Privacy Policy


Nick Cole Photography is committed to protecting and respecting your privacy. This policy outlines how we handle personal data that we may collect from you, or you provide to us and how we will process this data.

If at any point you would like any clarification on the content within this policy please contact Nick Cole at [email protected]

How do we handle the data we collect?

Nick Cole Photography (referred to as NCP in this policy) uses the following systems to manage data and information within the business. A Studio Management Software System (SMSS) is used to retain and process client information, including contact details, emails, invoices and to deliver photographic images to its clients. NCP also uses other information technology service providers for the delivery, handling, processing and back-up of photographs, mail, contacts, calendar and documents. Some of these services are integrated with the SMSS through the internet, to facilitate data handling across different software packages. Your data is backed up locally and remotely using an internationally recognised cloud based back up service provider, to provide secure and robust data recovery. This data is encrypted and the back-up data provider is committed to complying with the principles of the General Data Protection Regulations (GDPR). All of the suppliers that handle the data collected by NCP offer industry leading encryption to protect your data and NCP will continually review the suitability of these suppliers. We only work with trusted partners and use industry leading antivirus software to protect our IT system. Whilst every measure is taken to protect the security of your data, internet-based data transmissions may have security gaps, so absolute protection cannot be guaranteed.

What data do we collect?

We may collect information in the following circumstances

  • When you register to use our services.
  • Complete contact forms at nickcolephotography.co.uk
  • Request further services that we provide.
  • When you share your contact details during normal business to business communications.

The only data we collect from the website is information that our customers choose to submit to enhance our services to them, such as their name, email address, telephone number and their requirements. We may ask you for information when you enter a competition or promotion sponsored by NCP or when you report a problem to us. If you share a business card at an event we may keep a record of your contact details. We may also collect your contact details at a promotional event. If we do we will ask for your permission to retain your contact information. If you contact us by telephone, email or any other method of communication, we may keep a record of that correspondence.

When you complete a booking proposal in our SMSS you will be asked to fill in a contact form. If you are the primary contact, you will have full visibility of your contact details and you have the option to update and amend your contact details through your password protected client portal at any time. We will ask the primary contact to complete a questionnaire and the questions may vary depending on the photography services being purchased. This questionnaire will remain on your client portal which you can access and update at any time. Following your photography session, the delivery of your photographic products and the receipt of all payments, your photography session details will be archived, however they will remain within our SMSS and you will continue to have access through your personal client portal. We may delete your photography gallery from our SMSS one year after the photo shoot, however, before doing so we will write to you to advise that your gallery is being deleted. Your original photographs may be retained for a longer period and the copyright of the photographs taken remain the property of Nick Cole Photography.

In order to maintain the website www.nickcolephotography.co.uk in case of server outage or data loss we operate an automated back-up system using external cloud storage.

How do we use the information we collect?

We use information held about you in the following ways:

  • To ensure that content from our site is presented in the most effective manner for you and to improve the user experience.
  • To provide you with information, products or services that you request from us or which we feel may interest you and where you have consented to be contacted for such purposes.
  • To carry out our obligations arising from any contracts we have agreed with you.
  • To notify you about changes to our service.

We may also use your data to provide you with information about goods and services which may be of interest to you. If you are an existing customer, we may contact you with information about goods and services similar to those which were the subject of a previous sale to you. If you are not an existing customer, we may contact you only if you have consented for us to do so.


The website at NCP uses cookies. Cookies are text files that are stored in a computer system via an internet browser. Many internet sites and servers use cookies. Cookies contain a cookie ID, this is a unique identifier of the cookie and allows visited internet sites and servers to differentiate the individual browser of the user from other internet browsers that contain other cookies. A specific internet browser can be recognised and identified using the unique cookie ID. The use of cookies enables NCP to provide the users of this website with more user-friendly services that would not be possible without the cookie setting. The cookie allows the website to be optimised with the user in mind. Cookies allow us, to recognise our website users. The purpose of this recognition is to make it easier for users to use our website, such as reducing the need to enter data each time the website is accessed.

