Privacy Policy & Client Terms

Last updated: August 10, 2025

Services Offered and Availability

I am a New Zealand-based photographer providing a wide range of services, including weddings, engagements, family and individual portraits, commercial and branding shoots, art documentation (e.g. exhibitions and artworks), events (such as community gatherings and school balls), and more. Most of my work is done on-location, though studio options are available when needed. While I primarily serve clients in New Zealand, I am open to international assignments – if a shoot is overseas, I can travel provided that travel and accommodation expenses are covered by the client. In all cases, I strive to deliver thoughtful, honest imagery tailored to each client or project, drawing on my background in the arts and community sectors.

‍

Personal Information Collection & Use

When you get in touch or book a session with Photography by Nimmy, I will need to collect certain personal information in order to serve you effectively. This typically includes your name, contact details (such as email address and phone number), and details about the shoot you’re interested in (for example, the date and location of a wedding or event, the type of session you want, etc.). I collect this information through means like my website contact form, booking forms, email correspondence, or social media messages. It is necessary for me to gather these details so that I can check availability, respond to your enquiry, and ultimately provide you with the photography services you requested. I will only ask for information that’s relevant – for instance, if you’re booking a wedding or event, I might request venue addresses or timelines; if we’re arranging product photography, I might discuss your brand details. Any personal data you provide is used strictly for communicating with you about your enquiry or booking and for delivering our agreed services.

How I use the information: I use your contact information to correspond about your session, send out contracts or invoices, arrange logistics, and later deliver your photographs (typically via an online gallery). If you’ve provided your email for a newsletter or opted in to receive updates, I’ll use it to send you occasional news, offers, or helpful content – but only with your consent. I promise not to flood your inbox with spam or irrelevant messages. You can expect only relevant communications, such as answering your questions, booking confirmations, reminders, and (if you opted in) occasional newsletters or promotions that might interest you. After your shoot, I may follow up to ensure you’re happy with the photos and inform you of any special offers for returning clients, but these follow-ups are infrequent and value-focused. If at any point you feel you’re receiving unwanted emails, you will always have the option to unsubscribe or let me know to stop (more on opting out is below).

‍

Third-Party Services and Data Storage

To run my photography business smoothly, I rely on a few trusted third-party services to handle bookings, communications, and image delivery. I want to be transparent about these tools and how they protect your data:

• Studio Ninja (CRM System): I use Studio Ninja as my client management system to organize enquiries, bookings, contracts, and emails. When you fill out a contact form or book a session, your provided details (like name, contact info, shoot date, etc.) are stored securely in Studio Ninja. This helps me keep track of our communications and scheduling in an encrypted, password-protected platform designed for photographers. Studio Ninja is a widely used, reputable service that implements security measures to safeguard your information.
• Pic-Time (Online Gallery): I deliver client photos through a private online gallery on Pic-Time. Pic-Time stores your images and, if needed, your email (for gallery access or invitation). This platform allows you to view, download, and share your photographs with privacy controls. The gallery is password-protected or individually emailed, so only you (and those you choose to share the link/password with) can access your images. Pic-Time is also a secure industry-standard service. If you order prints or albums through the gallery’s store, the necessary information (like your shipping address and the images you select) will be shared with the partnered print lab only to fulfill your order. Rest assured, any third-party lab or supplier involved will only get the information required to produce and deliver your products, and they are expected to handle your data responsibly.
• Email & Newsletter Platform: If you subscribe to my newsletter or opt in for marketing emails, your name and email address are stored in an email marketing service (such as MailChimp or a similar platform). This helps manage mailing lists and send out newsletters or announcements efficiently. These platforms are GDPR-compliant and provide an easy unsubscribe option in every email. I use them strictly for the purposes you agreed to (e.g., sending you photography tips or special offers), and you can opt out at any time.
• Secure Devices: Apart from cloud services, I may also store certain information on my secure devices (like my computer or phone) when necessary – for example, a shoot schedule or a copy of an email thread for reference. All my devices are protected with passwords and encryption. If I keep any client details on local devices, it’s only for as long as needed and solely for purposes of our work together (such as having your phone number on hand on the day of the shoot).

I do not collect or store your sensitive financial details. Any payments are processed via secure third-party payment services (for example, bank transfer, PayPal, or credit card processors) – I never see your full credit card information, and nothing of that sort is kept on my systems. If you pay an invoice, I might see the transaction confirmation and your name, but not your confidential payment data.

Finally, if you reach out or book me through a third-party platform (for instance, by messaging me on Facebook/Instagram, or through a directory site), I will receive whatever contact info you share via those services. I will handle that information in line with this policy, but note that those platforms have their own privacy policies as well.

‍

Use of Cookies and Marketing Tools

Like most websites, bynimmy.com uses cookies and analytics tools to improve your browsing experience and help me understand how people find and use my site. When you visit my website, certain information about your visit is automatically collected in an anonymized way – for example, which pages were viewed, how long visitors stay, and general information about the device or location (e.g. what country site traffic comes from). This data does not personally identify you (I cannot see who specifically you are) but it helps me see overall website traffic patterns and preferences.

Specifically, I use Google Analytics to track website traffic and user behavior on the site. Google Analytics may set cookies in your browser to collect usage data (such as your IP address, browser type, pages visited, and time spent). This information is processed to analyze website usage and improve the content and layout of my site, ensuring that visitors have a good experience. All this data is aggregated, and I do not receive personal details like your name or exact address from Google Analytics.

I may also use the Facebook/Meta Pixel or similar advertising cookies on my site. These tools help me with targeted advertising – for example, they allow me to show ads on Facebook or Instagram to people who have visited my website or to find other people with similar interests. The Pixel works by using cookies to understand your actions on my site and then matching you to your Facebook profile (if you have one) for ad targeting. Important: This is a common digital marketing practice and does not give me any private information about your social media account; it simply lets me create more relevant ads. You can opt out of or control ad targeting through your own Facebook/Instagram ad privacy settings at any time (for instance, by adjusting your ad preferences in your Facebook account).

By using my website, you are agreeing to the use of these cookies and tracking tools. Upon your first visit, you may see a notification about cookies; if you continue to browse the site, it’s assumed you consent. You can always disable or clear cookies in your web browser if you prefer – the site will still work, though some features (like embedded videos or analytics) might not function fully without cookies. If you do disable cookies, please note that some of my analytical data will be less accurate, but that’s absolutely fine from my end. Your browsing experience and choice come first.

‍

How I Protect Your Data

Protecting your personal information is a priority for me. I implement reasonable security measures – both technical and organizational – to ensure your data doesn’t fall into the wrong hands. The third-party systems I use (Studio Ninja, Pic-Time, etc.) are all password-protected and industry-approved for security; they employ encryption and other safeguards to protect data at rest and in transit. On my end, any devices or local files containing client info are secured with up-to-date software, antivirus protection, and strong passwords. I also limit access to your information strictly to myself and any personnel who need to process it (for example, an assistant or second photographer helping with your event, as described below). Any printed paperwork with personal details (if generated, such as a printed contract or shoot list) is stored safely and shredded when no longer needed.

I do not sell or trade your personal data with any third-party for marketing or other purposes – never. The only instances where I might share your information are the following: (a) with service providers that help me deliver my services to you (as outlined in the Third-Party Services section) or (b) with a second shooter/assistant or a related vendor for your event, but only as necessary for them to do their job. For example, if I hire a second photographer to cover your wedding alongside me, I would share basic details like the event timeline, venue locations, and possibly your names or contact number so they can coordinate on the day. Similarly, if a print lab is mailing you an album, I provide them your shipping address and the image files needed. In all such cases, I share only what is required and I ensure these partners understand the importance of confidentiality.

‍

Client Images and Consent for Sharing

As a photographer, my portfolio is crucial for showcasing my work. I love to share select photos from sessions on my website, blog, and social media pages (like Instagram or Facebook) as examples of my work and to celebrate my clients’ stories. In fact, you might have discovered my photography because you saw other clients’ images I’ve shared. However, I firmly believe your images belong to you first, and I will always respect your wishes and privacy when it comes to sharing them.

When you book me, I will typically include a clause in our agreement asking for your permission to use some of the photos from your session in my portfolio or marketing. This might include posting a few of your images on my website gallery, on my social media, or occasionally in promotional materials. I may also submit select photos to industry blogs, competitions, or publications (for example, a wedding blog or a magazine feature) to highlight the work – but again, this would be under the umbrella of the consent you’ve given in our contract. I will never sell your photos to third parties or use them in any way unrelated to promoting my photography services. Any sharing is typically meant to advertise or inform others about my work (such as showing future clients what I can do), not to generate profit by distributing your images elsewhere.

That said, you are absolutely entitled to control how your images are used. If you are not comfortable with me sharing certain photos (or any at all) publicly, please let me know – you can either decline that clause when signing the contract or inform me at any later time. You have the right to withdraw or modify your consent for image use at any point, even after the shoot. I completely understand that some clients prefer to keep their photos private or within a closed group. Whether it’s for personal, cultural, or any reasons, I will honor your request with no hard feelings. We can amend the agreement to either restrict usage to certain platforms, delay posting until a certain time, or keep the images fully private as you require. Your comfort and privacy matter more to me than a portfolio update.

