Flowers Southfields Privacy Policy – Data Protection and User Rights Explained

Introduction

This Privacy Policy describes how Flowers Southfields collects, uses, stores, and protects your personal data when you place orders with us in Southfields and surrounding districts. Our practices comply with the General Data Protection Regulation (GDPR) and aim to provide you with clear information regarding your rights and our responsibilities in handling your data.

Scope of This Policy

This Privacy Policy applies to all customers who place flower orders with Flowers Southfields, either via our website, telephone, or in person, for deliveries within Southfields and neighbouring communities. By completing an order or engaging our services, you acknowledge and accept the terms outlined below.

What Data We Collect

To fulfil your order and provide quality service, we collect the following types of personal data:

  • Contact Information: Your name, delivery address, billing address, and telephone number.
  • Order Details: Information about the products you order, delivery instructions, and recipient details (name, address, contact number).
  • Payment Information: Only payment transaction details as necessary to process your payment, which may include partial card data. We do not store full payment card details.
  • Communication: Records of communication with us, including queries, feedback, or complaints.
  • Website Data: IP address, browser type, and cookies, when using our website to track order preferences and enhance user experience.

Lawful Basis for Processing Data

Our collection and processing of your personal data rely on one or more lawful bases under the GDPR:

  • Contractual Necessity: Data is processed to fulfil your flower orders and provide agreed services.
  • Legal Obligations: Certain data, such as payment records, are processed to comply with legal requirements related to finance or tax.
  • Legitimate Interests: We may use customer data to improve our services, respond to your enquiries, or maintain business records, provided such interests do not override your fundamental rights.
  • Consent: Where applicable, such as for marketing messages, we will seek your explicit consent before processing your information for these purposes.

How We Use Your Data

Your personal data is used to:

  • Process and deliver your flower orders to the provided addresses.
  • Send updates or order confirmations by telephone or electronic communication.
  • Handle questions, requests, or feedback regarding your orders or our services.
  • Improve our website, products, and customer service through analytics and user feedback.
  • Comply with legal and regulatory obligations, such as accounting requirements.

Data Retention

Your personal data is retained only for as long as necessary to fulfil the purposes for which it was collected, in accordance with legal, accounting, or reporting requirements. Generally, order records and related customer data are kept for up to six years after your transaction to comply with local regulations. Afterward, data will be safely deleted or anonymised.

Data Processors and Sharing Information

We work with carefully selected third-party service providers who assist us in delivering orders, processing payments, maintaining our website, and managing our customer records. These processors only access personal data as necessary to provide their services and are contractually required to handle your information securely and in line with GDPR requirements. Examples of such processors include payment gateways, IT support, and logistics partners. Personal data is never sold or shared for unrelated marketing purposes.

We do not transfer your data outside the United Kingdom or European Economic Area unless adequate safeguards are in place.

Your Data Protection Rights

Under the GDPR, you have several rights regarding the personal data we hold about you:

  • Right of Access: You can request a copy of the personal data we hold about you and details about how it is used.
  • Right to Rectification: You may ask us to correct inaccurate or incomplete data.
  • Right to Erasure (Right to be Forgotten): You can request that we delete your personal data, subject to certain legal exemptions.
  • Right to Restrict Processing: You may ask us to restrict how we use your data while we resolve any queries.
  • Right to Data Portability: You can ask to receive your data in a structured, commonly used format to transfer to another provider.
  • Right to Object: You can object to the processing of your data where our legal basis is legitimate interests or direct marketing.

If you wish to exercise any of these rights, please contact us using the contact channels referenced on our website or via standard methods. We may need to verify your identity before fulfilling your request.

Data Security

Flowers Southfields employs reasonable technical, organisational, and physical safeguards to protect your data from accidental loss, misuse, or unauthorised access. Access to your personal data is limited to staff and service providers who need it to perform their duties.

Cookies and Website Analytics

When you visit our website, we may use cookies to make your browsing experience smoother and to analyse website performance. Cookies do not typically collect information that directly identifies you, but you can adjust your browser settings to refuse some or all cookies if you choose. Our website also collects anonymised analytical data to help us improve functionality and understand user preferences.

Changes to This Privacy Policy

We may occasionally update this Privacy Policy to reflect changes in our practices or legal obligations. We encourage you to review this policy periodically to stay informed about how we protect your data.

Contact and Complaints

If you have questions, concerns, or wish to exercise your GDPR rights, please contact us using the details provided on our website or through your usual order channels. If you are dissatisfied with our response, you have the right to make a complaint to the relevant supervisory authority for data protection.

This Privacy Policy is effective as of June 2024 and applies to all Flowers Southfields orders in Southfields and surrounding districts.