How do I turn cookies off? If you want to delete cookies that are already on your device you can do this by deleting your browser history or for more information on how to manage cookies visit aboutcookies.org. You can also block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site. We may change this Policy from time to time as a result of changes required by its insurers, for operational or administrative reasons or in order to comply with changes in the law.

Collection of general data and information

The website of NCP collects general data and information when used by an individual or an automated system. This may include server log files with details of the browser types and versions used, the operating system used, the originating website or sub-websites, the date and time of access, the IP address, the internet service provider of the accessing system and any other similar data and information technology system. This information is gathered to optimise the content of our website, to ensure the long-term viability of our IT systems and website technology and to provide law enforcement authorities with the information necessary for criminal prosecution in case of a cyber-attack. NCP may analyse anonymously collected data and information statistically, with the aim of increasing the data protection and data security of our business and to ensure an optimal level of protection for the personal data we process. The anonymous data of the server log files are stored separately from all personal data provided by an individual.

Contact via the website

The website of NCP allows users to communicate directly to us via email and this data is automatically stored. This personal data is transmitted on a voluntary basis by the website user. There is no transfer of this personal data to third parties.

You have the right to

  • Request whether your personal data is being processed in anyway and to obtain free information about your personal data stored at any time and to request a copy of this information.
  • Have inaccurate information corrected and incomplete information completed.
  • To be forgotten where a set of criteria are met, as outlined within the General Data Protection Regulation (GDPR).
  • To restrict the processing of your data based on detailed guidelines outlined within the GDPR.
  • To receive a copy of your personal data.
  • To request that Nick Cole Photography no longer processes your personal data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms for the establishment, exercise or defence of legal claims.
  • Object at any time to the use of your data for direct marketing purposes.
  • Withdraw consent to the processing of your personal data at any time.

Data protection provisions associated with Facebook and Instagram.

Nick Cole Photography has integrated components of Facebook and Instagram into its website. When accessing individual pages, Facebook and Instagram are made aware of visits to our website. If the user is logged in at the same time on Facebook or Instagram, then visits to the specific sub-sites of our website can be matched with the personal Facebook and Instagram user accounts. Facebook and Instagram will receive information about a visit to our website whenever the user is also logged on to Facebook and Instagram at the same time. You can find out more about the information processed to support Facebook, Instagram, Messenger and other products and features offered by Facebook here

Data protection provisions and the use of Google Analytics

Nick Cole Photography has integrated components of Google Analytics into its website which collects anonymised user data. Google Analytics is a web analytics service which gathers and analyses data about the behaviour of visitors to websites. It collects data about the website from which a person has come, which sub-pages were visited, how often and for what duration a sub-page was viewed. Web analytics are mainly used for the optimisation of a website and in order to carry out a cost-benefit analysis of advertising. The purpose of the Google Analytics component is to analyse the traffic on our website. Google uses the collected data and information to evaluate the use of our website and to provide online reports, which show the activities on our website and to provide other services concerning the use of our internet site for us. The user may prevent the use of cookies when visiting nickcolephotography.co.uk and this will prevent Google Analytics from downloading cookies onto their computer. Google Analytics is further explained under the following link https://www.google.com/analytics/.

Data protection provisions about the application and use of LinkedIn

Nick Cole Photography has integrated components of the LinkedIn Corporation on this website. When accessing individual pages at nickcolephotography.co.uk and where the LinkedIn components have been integrated, LinkedIn is made aware of the users sub-site visits to our website. LinkedIn receives information via the LinkedIn component that the user has visited our website if logged in to LinkedIn at the time as accessing our website. The applicable privacy policy for LinkedIn is available at the following link. https://www.linkedin.com/legal/privacy-policy

Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be updated to this page.