Flowers Old Ford Privacy Policy

Introduction

This Privacy Policy explains how Flowers Old Ford collects, uses, stores, and protects your personal information when you place orders with us in Old Ford and the surrounding districts. As part of our commitment to transparency and data protection in accordance with the UK General Data Protection Regulation (GDPR), this policy outlines what personal data we collect, our lawful basis for processing, retention periods, third-party processors involved, and your rights over your personal data. By placing an order with Flowers Old Ford, you acknowledge you have read and understood this policy.

Scope of the Policy

This Policy applies to all individuals placing orders with Flowers Old Ford, including customers and recipients located in Old Ford and surrounding districts. It governs any personal information provided to us via phone, in-person, written correspondence, or online ordering systems.

What Data We Collect

When you place an order with Flowers Old Ford, we collect the following personal data as necessary to process and deliver your order:

• Contact Information: Full name, delivery address, billing address, postcode, and telephone number.
• Order Details: Products ordered, delivery instructions, recipient’s name and address, and messages attached to floral arrangements.
• Payment Information: While our payment processor handles most financial details, we may receive confirmation of transaction status. Card details are not stored by Flowers Old Ford.
• Communication Records: Any correspondence, feedback, or queries you send to us in relation to your order.

Lawful Basis for Processing Your Data

Under GDPR, we must have a lawful basis to process your personal information. Flowers Old Ford relies on the following lawful bases:

• Contractual Necessity: Processing is necessary to perform our contract with you, specifically to fulfill and deliver your flower order.
• Legal Obligation: We may process data as required by law for record keeping and compliance.
• Legitimate Interests: We may use your details to improve our services, respond to queries, and manage customer relations, provided these interests do not override your rights and freedoms.
• Consent: On occasion, we may seek your explicit consent for uses not covered above; you always have the right to withdraw such consent.

How We Use Your Data

We use your personal data exclusively for the following purposes:

• Processing and fulfilling your flower order, including communication regarding delivery and service issues.
• Contacting you in the event of queries or issues with your order.
• Managing payments and providing transaction receipts, exclusively through secure third-party payment partners.
• Responding to feedback, complaints, or inquiries you submit.
• Maintaining internal records in compliance with legal obligations and accounting requirements.
• Improving our products and services by analysing customer feedback in aggregated form.

Retention of Your Data

Flowers Old Ford will retain your personal data only for as long as is necessary to fulfill the purposes for which it was collected, including satisfying legal, accounting, and reporting requirements. Typically, we retain customer order records for up to 6 years in line with HMRC requirements but may remove or anonymise data earlier if permissible. Data provided for marketing or feedback purposes is kept only as long as the purpose is valid or until you withdraw your consent.

Data Processors and Third Parties

Flowers Old Ford may engage trusted third-party processors to support our business operations. These may include:

• Payment Processors: Secure card payment service providers handle your payment information; Flowers Old Ford does not store your card details.
• Delivery Partners: Where appropriate, third-party couriers or drivers are provided with recipient addresses and delivery instructions to complete deliveries.
• IT Service Providers: Systems hosting our order management and communications infrastructure may be supported by third-party IT firms under strict data protection agreements.

All third-party processors are contractually bound to comply with data protection laws and to use your data solely for specified purposes relevant to your order. We do not sell or rent your information to any other parties.

Your Data Protection Rights

Under the General Data Protection Regulation, you have the following rights in relation to your personal information:

• Right to Access: You may request confirmation as to whether we hold your personal data and obtain a copy of the information we process about you.
• Right to Rectification: You have the right to correct inaccurate or incomplete personal data held by us.
• Right to Erasure: In certain circumstances, you may request deletion of your personal data.
• Right to Restrict Processing: You may request us to restrict the processing of your personal data in certain situations.
• Right to Object: You have the right to object to certain types of processing, such as direct marketing.
• Right to Data Portability: You may request transfer of your data to another data controller in a structured, commonly used, machine-readable format.
• Right to Withdraw Consent: Where we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing up to that point.

To exercise your rights, please contact us using the methods detailed within your order confirmation or by written request at our location. We endeavour to respond to all rights requests within one calendar month in accordance with GDPR.

Data Security

Flowers Old Ford takes appropriate organisational and technical measures to protect your personal data against unauthorised access, accidental loss, destruction, or disclosure. These measures include access controls for our staff, secure order management systems, and use of GDPR-compliant service providers. However, while we strive to maintain the security of your data, please be aware no method of transmission over the Internet or method of electronic storage can be guaranteed to be 100% secure.

Policy Updates

This Privacy Policy may be amended from time to time to reflect changes in our business processes, legislation, or guidance from regulators. Any significant changes will be brought to your attention when placing orders or via clear notice at our premises.

Contact and Complaints

Should you have any questions regarding this Privacy Policy or wish to exercise your data rights, please contact us using the communication channel provided during your transaction. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data protection rights have been infringed.