Flowers West Brompton GDPR Privacy Policy

Scope of this Privacy Policy

This Privacy Policy applies to all individuals placing orders with Flowers West Brompton, whether through our website, by phone, or in person, within West Brompton and neighboring districts. We are dedicated to safeguarding the privacy and security of your personal information in accordance with the General Data Protection Regulation (GDPR) and related laws.

Personal Data We Collect

When you interact with Flowers West Brompton, we may collect and process the following categories of personal data, depending on your method of order and communication:

• Identification Details: Your name, contact details (such as address for delivery, phone number), and email address if provided.
• Order Information: Details of your flower or gift order, recipient information (such as name and delivery address), personal messages for recipients, purchase transaction data (date, time, and details of products/services ordered).
• Payment Information: Payment method and certain payment details (not including full card information, which is processed securely by our payment processors).
• Communications: Customer service enquiries, feedback, and any correspondence between you and Flowers West Brompton.
• Technical Data: Limited technical information such as IP address, browser type, and device identifiers when placing online orders or visiting our website.

Lawful Basis for Processing

We rely on the following lawful bases under the GDPR to process your personal data:

• Contractual Necessity: Processing your data is required to perform our contract with you, including fulfilling your flower order, arranging delivery, and managing payments.
• Legal Obligations: We may process data when required by applicable law, such as accounting or tax regulations.
• Legitimate Interests: For certain activities, such as conducting customer service, maintaining business records, or improving our services, we rely on our legitimate business interests, always ensuring that your rights and interests are protected.
• Consent: Where required, such as for sending marketing communications, we will ask for and rely on your explicit consent. You may withdraw consent at any time.

Use of Your Data

We use the personal data we collect to:

• Process and deliver your orders, including sharing delivery details with couriers or staff responsible for fulfilment;
• Contact you regarding your order, to provide customer support, or notify you of important changes to services;
• Manage payments and prevent fraud;
• Comply with legal and regulatory requirements;
• Improve our services, including internal business analytics and staff training;
• Send marketing communications where you have provided consent to do so.

Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including to provide our services, resolve disputes, enforce agreements, and comply with legal obligations. Generally, we keep:

• Order and transactional records for a minimum of six years to comply with accounting and tax laws;
• Communication records for up to two years after the order or inquiry is completed, unless a longer retention period is required or permitted by law;
• Marketing information only for as long as you remain subscribed, or until you withdraw consent.

After the applicable retention period, your personal data will be securely deleted or anonymised.

Data Sharing and Processors

We may share your personal data with trusted third parties (processors) who assist in delivering our services, such as:

• Payment service providers for secure payment processing;
• Delivery and logistics providers who handle distribution of your order;
• IT service providers who support and maintain our systems and website;
• Professional advisors such as accountants or legal professionals, where necessary for business operations.

All data processors engaged by Flowers West Brompton are required to process your data only on our instruction, to keep it secure, and to comply with GDPR requirements. No personal information is sold or provided to third parties for their own marketing purposes.

International Data Transfers

Flowers West Brompton primarily processes personal data within the UK and European Economic Area (EEA). If data is transferred outside the EEA, it will only be to countries offering an adequate level of data protection, or with appropriate safeguards in place as required by the GDPR.

Your Rights under GDPR

As a customer or recipient whose personal data we process, you have certain rights under the GDPR:

• Right of Access: Request access to your personal data and information about how it is processed.
• Right to Rectification: Request correction of inaccurate or incomplete personal data.
• Right to Erasure: Request deletion of your personal data, where there is no legal reason for us to retain it.
• Right to Restrict Processing: Ask us to restrict processing of your data in specific circumstances.
• Right to Data Portability: Request the transfer of your data to you or another service provider, where applicable.
• Right to Object: Object to certain types of processing, such as direct marketing.
• Right to Withdraw Consent: Where processing is based on your consent, you can withdraw it at any time.

Should you wish to exercise any of these rights, or have questions about our data practices, please contact us using the details provided on our website or in your order confirmation materials. For your protection, we may seek to verify your identity before fulfilling your rights request.

Security Measures

Flowers West Brompton takes the security of your personal data seriously. We have implemented appropriate physical, technical, and organisational measures to protect your data from unauthorised access, loss, or misuse. Only authorised personnel have access to your data, and all staff are trained in data protection best practices.

Policy Updates

This Privacy Policy may be updated from time to time to reflect legal, regulatory, or operational changes. We will indicate the date of the latest revision, and where appropriate, notify customers of significant changes.

Contact and Complaints

If you have any questions about this Policy, your data, or wish to exercise your GDPR rights, please contact us using the contact details provided on our website or order confirmation. If you remain dissatisfied, you may lodge a complaint with the Information Commissioner's Office (ICO) or your local data protection authority.

Thank you for trusting Flowers West Brompton with your personal data. We are committed to upholding your privacy and complying with all data protection laws.