Flowers West Wickham Privacy Policy

Introduction

This Privacy Policy outlines how Flowers West Wickham ('we', 'our', or 'us') collect, use, process, and protect your personal information in compliance with the General Data Protection Regulation (GDPR). This policy applies to all customers placing orders with Flowers West Wickham in West Wickham and its surrounding districts. By using our services, you agree to the practices described in this policy.

What Data We Collect

When you place an order with Flowers West Wickham, we collect the following categories of personal data:

  • Identity Data: Your full name and, if applicable, the recipient's name for delivery purposes.
  • Contact Data: Address, postcode, telephone number, and delivery address details required for order fulfillment.
  • Transaction Data: Details of the products and services you have ordered from us, including order dates, values, and delivery instructions.
  • Payment Data: Only payment confirmation details such as payment status and payment type. We do not store card numbers or sensitive payment details; payments may be processed by third-party payment gateways.
  • Communication Data: Correspondence between you and Flowers West Wickham regarding orders, queries, or complaints.
  • Technical Data: Your IP address, browser type, and access times may be collected via our website for security and analytics.

The Lawful Bases for Processing Your Data

Under GDPR, we must have a lawful basis to process your data. Flowers West Wickham only processes personal data where at least one of the following legal grounds applies:

  • Contractual Necessity: To fulfill your orders and provide our services, including processing your payment and delivering flowers to the specified address.
  • Legitimate Interests: To communicate with customers regarding their order, to maintain accurate records, and to improve our services. Our interests do not override your rights and freedoms.
  • Legal Obligation: To comply with our legal and regulatory obligations, such as financial record-keeping.
  • Consent: We may seek your explicit consent for specific activities, such as marketing communications. You may withdraw your consent at any time.

How We Use Your Personal Data

Your personal data may be used for the following purposes:

  • Processing and fulfilling your flower orders.
  • Communicating with you about your order status, delivery, and customer support.
  • Managing payment and invoicing processes via secure third-party payment processors.
  • Maintaining operational and financial records for audit and compliance.
  • Improving the functionality and security of our website and services.
  • Where consent is given, informing you about new products, promotions, or special offers.

Data Processors and Third Parties

We may share your personal data with third parties for the following reasons:

  • Payment Processors: To process your payment securely. We only share necessary data and do not retain card information.
  • Delivery Partners: To deliver your floral orders to the requested address, sharing the recipient's name, contact number, and address where required.
  • Professional Advisors: To ensure legal and regulatory compliance with accountants and legal representatives, when required by law.
  • IT and Cloud Service Providers: For secure data hosting, storage, and website management.

All third-party processors are required to act only on our instructions and to implement appropriate technical and organizational security measures to protect your data.

Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was originally collected, including meeting any legal, accounting, or reporting requirements. Parameters include:

  • Order and transaction records: Kept for up to seven years in line with UK tax and accounting obligations.
  • Customer correspondence: Retained for up to two years after your last interaction with us, unless legal needs require a longer retention period.
  • Marketing communications: If you have consented, we will retain necessary contact details until you withdraw your consent.

After these periods, personal data is securely deleted or anonymised.

Your Rights Under GDPR

You have the following rights regarding your personal data processed by Flowers West Wickham:

  • Access: You may request copies of your personal data held by us.
  • Rectification: You may request that any incorrect or incomplete information is corrected.
  • Erasure: You may request deletion of your data where there is no compelling reason for its continued processing.
  • Restriction: You may ask us to restrict the processing of your data under certain circumstances.
  • Data Portability: You may request the transfer of your data to another organization in a structured, commonly used, and machine-readable format.
  • Objection: You may object to certain types of processing, such as direct marketing. If you object, we will immediately stop such activities.
  • Withdraw Consent: If processing is based on your consent, you may withdraw it at any time.
  • Lodge a Complaint: You have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you believe your data rights have been infringed.

Security of Your Data

We take data security seriously. All personal data is processed and stored on secure systems, protected by administrative and technical measures designed to prevent unauthorized access, misuse, loss, or disclosure of your data. Only authorized personnel and trusted third parties with a business need are permitted access to personal data.

Policy Applicability and Updates

This policy applies to all individuals placing orders with Flowers West Wickham for delivery in West Wickham and its surrounding districts. We reserve the right to update or amend this policy from time to time to reflect changes in our practices or legal obligations. Any updates will take effect when published on our website. Your continued use of our services indicates your acceptance of the revised policy.

Contacting Us

For any questions regarding this policy, your data, or to exercise your legal rights, please contact us using the details provided on our website or in your order correspondence. We are committed to addressing any requests or concerns promptly and in accordance with GDPR requirements.