Privacy, policies and legal bits.

Here’s all the boring stuff we need to go over. Included here is everything from our privacy policy, GDPR confomity and also a few legal bits and bobs. We’ve done our best to ensure everything is written in as plain English as possible to make it easier for everyone to understand. As always, if you have any questions, get in touch.

Copyright & Intellectual Property

All content displayed on this website is displayed under the copyright of Harbourside Visual and are protected under the Copyright, Designs and Patents Act 1988. Harbourside Visual does grant limited reproduction rights for personal use (e.g. weddings), all of which will be outlined clearly in the Work Specification.

Any client who has received or bought digital files for personal use are entitled (under license) to use them for personal and non-commercial purposes, including producing prints, posters, canvas wraps, books and other printed matter, multi-media slideshows and other computer or electronic media projects.

The user licence specifically excludes the sale of the digital files or items produced from the files for commercial gain, advertising, publicity or any other commercial use without the written permission from Harbourside Visual. If permission is required to use any digital files commercially, or for any other use not listed here, or if any doubt exists as to the extent of licensed usage, then please contact Harbourside Visual.

If you are a third party client for our booking fulfilment services, such as wedding vendors, agency, media or magazines, and would like to use some of our content then please contact Harbourside Visual. If any of our images are used on a public forum outside of their intended use (i.e. website, agency site(s) or social networking site) then credit must be given to Harbourside Visual and may be subject to additional license fees.

General Data Protection Regulation (GDPR).

How is your information used?

We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us. Any information you provide will be used to:
• Carry out any obligations from any contracts that we enter in to.
• Seek your views or comments on the services we provide.
• Notify you of any changes to our services.

Who has access to your information?

The only organisation that has any access to any information which is collected through our website or any other communications is Harbourside Visual, and:
• We will not sell or rent your information to any third parties.
• We will not share your information with third parties for any marketing purposes.

Security precautions.

When you provide any personal information, we take steps to ensure that it’s treated securely to protect the loss, misuse or alteration of any information. Our website is protected with SSL encryption. A lock icon will appear on your web browser to show that the page is secure. Any information provided over the internet can never be guaranteed 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk.
Once we receive your information, we make our best effort to ensure its security.

Links to other websites.

Our website may contain links to other websites run by other vendors. Our privacy policy applies only to the Harbourside Visual website‚ so we cannot be responsible for the privacy policies and practices of other sites if you access them using links from our website.

Use of our website.

You can use this website without the need to provide any personal data. If you want to purchase any of our services, then the processing of some personal data will be necessary. This Policy explains when and why we collect personal information about people who visit our website, how we use it and keep it secure. The Policy may change from time to time, and by using our website, you’re agreeing to be bound by this Policy.

Are you aged 16 or under?

Please get your parent or guardian’s permission before you provide us with any personal information

Review of this policy & access to your information.

We will keep this Policy under regular review, and the Policy was last updated in January 2022. Need to contact us? Send an email to: hello@harboursidevisual.com


Last Modified 10/06/2024

Next modification date 10/06/2025

(unless changes are made beforehand.)

What type of information is collected?

We obtain information through our website in three ways: anonymously, directly and by a third-party.

1. Anonymously: The anonymous information we collect may include your IP address, whether you are using a computer, a tablet or a phone, which country you are located, which website pages are accessed and how long you may spend looking at our website.

2. Directly: The direct information we collect is when you make an enquiry, purchase products or purchase a photographic service. This will be your name, address, phone number and details about your event.

3. Third Party: If you purchase a product or service from us using an online payment method, your card information is not held by us but it is collected by a third party payment processor who specialise in the secure online capture and processing of credit/debit card transactions. The only information we receive from the third party are notifications that a transaction has taken place, with the name of the payee, the date and the amount of the transaction.

Website customer T&Cs and policies

Website Setup Fees;

Production Costs and Payment: Harbourside Visual offers a range of website production services with varying costs, including “brochure sites” and E-commerce solutions. All production costs are due in advance and must be settled before any work on the project commences.

Hosting Responsibilities: You are solely responsible for the procurement of the necessary hosting services from our hosting partner, IONOS (also known as 1&1). We will provide guidance and recommendations regarding the appropriate hosting services required for your website. Please note that fees associated with these hosting services are separate and distinct from production and maintenance costs.

Website Transfer Fees;

Website Transfer Fees: Websites developed by Harbourside Visual and hosted with our hosting partners may be subject to a transfer fee if you, the client, wish to transfer your website to another service provider. This transfer fee is applicable regardless of whether the transfer occurs within or outside of the contracted term.

Transfer Fee Amount: The transfer fee is a fixed amount of £250.00 GBP. This fee includes a comprehensive handover procedure, encompassing all assets produced during the contract term. The transfer fee is due and payable upon the termination or expiration of the contract and is in addition to any early termination fees, as outlined in the ‘Early Contract Termination Fees’ section of these terms and conditions. All fees must be settled through a bank transfer before the transfer process can be initiated.

Data Loss Disclaimer: While we strive to ensure the successful and prompt completion of the handover procedure, Harbourside Visual cannot be held responsible for any loss of data that may occur for any reason. Please be aware that any operating software or plugins are not included in the transfer and will not be transferred to the new provider.

