facts. An inspector does not decide every disputed legal issue at the counter, so do not sign statements you do not understand.
How can you prepare in advance?
- decide which music source staff may use,
- block private Spotify or YouTube accounts on the business player,
- keep the current licence and certificate accessible,
- make sure the document covers every relevant location and zone,
- give staff a short procedure for handling a visit.
Read the complete guide to music without separate ZAiKS fees →
Questions and answers
Q: Can a ZAiKS inspector issue an on-the-spot fine?
A: The visitor may document use and present a claim, but do not confuse this with every kind of official administrative fine. Verify the representative’s authority and the legal basis stated.
Q: Must I let the inspector into the salon?
A: Access rights depend on the circumstances. Ask for identification and authorisation, avoid confrontation and obtain legal advice if in doubt.
Q: Is a certificate from my music service enough?
A: It is useful evidence if it genuinely covers public performance, the current venue and all relevant rights in the music being played.
Q: What if I played unlicensed music in previous years?
A: Do not conceal records or make admissions without understanding the claim. Ask for its written basis and seek individual legal advice.
Q: Can I refuse to sign the inspection report?
A: You should not sign an inaccurate or unclear document. Read it, record reservations and request a copy; obtain advice on the consequences in your case.
This is general information about the Polish system, not individual legal advice.