(One note: If you do allow me to share, I might also tag or mention your event/vendors on social media when posting, as a courteous shout-out or networking gesture. I won’t ever expose sensitive info – usually it’s just first names and maybe venue or vendor credits. If even that is an issue, just tell me and I’ll avoid it.)

In summary, I reserve the right (with your initial permission) to show photographs from our shoot in my portfolio and advertising materials, but you have the final say – you can opt out of this at any time and I will fully respect your decision. There is no impact on the services I deliver to you whether or not you allow image sharing, except that if you opt out, I simply won’t use your images for marketing. And of course, regardless of consent, I will never use images in a defamatory or inappropriate manner. They will always be presented professionally and respectfully.

‍

Data Retention and Your Rights

How long data is kept: I retain personal information only for as long as necessary to fulfill the purposes outlined in this policy. This means that if you become a client, I will keep your relevant details on file throughout our working relationship and for a period after the shoot (for instance, to complete any post-shoot orders or to be ready in case you reach out for future sessions). Enquiry emails or form submissions from potential clients who do not end up booking may be kept for a short time – mainly to allow me to follow up on the enquiry and keep records of our communication. If it’s clear that a booking isn’t going ahead, I will not continue to use your information except perhaps to send a polite one-time check-in or an invitation to join my mailing list (if you haven’t already). If you don’t engage my services, I may archive or delete your contact details after a reasonable period so that I’m not holding onto personal data without purpose.

For clients I’ve worked with, I generally retain basic information (like your name, contact, and shoot date) and the images from your session in my archives indefinitely, unless you request otherwise. I do this to be able to provide you copies of photos down the line if needed, and for my record-keeping. However, I can delete or anonymize your data upon request (subject to any legal obligations to retain it). Financial records (invoices, receipts) are kept for the legally required duration (for tax and accounting purposes) but those contain minimal personal info, typically just names and payment details, as required by law.

Your rights and choices: You have several rights regarding your personal data with me, and I want you to be aware of them:

• Access and Correction: You can ask me what information I have about you, and I will provide you with a summary. If any of it is incorrect or outdated (for example, you change your email address), let me know and I will update it.
• Withdrawal of Consent: If you previously agreed to receive newsletters or marketing emails, you can unsubscribe at any time via the link in those emails or by contacting me directly. If you agreed to let me use your photos in my portfolio but later change your mind, you can inform me and I will cease any future use and refrain from further sharing your images. (If images are already in a printed brochure or posted online, I’ll discuss with you the best way to handle those, but generally I can remove or stop using them as you request going forward.)
• Deletion (Right to be Forgotten): You may request that I delete your personal data from my systems. For example, if you’ve concluded your business with me and wish to have your contact info removed, I will comply by erasing or anonymizing your identifiable data, as long as I’m not required to keep it for legal reasons. Note that for contractual and legal purposes, I might retain certain records (like invoices or contracts) for a specified time, but I will inform you if that’s the case.
• Objection or Complaints: If you have any concerns about how I handle your data or images, please voice them. You have the right to object to certain processing (for instance, if you’re not comfortable with me using an analytics cookie, you can block it, or if you don’t want follow-up emails, I’ll stop them). I am committed to resolving any privacy-related issues in a fair and transparent manner. If you ever feel I’ve fallen short, I encourage you to contact me so we can work it out. And if you’re in a jurisdiction with formal data protection laws (like the EU’s GDPR), you also have the right to lodge a complaint with an appropriate supervisory authority.
  ‍

Changes to This Policy

As my business grows or laws change, I may update this Privacy Policy and terms from time to time to reflect those adjustments. If the changes are significant, I will do my best to notify clients (for example, via email or a notice on my website). However, I encourage you to review this page periodically to stay informed of how I am protecting and using your information. The latest revision date will be noted at the top or bottom of the policy. Continuing to use my services or website after a policy update will signify your acceptance of the changes.

‍

Contact Information

Your trust means a lot to me, and I’m always happy to discuss any questions or concerns you might have about your privacy or these terms. If you would like to access, correct, or delete your personal data, or if you have questions about anything in this document, please reach out to me.

Nimmy Santhosh – Photography by Nimmy
Email: nimmy@bynimmy.com
(You can also contact me via the form on my website or by phone, if provided on my contact page. I will respond as promptly as possible.)

Thank you for reading through this policy. By engaging with Photography by Nimmy (whether just browsing the website, sending an enquiry, or booking a session), you trust me with your memories and your personal information. I value that trust and am committed to honoring your rights and privacy every step of the way. Here’s to creating beautiful images together, with your privacy respected at all times!