Flowers Woodford Data Privacy Commitment

Introduction

This Privacy Policy explains how Flowers Woodford collects, uses, retains, and protects the personal data of individuals placing orders with us from Woodford and its surrounding districts. We are committed to respecting your privacy and complying with the General Data Protection Regulation (GDPR) and relevant UK data protection laws. This policy outlines your rights and our responsibilities regarding your personal information when you use our services.

Scope of This Policy

This policy applies to all customers who place orders with Flowers Woodford, whether via our website, by telephone, or in person, and covers all individuals whose data we process as part of providing our products and services in Woodford and nearby areas.

What Personal Data We Collect

We collect various categories of personal data to fulfil your orders and maintain a high level of customer service. The data we collect may include:

  • Contact Information: Your name, delivery address, billing address, phone number, and other relevant contact details.
  • Order Information: Details about your floral order, such as product selections, delivery preferences, special instructions, and payment status.
  • Payment Data: Payment card details processed securely via third-party payment providers. We do not retain your full payment card information after order completion.
  • Recipient Information: Name, delivery address, and contact number of the person receiving the flowers, if different from the customer.
  • Communication Records: Correspondence, order confirmation or queries, feedback, and notes from phone or in-person discussions.
  • Technical Data: When using our website, certain technical details may be collected, such as IP address, device type, browser version, and cookie identifiers. This helps us maintain website security and improve your online experience.

Lawful Basis for Processing Your Data

Flowers Woodford only collects and uses your personal data when it is permitted by law. Under the GDPR, we rely on the following lawful bases:

  • Contractual Necessity: Most of the data we gather is required to fulfil our contract with you, such as processing your order, arranging delivery, and providing customer support.
  • Legitimate Interests: We may use your information to improve our business operations and services, ensuring they function effectively and securely, provided these interests do not override your rights.
  • Legal Obligations: We may be required to retain certain data to comply with laws, such as tax or accounting regulations.
  • Consent: Occasionally, we may request your explicit consent to use your data for an additional purpose, such as sending promotional offers. You may withdraw consent at any time where applicable.

How We Use Your Data

Your personal data is used for the following purposes:

  • To process and fulfil your order, including delivering flowers to the specified address.
  • To confirm and update you about your order status or handle any queries.
  • To manage payments, invoices, and refunds via secure payment providers.
  • To maintain business records and comply with legal requirements.
  • To improve our products, services, and website based on customer feedback and website analytics.
  • With your consent, to provide information on new products or special promotions.

Who Processes Your Data (Processors)

To deliver our services efficiently, we may share your personal data with reputable third-party data processors, including:

  • Payment Providers: For handling secure payments and refunds.
  • IT and Web Hosting Services: To host our website and manage order databases securely.
  • Delivery Partners: If we use third-party couriers to deliver your order outside our usual delivery zones.
  • Professional Advisors: Such as accountants and auditors for legal compliance.

All processors handling your data adhere to strict privacy and security standards and process your information only on our instructions.

Data Retention

We retain your personal data only as long as necessary for the purpose it was collected. Generally, this means:

  • Order and transaction data are retained for up to six years to comply with tax and accounting regulations.
  • Contact information and delivery records are retained for customer service and internal record-keeping for up to six years.
  • Where you have given consent for marketing, your contact details are retained until you opt out or withdraw your consent.
  • Data needed to resolve disputes, enforce agreements, or comply with legal obligations may also be retained for extended periods as permitted by law.

Once data retention is no longer required, your information will be securely deleted or anonymised.

Your Data Protection Rights

Under the GDPR and relevant UK law, you have specific rights concerning your personal information, including:

  • Right of Access: You may request a copy of your personal data we hold.
  • Right to Rectification: You may request correction of inaccurate or incomplete data.
  • Right to Erasure: In certain circumstances, you can ask for your data to be deleted ('right to be forgotten').
  • Right to Restriction: You may ask us to suspend processing of your personal data in some cases.
  • Right to Data Portability: You may request that we transfer your data to a third party of your choice.
  • Right to Object: You may object to processing of your data for direct marketing or when we base processing on legitimate interests.
  • Right to Withdraw Consent: If you have given us consent for a specific use, you may withdraw it at any time.

To exercise your rights, please contact us through the methods available on our website or at our store. We aim to respond to all legitimate requests within one month. We may request proof of identity for security purposes.

How We Protect Your Data

We take appropriate technical and organisational measures to safeguard your data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. This includes secure web hosting, up-to-date software, restricted access to data, and staff training in data protection. In the event of any personal data breach, we will notify you and the relevant data protection authorities in accordance with legal requirements.

Changes to This Policy

Flowers Woodford may update this Privacy Policy to reflect changes in our practices, legal obligations, or customer feedback. We encourage you to review this policy periodically so you remain informed about how we protect your personal data.

Contacting Us

If you have questions or concerns about this Privacy Policy or your personal data, please use the contact methods provided on our website or visit us at our Woodford premises for further assistance. We are committed to addressing any privacy-related concerns promptly and transparently.