Privacy Policy for Flowers Colliers Wood Customers

Introduction

This Privacy Policy details how Flowers Colliers Wood collects, uses, stores, and protects your personal information when you place orders with us in Colliers Wood and the surrounding districts. We are committed to respecting your privacy and complying with the General Data Protection Regulation (GDPR).

Scope of Policy

This policy applies to all individual customers ordering products or services from Flowers Colliers Wood, whether through our physical shop, website, or by phone, within Colliers Wood and the areas we deliver to in the vicinity.

What Data We Collect

We collect and process the following categories of personal data:

• Identification Data: Your name (first and last), delivery recipient name
• Contact Details: Delivery address, billing address, and postcode
• Communication Details: Any special instructions or messages provided with your order
• Order Information: Details of your flower order(s), order history
• Payment Details: Limited payment information necessary for processing your order (such as the last four digits of your card or payment reference); we do not store or have access to your full payment card details
• Digital Data: Your IP address, web browser type, and device information (collected if you order via our website)

We do not actively seek or require personal data classed as sensitive (special category data) under GDPR.

Purposes and Lawful Basis for Processing

We process your data only when permitted by the GDPR and for the following purposes:

• Contractual Necessity: To process, deliver, and manage your flower orders, including communication about your order status. Without this data, we cannot fulfil your request or send your order to the correct address.
• Legitimate Interests: To improve our services, prevent fraud, and ensure the security of our operations, provided these interests are not overridden by your rights and interests.
• Legal Obligation: To comply with applicable UK and EU laws and regulations, such as tax, accounting, and consumer protection requirements.
• Consent: For purposes where you have given explicit consent, such as receiving marketing communication. You can withdraw your consent at any time.

How We Use Your Data

We use your personal data exclusively for the purposes described above. This includes enabling order placement, communicating about deliveries, handling billing, managing feedback or complaints, and providing customer support. Aggregated or anonymised data may be used for business analysis, but does not identify you personally.

Data Processors and Third Parties

Your information may be shared with trusted third parties ("processors") who perform essential services for us, strictly according to our instructions and in compliance with GDPR. Examples include:

• Delivery and courier partners for order fulfilment
• Payment service providers for processing your payments securely
• IT and website hosting companies for data storage and website management

These processors are required to safeguard your data and are not permitted to use your information for their own purposes. We do not sell or rent your personal data to any third party.

How We Store Your Data

Your data is stored securely on our internal systems and with authorised processors, using appropriate technical and organisational measures to safeguard against accidental loss, unauthorised disclosure, or misuse. Data transmitted via our website is encrypted at transit. Access to your data is restricted to authorised personnel only.

Retention Periods

We retain personal information for the following periods, after which it is securely deleted or anonymised:

• Order, contact, and transaction records: Retained for seven (7) years to comply with tax and accounting regulations.
• Communication logs: Retained for two (2) years unless required longer for dispute resolution or as required by law.
• Marketing consent records: Retained until consent is withdrawn or until five (5) years after last customer interaction, whichever occurs sooner.

After these periods, the data will be securely erased or anonymised for statistical and analytical purposes without identifying you.

Your Data Rights

As a data subject under the GDPR, you have the following rights regarding your personal data held by Flowers Colliers Wood:

• Right of Access: You can request a copy of the personal data we hold about you.
• Right to Rectification: You can request correction of inaccurate or incomplete information.
• Right to Erasure: You can request deletion of your personal data where there is no compelling reason for its continued processing.
• Right to Restrict Processing: You can request restrictions on how your data is used in certain circumstances.
• Right to Object: You can object to our processing where we rely on legitimate interests or direct marketing.
• Right to Data Portability: You can request a copy of your data in a machine-readable format to transfer elsewhere.
• Right to Withdraw Consent: If we process your data based on your consent, you have the right to withdraw it at any time.

If you wish to exercise any of these rights, you may do so by contacting us directly. We are committed to responding to your requests within one month, as required by law.

International Transfers

Your personal data is principally processed and stored within the United Kingdom or the European Economic Area (EEA). Any transfers outside of these regions only occur where appropriate safeguards are in place to ensure your data remains protected at the level required by GDPR.

Changes to This Policy

We review our Privacy Policy regularly and may update it from time to time. Any major changes will be communicated clearly to our customers. The current version of the Policy will always be available for your reference before placing an order with Flowers Colliers Wood.

Contact and Complaints

If you have questions about this Privacy Policy or how we handle your personal data, or if you wish to make a complaint, please contact us using the details provided at our shop or on our receipt. If you remain dissatisfied, you have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO).