Privacy Policy for Flowers South Woodford Customers

Introduction

This Privacy Policy describes how Flowers South Woodford collects, uses, stores, and protects personal information relating to customers who place orders with us from South Woodford and surrounding districts. We are committed to safeguarding your privacy and ensuring your personal data is managed in line with the General Data Protection Regulation (GDPR) and applicable UK data protection laws. Please review this policy to understand how your information is handled and your corresponding rights.

Scope of this Policy

This Privacy Policy applies to all customers placing orders with Flowers South Woodford from South Woodford and nearby districts. By engaging our services, you acknowledge that your personal data will be processed as described below. This policy covers data collected in person, over the phone, and through any electronic or written correspondence relating to your order.

What Personal Data Do We Collect?

We collect a range of personal information necessary to fulfil your order and provide you with excellent customer service. The types of data we typically collect include:

• Identification Data: Name, title, and where applicable, the recipient’s name.
• Contact Information: Address, delivery location, postcode, and contact telephone numbers.
• Order Details: Product selection, messages on greetings cards, delivery preferences, and order history.
• Payment Information: Payment card details, billing address, and associated transaction information. Note: payment card data is processed only as necessary to complete your transaction and is not retained beyond the completion of payment unless required for lawful accounting purposes.
• Correspondence: Any communications you have with us regarding enquiries, orders, complaints or feedback.
• Marketing Preferences: If you opt in, records of your consent to receive marketing messages.

Lawful Basis for Processing Personal Data

Our processing of your personal data is underpinned by specific lawful bases outlined by the GDPR:

• Contractual Necessity: Most of the data collected is required to fulfil your order with us (e.g., processing and delivering your purchase or corresponding regarding your order).
• Legal Obligation: We may retain certain information to comply with accounting, tax, and record-keeping obligations.
• Legitimate Interests: In some cases, we use your data to improve our services, manage our relationship with you, or handle enquiries, provided this does not override your privacy rights.
• Consent: For sending marketing communications, we rely on your explicit consent. You may withdraw your consent at any time.

Retention of Your Personal Data

We retain your personal data only as long as necessary to complete the purposes set out in this policy:

• Order and transaction records are retained for up to 7 years in accordance with tax and financial record-keeping requirements.
• Contact and correspondence data are held only as needed to respond to queries, complaints, or feedback, and generally not longer than 3 years from the last contact.
• Marketing consent information will be retained until you withdraw consent or the data is no longer needed for the stated purpose.

When the retention period ends, we securely erase or anonymise your personal data.

Data Processors and Third Parties

To deliver our services efficiently and securely, we may use trusted third-party service providers (data processors). These parties are engaged under contract and are required to safeguard your data in accordance with GDPR standards. Categories of processors include:

• Payment Processors: For secure card or online payments.
• IT Service Providers: Maintenance of order management and customer service systems.
• Delivery Partners: In rare cases, third parties may assist in delivering your order, strictly for fulfilment purposes.
• Accountants and Regulatory Bodies: Where law requires, for auditing or compliance.

Your data is never shared with third parties for marketing purposes without your explicit consent. We do not transfer your personal data outside the United Kingdom or the European Economic Area unless adequate safeguards are in place.

Your Data Protection Rights

Under GDPR, you have a number of important rights regarding your personal data:

• Right of Access: You may request details of the personal data we hold about you and receive a copy.
• Right to Rectification: If any data we hold is inaccurate or incomplete, you can ask us to correct it.
• Right to Erasure: You have the right to ask for your data to be erased, subject to legal perquisites to retain certain data.
• Right to Restrict Processing: In certain situations, you can ask us to temporarily restrict use of your data.
• Right to Data Portability: You can request to receive your personal data in a machine-readable format, or have it sent to another organisation.
• Right to Object: You may object to certain types of processing (such as direct marketing) at any time.
• Right to Withdraw Consent: Where we rely on consent (e.g., for marketing), you can withdraw it at any time.

To exercise any of these rights, please contact us by your usual means of communication. We aim to respond to all rights requests within one month, though this may be extended in complex cases.

Data Security

We are committed to storing and processing your personal data securely. Appropriate technical and organisational measures are in place to prevent unauthorised access, loss, misuse, or alteration of your data. These include restricting access to personnel, using secure servers and encryption for sensitive transactions, and periodic data security reviews.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business, legal obligations, or data practices. The latest version will always be available upon request and applies from the date of publication.

Contact and Complaints

If you have any questions about this Privacy Policy or how your personal data is handled by Flowers South Woodford, please contact us using your usual communication method. If you are dissatisfied with our response to a privacy-related query, you have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO).

Thank you for choosing Flowers South Woodford. We are dedicated to protecting your privacy and ensuring your trust in our services.