Flowers Northwood Privacy Policy

Introduction

At Flowers Northwood, we are committed to protecting and respecting your privacy. This Privacy Policy outlines how we collect, use, and protect your personal data when you place orders with us from Northwood and its surrounding districts. It also explains your rights under the General Data Protection Regulation (GDPR) and how you can exercise them in relation to the information we hold about you.

Scope of Policy

This policy applies to all customers and individuals placing orders with Flowers Northwood, whether online, by phone, or in person, specifically for deliveries or pickups within Northwood and the adjacent districts. We process your personal data in accordance with GDPR and ensure transparency, fairness, and security at every step.

What Data We Collect

Depending on how you interact with us, Flowers Northwood may collect the following categories of personal data:

• Identity Data: Name, title, and contact information such as address and telephone number.
• Order and Delivery Information: Delivery address, recipient name and contact details, order details (such as items ordered and messages attached), and preferred delivery times.
• Payment Data: Partial payment card details (in accordance with PCI DSS standards – full card details are not stored by us), transaction history, and billing address.
• Correspondence Data: Any correspondence you send to us, including queries, feedback, or complaints.
• Technical Data: IP address and device information when you use our website.

Lawful Basis for Processing

We process your personal data only when there is a lawful basis to do so under GDPR. The key bases include:

• Contractual necessity: To process and deliver orders, manage payments, or provide customer support before, during, or after your purchase.
• Legal obligations: To meet legal requirements such as accounting, tax, and fraud prevention regulations.
• Legitimate interests: To improve our products and services, manage our relationship with customers, and respond to customer queries. We always balance these interests against your fundamental rights and freedoms.
• Consent: For marketing communications or where otherwise explicitly requested or required by law.

How We Use Your Data

Your data is used strictly for purposes consistent with this policy, including:

• Fulfilling your flower orders and arranging delivery or collection.
• Processing payments and refunds.
• Communicating order status, confirmations, or issues with your order.
• Responding to queries, requests, or feedback.
• Conducting internal record-keeping.
• Where consent is given, sending you information about services, offers, or events that may be relevant to you.
• Ensuring the security and integrity of our website and services.

Data Retention

Flowers Northwood retains your 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, we retain order and delivery information for up to seven years, to comply with tax and accounting obligations. After this period, data will be securely deleted or anonymised so that you can no longer be identified.

Data Processors and Sharing

To deliver our services effectively, we may engage third-party processors who provide essential services such as payment processing, website hosting, IT support, and delivery networks. All third-party providers are carefully selected and bound by contractual obligations to process your data only as instructed by us and ensure its security and confidentiality. We do not sell or rent your personal data to any third parties for marketing or other purposes. We may, however, be required to share information with legal authorities to comply with law or protect our rights and safety.

Your Rights Under GDPR

As a data subject under the GDPR, you have the following rights regarding your personal data, subject to certain conditions:

• Right to be informed: You have the right to clear information about how we use your data.
• Right of access: You can request a copy of the personal data we hold about you.
• Right to rectification: If your information is inaccurate or incomplete, you have the right to ask for it to be corrected.
• Right to erasure: You may request the deletion of your data where there is no compelling reason for its continued processing.
• Right to restrict processing: You have the right to limit the way we use your data in certain circumstances.
• Right to data portability: You may ask us to provide your information in a machine-readable format to you or another provider.
• Right to object: You can object to data processing in certain cases, such as for direct marketing.
• Rights in relation to automated decision making and profiling: Flowers Northwood does not use your data for automated decision-making or profiling.

To exercise any of these rights, or to make an enquiry or complaint regarding your personal information, please contact us. We will respond to all requests in accordance with GDPR requirements and within statutory timeframes.

Security of Your Personal Data

Flowers Northwood employs a range of technical and organisational safeguards to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include secure servers, encrypted payment processing, access controls, and staff training. Should a data breach occur, we have procedures in place to notify you and the relevant authorities when required by law.

Updates to This Policy

We reserve the right to update this Privacy Policy at any time. Changes will be posted on our website with the effective date. We encourage you to review this policy regularly to remain informed about how we handle your personal data.

Contact and Complaints

If you have any concerns regarding how we process your data or wish to exercise your rights, you can contact us using our contact form or visit our shop in Northwood. If you remain dissatisfied, you also have the right to lodge a complaint with the relevant data protection authority.

We thank you for your trust in Flowers Northwood and assure you of our ongoing commitment to upholding your privacy rights.