Flowers Addlestone Privacy Policy

About This Privacy Policy

This Privacy Policy applies to all customers placing orders with Flowers Addlestone from Addlestone and the surrounding districts. We value your privacy and are committed to protecting your personal data in accordance with the General Data Protection Regulation (GDPR). This document explains the data we collect, the purpose and legal basis for processing, how we retain and protect your data, which service providers process information on our behalf, and the rights you have as a user.

What Personal Data We Collect

When you place an order with Flowers Addlestone, we may collect and process the following types of personal data:

• Contact Details: Including your full name, delivery address, billing address, and phone number.
• Order Information: Details of the products you order, delivery instructions, occasion details (such as birthdays, anniversaries), and any personalized messages.
• Payment Information: While payments may be processed by third-party payment providers, we may receive confirmation of successful payment and related transaction details (but not your full card number).
• Correspondence: Any communication you have with us, whether by online form, phone, or post, including queries, feedback, or complaints.
• Technical Data: When using our website, we may collect limited technical data such as your IP address, browser type, and access times for security and analytics.

Lawful Basis for Processing

We only process your personal data where permitted under GDPR. The lawful bases upon which we rely include:

• Contractual Necessity: Processing your data is necessary for performing our agreement with you, such as fulfilling orders and delivering products.
• Legal Obligation: Certain data processing is required to comply with legal and regulatory obligations, including accounting and tax purposes.
• Legitimate Interests: We may use your data for our legitimate business interests, such as improving our services, preventing fraud, and keeping records, provided these interests do not override your fundamental rights.
• Consent: Where we rely on your consent (for example, for direct marketing), you have the right to withdraw this consent at any time.

How We Use Your Personal Data

Your personal data is used solely for the purposes for which it was collected. Common uses include:

• Processing orders and arranging floristry services.
• Communicating with you regarding your orders or inquiries.
• Notifying you about changes to our services or policies as necessary.
• Maintaining accurate records for accounting, legal requirements, and customer service.
• Improving our website, products, and customer experience.

Data Retention

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements. Typically, your order-related data will be kept for up to seven years in accordance with UK tax and accounting law. After this period, your data will be securely deleted or anonymized. If you have registered an account or opted into marketing communications, we retain your information until you request its removal.

Data Processors and Third Parties

We may engage certain trusted third-party service providers to process your data on our behalf as part of delivering our service. These processors may include:

• Payment Processors: To handle payments securely. We do not receive or store your full card details.
• Delivery Partners: For delivery of your floral orders within Addlestone and the surrounding districts.
• IT Service Providers: For secure web hosting, system maintenance, data backup, and support services.
• Professional Advisors: Such as accountants and legal advisors where necessary for compliance objectives.

All our third-party processors are required to respect the security of your personal data, comply with GDPR, and only process your data according to our instructions.

Your Rights Under GDPR

You have several rights relating to your personal data under GDPR:

• Access: Request a copy of the personal data we hold about you.
• Rectification: Ask us to correct any inaccuracies or incomplete information.
• Erasure: Request that we delete your personal data, subject to legal requirements.
• Restriction: Ask us to restrict how we use your data in certain circumstances.
• Portability: Request we transfer your data to you or a third party.
• Objection: Object to our processing where we are relying on a legitimate interest.
• Withdraw Consent: Where processing is based on your consent, you can withdraw your consent at any time.

To exercise any of these rights or to make a data-related enquiry, please contact us using the details found on our website or at our business premises in Addlestone.

How We Protect Your Data

We take data security seriously. Access to your personal data is limited to employees, agents, and service providers who have a business need to know. We use technical and organizational measures, including secure servers, encryption where appropriate, and regular system reviews, to protect your data from unauthorized access, loss, or misuse.

International Data Transfers

We generally store your data within the UK or the European Economic Area (EEA). If it becomes necessary to transfer your data outside the UK or EEA, we will ensure appropriate safeguards are in place, such as standard contractual clauses or other permitted mechanisms, to protect your privacy rights.

Policy Updates

We may update this Privacy Policy from time to time in response to legal, technical, or operational changes. If we make significant changes, we will endeavour to inform you in advance. Please review this page regularly to stay informed about how we protect your personal data.

Contact and Complaints

If you have questions about this Privacy Policy or have concerns about how your data is processed, please contact us at Flowers Addlestone. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) if you are not satisfied with our response.