The Hidden Risks of Cloud-Based Software in Your Business

Cloud-based software has changed the way businesses use technology, especially in the photography industry. Instead of buying and installing programs on computers, companies can now access software over the internet, making cloud solutions convenient, scalable, and cost-effective. Many cloud-based products integrate easily with other tools, are simple to use, and get automatic updates. However, while cloud software has many benefits, it also comes with hidden risks. Sticky cloud software refers to programs that become so deeply embedded in business operations that switching to another provider is difficult and costly. Cloud software providers aim to keep businesses locked into their platforms, making it harder to switch or move away from their services. This can happen because of unique features, complicated integrations, long-term contracts, or reliance on specific workflows. While this may improve efficiency, it can also limit your businesses flexibility and increase risks.

What are risks of sticky cloud software?

1. Vendor lock-in

   
   

   When a business depends too much on one software provider, switching to another platform can be expensive and time-consuming. As a photography business with thousands of photos, moving data, adjusting integrations, and retraining employees can make it impractical to leave, even if prices go up or the service declines. The key is to avoid depending entirely on one vendor, rather build a tech slack of independent applications where you maintain ownership of your assets and data and where migration is possible.

   
   

2. Increasing costs over time

   
   

   Many cloud software companies attract customers with low starting prices, but costs often increase over time. Subscription fees, additional features,extra user accounts and increased storage; which is far more expensive in the cloud; can drive up costs. Businesses that rely too much on one provider may have little choice but to pay higher fees. Before signing up to any software, you should understand how costs might increase over time - including based on usage, long term storage. Ensure that any contract you sign makes the costing clear and is aligned with your business requirements.

   
   

3. Vendor buyouts and profit maximisation

   
   

   A cloud software provider may be bought by another company that prioritises profits overcustomer satisfaction. This could lead to higher prices, reduced customer support, or product changes that don’t align with your business’s needs. Companies relying on such software may find themselves stuck with a provider that no longer serves their best interests. When signing up to a software provider, only pick cloud-based products that allow easy data export and integration with other software.

   
   

4. Data ownership and transfer problems

   
   

   Cloud providers store business data on their own servers, which can make transferring that data to another system difficult. Some providers use proprietary file formats or limit how data can be exported. This can create issues if a photography business needs to switch software, merge with another company, or comply with legal data regulations.

   
   

   For a high-volume photography business with a lot of data and digital assets, it's particularly important to research before choosing a provider, check their contract terms, pricing structure, and data transfer options. We also recommend regularly saving copies of your data in an accessible format to avoid migration issues later.

   
   

5. Limited customisation and flexibility

   
   

   While cloud software solutions are designed for convenience and leverage economies of scale, they often lack customisation options. Photography businesses with unique needs may find that a rigid system limits their ability to innovate or improve efficiency which is crucial to high-volume photography businesses. If a software can be customised especially for your photography business, this can greatly improve your efficiency and ability to offer something unique 

   
   

6. Performance issues

   
   

   Performance issues in cloud-based systems can pose challenges because end users typically have limited control over infrastructure and must rely entirely on their provider. Users have no means to resolve these problems independently and are competing with other users for resources. Additionally, ensuring consistently high performance often requires significant investment by cloud providers, making premium performance more costly. Without direct influence, users depend heavily on their provider’s commitment to investing in robust infrastructure to maintain reliable performance.

   
   

7. Integration challenges with other tools

   
   

   As photography businesses grow, they often need their software to work seamlessly with other tools. Some cloud software providers make integrations difficult or charge extra for API access. This can slow down operations and force businesses to stay within a single ecosystem, reducing efficiency.

Conclusion

Cloud software offers many advantages, but its sticky nature can create challenges for businesses. By understanding the risks and taking proactive steps, companies can enjoy the benefits of cloud- based tools while maintaining control, flexibility, and cost efficiency. The key is to plan ahead and make sure your business stays adaptable as needs change.

MaxLab, our volume photography software solution, is designed to be highly flexible and proven to reduce costs while increasing profitability for your photography business. At Halsys, we go beyond traditional software solutions—we become your dedicated technology partner. By understanding your specific challenges and growth objectives, we configure MaxLab to suit your needs and specialise in continuously enhancing functionality to match your evolving business requirements.

MaxLab automates your critical processes, especially important in a seasonal market, freeing your time and giving you the flexibility to focus on other essential aspects of your business.

Whenever you have a question or need advice, our team thrive on problem-solving, and love to hear that we have made the lives of our users easier. Here's what one of our customers, Jason, had to say:

"If and when we need assistance, ideas or modifications, the Halsys team is always available to work with us. They are always willing to listen, and they work hard to provide solutions."

If you'd like to discover how MaxLab can transform your photography business, book a call with us today—we're here to help!