Flowers Upper Norwood Privacy Policy

Introduction

This Privacy Policy explains how Flowers Upper Norwood ("we", "us", or "our") collects, uses, stores, and protects your personal information. This policy applies to all customers placing orders with Flowers Upper Norwood from Upper Norwood and the surrounding districts. We are committed to safeguarding your privacy in compliance with the General Data Protection Regulation (GDPR).

What Data We Collect

When you place an order with Flowers Upper Norwood, we collect and process personal data necessary for the provision of our services. The types of data we collect include:

• Identity Data: Name, surname, and title.
• Contact Data: Delivery address, contact telephone number, and billing address.
• Order Data: Details of your order including flower selections, any instructions, recipient’s name and address, and delivery notes.
• Payment Data: Payment transaction details (note: card data is processed securely by our payment provider and not stored by us.)
• Communication Data: Correspondence via communications regarding your order or related queries.

We do not intentionally collect special category data (such as health information) unless you choose to provide it as part of a dedication or note.

Lawful Basis for Processing

We process your personal data based on at least one of the following lawful grounds:

• Contractual Necessity: To process and deliver your order, including necessary communications and customer support.
• Legal Obligation: Where we are required to comply with our legal and regulatory obligations, such as record-keeping for tax purposes.
• Legitimate Interests: For purposes such as reviewing and improving our services, preventing fraud, or addressing feedback, provided these interests do not override your rights and interests.
• Consent: For direct marketing communications, if you opt in. You may withdraw consent at any time by updating your preferences.

How We Use Your Data

Your personal data is used strictly to fulfil your flower order and provide a high level of customer service. This includes confirming your order, arranging delivery, notifying you of order status, and responding to your enquiries. We may use your data for analytical purposes to improve our services, provided individual identities are not disclosed.

Retention of Your Data

We retain your personal data only as long as necessary to fulfil the purpose for which it was collected, including for the purpose of satisfying legal, accounting, or reporting requirements. Typically, the retention period for order data is up to 7 years following the end of the financial year in which your order was placed, to comply with statutory record-keeping obligations. For marketing data, we retain your information until you withdraw consent.

After the expiry of relevant retention periods, your data will be securely and permanently deleted or anonymised, so that it can no longer be associated with you.

Processors and Data Sharing

To efficiently fulfil your order and operate our services, we may share your personal data with trusted third parties (“processors”) contracted to work on our behalf. These include:

• Payment service providers for secure processing of your payment
• Delivery and courier services facilitating the delivery of your order
• IT service providers supporting our order processing systems and website
• Customer service and communication providers

We ensure that all processors provide sufficient guarantees and comply with GDPR requirements to protect your personal data; we only permit them to process your data for specified purposes and in accordance with our instructions.

We will not sell, lease or exchange your personal data with third parties for marketing purposes. We may only disclose your data to authorities if legally required by law or regulation.

User Rights under GDPR

As a customer, you have the following rights regarding your personal data under the GDPR:

• Right to Access: You may request a copy of your personal data held by us.
• Right to Rectification: You may request correction of any inaccurate or incomplete data.
• Right to Erasure: You may request the deletion of your data where there is no legal reason for us to retain it.
• Right to Restrict Processing: You may ask us to restrict processing of your data in specific circumstances.
• Right to Data Portability: You may request us to transfer your data to another service provider if technically feasible.
• Right to Object: You may object to certain types of processing, including direct marketing.
• Right to Withdraw Consent: Where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, you may contact us using the details provided on our website or in your order confirmation. We may need to confirm your identity for security reasons and will respond within one month as mandated by GDPR.

Data Protection and Security

We implement appropriate technical and organisational measures to protect your personal data from accidental loss, misuse, unauthorised access, disclosure, alteration, or destruction. This includes, but is not limited to, secure hosting environments, encrypted transactions, and regular staff training on data protection obligations.

Should a data breach occur and pose a risk to your rights and freedoms, we will notify you and the appropriate authorities as required under the GDPR.

International Transfers

Your personal data is primarily stored and processed within the United Kingdom and the European Economic Area (EEA). If we must transfer your data outside this area, we take steps to ensure it is protected, such as requiring service providers to enter into standard contractual provisions approved for UK and EU data protection compliance.

Policy Scope and Updates

This Privacy Policy covers all personal data processed by Flowers Upper Norwood in connection with orders placed from Upper Norwood and the surrounding districts. We may update this Policy from time to time to reflect best practices or changes in law. Significant changes will be communicated clearly on our website and, where appropriate, via direct communication.

Contact and Further Information

If you have any questions about this Privacy Policy or your personal data, please refer to the contact information on our website.

We are committed to protecting your privacy and ensuring that your personal data is processed transparently, fairly, and lawfully. Thank you for entrusting us with your information as a valued customer of Flowers Upper Norwood.