Initiation of Transfer Process: If you wish to transfer your website from Harbourside Visual to another service provider, please contact us. We will be pleased to address any inquiries or assist you in initiating the transfer process.

Contract length, type and fees;

Website Maintenance Contracts: All customers engaging Harbourside Visual for website services shall be automatically enrolled in a maintenance contract plan, unless otherwise specified at the commencement of the project.

Contract Terms and Fees: Your website maintenance and hosting contract will outline specific terms, which may include durations of 12, 24, or 48 months. These terms will be associated with a monthly fee that covers maintenance and updates. The complexity and extent of maintenance services provided will be reflected in the corresponding monthly fee. These contracts are subject to renewal at the conclusion of each plan term. It is important to note that, to ensure uninterrupted operation of your website, Harbourside Visual operates an automatic renewal policy, as further detailed in the ‘Website Plan Renewals’ section of this agreement.

Early Cancellation Fees;

In the event of early contract cancellation, you, the client, are responsible for paying the full balance of the contract, along with an additional early cancellation processing fee equivalent to 10% of the total contract balance. These fees must be settled in advance prior to the cancellation.

Additional Charges: Please be aware that these early cancellation fees are separate from any transfer fees as outlined in the ‘Website Transfer Fees’ section of this agreement.

Notice and Payment Requirements: Any request for cancellation must be made in writing and submitted with at least two working weeks’ notice before the intended cancellation date. All associated fees, including the full contract balance and the 10% early cancellation processing fee, must be paid via bank transfer at least two working days prior to the scheduled cancellation date.

Website plan renewals;

Communication and Renewal Notice:

All communications pertaining to the renewal of your website plan (“Plan”) will be issued in written form via email. Such communications shall be provided with a minimum of 3 days’ notice, where feasible, but typically in advance of this timeframe.

Automatic Renewal: In the event that we do not receive a written response from you regarding the Plan renewal, irrespective of whether the renewal cost is higher or lower than the previous term, you hereby authorise and agree that we shall automatically enroll you into another subscription term of 12 months. This automatic renewal is designed to ensure the continuous and uninterrupted functionality of your website.

Cancellation of Auto-Renewal: Cancellation of the automatic renewal is not subject to early contract termination fees. However, it is a condition of cancellation that you assume full responsibility for covering all expenses related to domains, hosting, or any other services provided by Harbourside Visual that were included in the Plan for the entire duration of the Plan term.

Acceptance of Terms and Conditions: By selecting a plan with Harbourside Visual, you are explicitly and irrevocably accepting these terms and conditions. You acknowledge and fully agree to all the aforementioned provisions concerning renewal, transfer and cancellation. These terms constitute a legally binding agreement between you, the client, and Harbourside Visual.

Revision of Terms: Please note that these terms are subject to modification. In the event of any changes to our policies, we will diligently make every effort to notify you in advance, particularly when such alterations may impact the services provided to you.

Raw Footage and Photograph Policy

Effective Date: 06/04/2019

Policy Statement: At Harbourside Visual, we take great pride in our creative style and the final products we deliver to our customers. In order to maintain the integrity of our work and preserve our distinctive artistic vision, we have established a policy stating that we will not supply any raw footage or photographs to customers. This policy is non-negotiable and applies to all clients and projects.

Policy Details:

  1. Retention of Creative Control: By not providing raw footage or photographs, we ensure that the final product aligns with our artistic vision and maintains consistent quality. This allows us to protect our brand identity and reputation.
  2. Professional Editing and Curation: Our team of skilled professionals employs various techniques, tools, and creative decisions during the editing and curation process to create the final product. Sharing raw footage or photographs could compromise the intended artistic expression and undermine the quality of our work.
  3. Intellectual Property and Copyright: Raw footage and photographs contain intellectual property, including copyrighted material, proprietary techniques, and trade secrets. By withholding these materials, we safeguard our creative assets and protect the rights of our team members and third-party contributors.
  4. Customer Satisfaction: Our policy aims to ensure that our customers receive the best possible end product that aligns with their expectations. By focusing on delivering the final, professionally edited version, we can provide a consistent and exceptional customer experience.
  5. Alternatives and Deliverables: Instead of raw footage or photographs, we are committed to providing our customers with the final edited versions that showcase our unique style and expertise. Our team will work closely with clients to understand their needs and preferences, ensuring that the end product reflects their vision within the context of our creative style.

Enforcement: This policy is binding for all projects and clients, effective immediately. Any requests for raw footage or photographs will be respectfully declined, with a clear explanation provided to the customer about our policy and the reasons behind it.

Exceptions: Exceptions to this policy may be considered in rare circumstances, such as legal obligations or contractual agreements. Any exceptions must be approved by Phil Challands (Founder, Harbourside Visual), and the necessary measures will be taken to protect our creative style and maintain confidentiality.

Review: This policy will be periodically reviewed to ensure its continued relevance and effectiveness. Changes or updates to the policy will be communicated to all relevant stakeholders.

Contact: For any questions or concerns regarding this policy, please contact Phil at phil@harboursidevisual.com.

By adhering to this policy, we reaffirm our commitment to maintaining the artistic integrity, quality, and unique style of our work, ultimately providing our customers with exceptional experiences and results.

Questions, comments or anything else?

We’re here to help answer any questions  you may have.

Please feel free to get in touch at any time.

Call us on 01202 022671 Or email us hello@harboursidevisual.com