Flowers Raynes Park Privacy Policy: Your Information and GDPR

Introduction

This Privacy Policy explains how Flowers Raynes Park (‘we’, ‘us’ or ‘our’) handles your personal information when you place orders with us from Raynes Park and surrounding districts. We are committed to protecting the privacy of our customers in full compliance with the General Data Protection Regulation (EU) 2016/679 (‘GDPR’) and the UK Data Protection Act 2018. By ordering flowers or services from us, you acknowledge and agree to the practices described below.

Scope of This Policy

This Privacy Policy applies to all customers who place orders with Flowers Raynes Park, whether through our website, by phone, or in person, specifically from Raynes Park and surrounding areas. It describes what personal data we collect, how and why we process it, with whom we share it, how long we retain it, and your rights regarding your information.

Personal Data We Collect

We collect and process personal data necessary for fulfilling your requests and managing our business. This data may include:

• Contact Information: Your name, delivery address, billing address, and telephone number.
• Order Details: Information concerning the products you purchase, selected delivery dates, and card messages.
• Payment Information: Depending on payment method, necessary details to complete your transaction. Please note payment data is typically processed directly by secure third-party payment providers and not stored by us.
• Communication Records: Correspondence relating to your order, including inquiries and customer service requests.
• Technical Data: Your IP address, browser type, and other technical details when you use our website. These are primarily collected through cookies and similar technologies.

Lawful Basis for Data Processing

Under GDPR, we process your personal data only where there is a lawful basis. Our principal bases are:

• Performance of a Contract: To process your orders, provide delivery, and manage your account.
• Legal Obligation: For purposes such as complying with tax and accounting requirements.
• Legitimate Interests: For business administration, to improve customer experiences, and to develop our products and services, provided these interests do not override your rights and freedoms.
• Consent: Where required, such as sending marketing communications, we will request your explicit consent before processing.

How We Use Your Data

We use your personal data to:

• Fulfil and deliver your orders.
• Respond to your inquiries and provide customer support.
• Process payments and prevent fraudulent transactions.
• Send you order confirmations, updates, and account notifications.
• Where consent is given, to offer newsletters or promotions.
• Comply with applicable laws and regulations.

Disclosure of Personal Data

Your personal data may be shared with trusted third-party processors who assist us in providing our services. These may include:

• Payment Processors: Secure services to handle card and online payments.
• Delivery Providers: Couriers or delivery agents to ensure your flowers reach the intended recipient.
• IT Service Providers: Companies supporting our website, databases, and communication systems.
• Professional Advisors: Accountants, auditors, or legal advisors, as necessary for compliance or business administration.

All processors are required by contract to handle your data securely and only for the purposes specified by Flowers Raynes Park, in full compliance with GDPR requirements. We do not sell or lease your information to third parties for their own marketing purposes.

International Data Transfers

Where our third-party service providers process data outside of the UK or European Economic Area (EEA), we ensure that appropriate safeguards (such as Standard Contractual Clauses or an adequacy decision) are in place to protect your information.

Data Retention

We retain your personal data only for as long as necessary to fulfil your order, to satisfy legal, accounting, or reporting requirements, and to manage our ongoing customer relationship. Typical retention periods are:

• Order and Delivery Data: Retained up to 7 years for compliance with tax and contract record-keeping.
• Customer Correspondence: Retained for up to 3 years after your last order to facilitate customer service and repeat transactions.
• Marketing Preferences: Retained until you withdraw consent or request removal.

How We Protect Your Data

We implement appropriate technical and organisational measures to safeguard your personal data against accidental loss, unauthorized access, alteration or disclosure. This includes secure servers, encryption of sensitive information during transmission, and restricted access to personal data within our team.

Your Rights Under GDPR

Subject to certain conditions, you have the following rights regarding your personal data:

• The right to access – You can request copies of your personal information held by us.
• The right to rectification – You can ask for corrections to incomplete or inaccurate information.
• The right to erasure – In certain circumstances, you can ask us to erase your personal information.
• The right to restrict processing – You can request the restriction or suspension of your data processing.
• The right to data portability – You can request that data you have provided be transferred to another data controller where technically feasible.
• The right to object – You can object to processing based on legitimate interests or direct marketing.
• Rights in relation to automated decision making – You have the right not to be subject to a decision based solely on automated processing, including profiling.

To exercise any of these rights, or for further information about our data practices, please contact us via our usual correspondence channels. We will respond to your request as required under GDPR, normally within one month.

Changes to This Policy

We may update this privacy policy periodically to reflect changes in our practices or legal obligations. The date of the latest revision will be shown at the top of this policy. We encourage you to review it occasionally to stay informed about how we are protecting your information.

Contact and Complaints

If you have concerns about how we handle your data, or are unsatisfied with any response you receive, you have the right to contact the UK Information Commissioner’s Office (ICO) for further advice or to submit a complaint. We are committed to working with you to resolve issues promptly and transparently.

Thank you for trusting Flowers Raynes Park with your personal information. We value your privacy and are committed to handling your data with care and respect.