Privacy Policy for Customers of Greenford Flowers

Introduction

At Greenford Flowers, we are committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation (GDPR). This Privacy Policy outlines how we collect, use, process, and store information about our customers. It applies to all individuals placing orders with Greenford Flowers from Greenford and the surrounding districts. Please read this policy carefully to understand how we manage your data and your associated rights.

What Data We Collect

When you place an order or interact with Greenford Flowers, we may collect various types of personal information, including:

• Identification data: Name, title, and contact details (e.g., address, phone number for delivery and correspondence purposes).
• Recipient data: Name and delivery address of the person receiving flowers, if different from the purchaser.
• Order information: Product selections, order history, special delivery instructions, and personal messages included with orders.
• Payment details: Payment method, partial card or transaction details (note that we do not store full card numbers).
• Communication data: Records of correspondence with our customer service team, including queries, complaints, or feedback, whether via our website, phone, or in-store interaction.
• Technical data: IP addresses, browser type, device information, and other data collected automatically when using our website, to help ensure service performance and security.

Lawful Basis for Processing Your Data

Under GDPR, we rely on different lawful bases depending on the nature of our relationship with you and the data involved:

• Contractual necessity: Most of the data we collect is required to fulfil your orders and provide our services (for example, processing and delivering your order, handling payments, and customer service communications).
• Legitimate interests: We may use your information to improve our services, manage business operations, and ensure the security of our systems. Where we rely on legitimate interests, we ensure that our use is balanced against your rights and freedoms.
• Legal obligations: Certain data may be processed to comply with legal or regulatory requirements, such as tax or accounting obligations.
• Consent: For some specific activities, such as direct marketing by email or storing certain cookies on your device, we will only proceed if we have your explicit consent. You can withdraw your consent at any time.

How We Use Your Data

We use the personal data we collect for the following purposes:

• To process and deliver your orders, including communicating order status and resolving delivery issues.
• To communicate with you regarding your current or past orders, or to respond to your enquiries.
• To improve our product offerings and customer experience, drawing on insights from order patterns and customer feedback.
• For administrative, analytical, and security purposes designed to protect our business and customers.
• Where consent has been provided, to send marketing communications regarding new products or promotions.

Retention of Your Data

We will keep your personal information only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting obligations. For most order-related data, this retention period is typically six years from the date of the transaction, unless a longer period is required by law. After the relevant retention period, your data will be securely deleted or anonymised, ensuring it can no longer identify you.

Processors and Third Parties

To provide our services effectively, we may share your data with trusted third-party service providers (“processors”) who act on our behalf. These may include:

• Payment processors required to complete your transactions.
• Delivery partners fulfilling shipments to the specified address.
• IT service providers hosting our website, maintaining databases, or providing communication tools.
• Professional advisers, such as accountants or legal consultants, only as necessary for compliance and legal obligations.

All such third parties are required to process your data only in accordance with our instructions and to implement appropriate security measures. We do not sell or rent your personal information to any third parties for their marketing purposes.

Your Rights as a Data Subject

As a customer of Greenford Flowers, you have a number of important rights under GDPR, including:

• Right of access: You have the right to request a copy of the personal data we hold about you.
• Right to rectification: If you believe information we hold is inaccurate or incomplete, you may request correction or completion.
• Right to erasure: In certain circumstances, you may request your data be deleted, such as where it is no longer necessary for the purposes for which it was collected.
• Right to restrict processing: You may request that we limit processing in some situations.
• Right to data portability: Where applicable, you may request transfer of your personal information to another provider.
• Right to object: In some situations, you may object to processing, particularly where we process your data based on legitimate interests or for direct marketing purposes.
• Right to withdraw consent: Where processing is based on your consent, you can withdraw your consent at any time.
• Right to lodge a complaint: You have the right to contact your local data protection authority if you have concerns about our data practices.

Security of Your Data

We take the security of your personal information seriously. We have implemented appropriate physical, technical, and organisational security measures designed to protect your personal data from accidental loss, unauthorised access, use, alteration, or disclosure.

Policy Updates

This Privacy Policy may be updated from time to time to reflect changes in our practices or relevant regulations. Please check this page periodically for any updates. The effective date of the most recent policy will always be indicated at the end of this notice.

Contacting Greenford Flowers

If you have any questions about this Privacy Policy or would like to exercise any of your data protection rights, please contact us using the information available on our official website or in-store. We will respond to requests as soon as possible and in compliance with applicable laws.

Effective date: June 2024