Flowers Sydenham Hill GDPR-Compliant Privacy Policy

Introduction

This Privacy Policy explains how Flowers Sydenham Hill collects, uses, stores, and safeguards your personal data when you place flower orders within Sydenham Hill and the surrounding districts. Flowers Sydenham Hill is committed to maintaining the trust and confidence of our customers. We comply with the General Data Protection Regulation (GDPR) and related UK data privacy laws, ensuring your data is handled responsibly and transparently.

Scope of This Policy

This policy applies to all customers placing orders with Flowers Sydenham Hill, whether through our website, by phone, or in person, when ordering to Sydenham Hill and its nearby areas. By placing an order, you acknowledge and agree to the practices described here.

What Personal Data We Collect

We collect only the data necessary to process your flower orders and provide services effectively. The types of personal data we gather may include:

• Identity Data: Your name, and if ordering on behalf of someone, the recipient's name.
• Contact Data: Delivery address, billing address, and contact details such as phone number (if provided).
• Order Data: Details of orders placed, including messages for greeting cards, delivery instructions, and order history.
• Payment Data: Payment confirmation information (note: payment card details are processed securely by our payment processor and are not stored by us).
• Technical Data: If ordering via our website, usage data such as IP address, device type, browser, and cookies (for site functionality and analytics).

We do not collect or process sensitive or special category data, such as health, religious, or biometric information.

Lawful Basis for Processing Your Data

Under GDPR, we are permitted to process your personal data under the following lawful bases:

• Contract: Most data we collect is necessary to fulfill our contract with you, such as processing your order and delivering flowers to the chosen address.
• Legal Obligation: We may process or retain data to comply with accounting, tax, or other legal requirements.
• Legitimate Interest: We may use your order history and feedback to improve our services, provided this does not override your rights and interests.
• Consent: For optional purposes, such as sending marketing communications, we rely on your explicit consent, which you may withdraw at any time.

How We Use Your Data

Your personal information is used for the following purposes:

• To accept, process, and deliver your flower orders.
• To contact you regarding your order, should we need clarification or updates.
• To improve our website and services through aggregated analytics.
• To comply with applicable legal and regulatory obligations.
• To send you relevant updates or marketing materials (only with your consent).

Data Processors and Third Parties

We may share your personal data with trusted third-party service providers ("processors") who assist us in fulfilling orders, processing payments, delivering flowers, or providing IT and analytics services. Our main processors include:

• Payment Processors: To securely process online transactions.
• Delivery Partners: To ensure orders arrive promptly and accurately.
• IT Services: For secure hosting, website maintenance, and analytical purposes.

All processors are carefully selected and are legally obliged to handle your data in accordance with the GDPR. They may not use your data for their own purposes and may only process it for specified activities as agreed with Flowers Sydenham Hill.

We do not sell, trade, or rent your personal data to third parties for marketing purposes.

Data Retention

Your personal data will only be kept as long as necessary to fulfill the purposes for which it was collected, which typically spans the provision of the order and the handling of any subsequent queries or complaints.

For accounting and compliance purposes, we retain order and transaction data for up to seven years, as required by applicable law. After these periods, your data is securely deleted or anonymized, so you cannot be identified.

How We Protect Your Data

We implement appropriate technical and organizational measures to protect your personal data against accidental loss, theft, unauthorized access, alteration, or disclosure. These may include encryption, secure servers, restricted access, regular staff training, and up-to-date malware protection.

Your Data Protection Rights

Under the GDPR, you have specific rights with regard to your personal information, including:

• The right to access: Request a copy of the personal data we hold about you.
• The right to rectification: Request correction of inaccurate or incomplete data.
• The right to erasure: Request deletion of your data, when no longer necessary or if processing is unlawful.
• The right to restriction: Ask us to restrict processing if you contest the accuracy, lawfulness, or necessity of our data handling.
• The right to object: Object to processing on grounds relating to your situation, especially for direct marketing.
• The right to data portability: Ask for your data in a structured, commonly used, and machine-readable format (where applicable).
• The right to withdraw consent: Where we rely on consent, you may withdraw this at any time.
• The right to lodge a complaint: You can make a complaint to a data protection authority if you believe your data rights have been infringed.

To exercise any of your rights, please contact us via the means outlined on our website or during your communication with us. We will respond to your request within one calendar month, as required by law.

Updates and Changes to This Policy

We may update this privacy policy periodically to reflect changes to our practices, new legal requirements, or customer feedback. Please review this policy regularly to stay informed about how we protect your data. Any material changes will be communicated as appropriate.

Contact and Further Information

If you have questions about this Privacy Policy, your data, or wish to exercise your rights, please refer to the contact information available on our website or speak to us directly at our Sydenham Hill shop. Flowers Sydenham Hill is dedicated to treating your privacy with the utmost respect and transparency.