West Wickham Florist Privacy Policy
Introduction
This Privacy Policy details how West Wickham Florist collects, uses, retains, and protects your personal data in compliance with the General Data Protection Regulation (GDPR). This policy applies to all customers within West Wickham and the surrounding districts who place orders with us, whether online, by telephone, or in person at our store.
Scope of This Policy
This Privacy Policy covers information about the collection and processing of your personal data by West Wickham Florist for the purposes of fulfilling your flower orders and providing related customer services. It applies to all transactions and interactions between you and West Wickham Florist when you order or enquire about our products and services in West Wickham and neighbouring areas.
What Personal Data We Collect
West Wickham Florist may collect the following categories of personal data:
- Identity Data: Your name and, if applicable, the recipient’s name.
- Contact Data: Delivery address, billing address, telephone number, and, where relevant, your email address.
- Order Details: Information about floral products you order, delivery dates, card messages, and special instructions.
- Payment Data: Payment card details and transaction information (note: we do not store your full card number).
- Communications: Any correspondence you have with us, including feedback or customer queries.
Our Lawful Basis for Processing Your Data
We process your personal data only where we have a lawful basis to do so under Article 6 of the GDPR. For customers placing orders, the primary lawful bases we rely on are:
- Contractual necessity: We process your personal data to fulfil your order and provide the products and services you have requested.
- Legal obligation: We may need to retain certain data to comply with tax and accounting requirements, or to respond to lawful requests from regulatory authorities.
- Legitimate interests: We may use personal data to improve our services, resolve customer queries, and for limited direct marketing of similar products or services, where this does not override your rights and freedoms.
- Consent: Where we rely on consent, for example to send you promotional emails, we will ask you first. You have the right to withdraw consent at any time.
How We Use Your Personal Data
West Wickham Florist uses your personal data in the following ways:
- Processing and delivering your floral orders, including updating you about the status of your delivery.
- Responding to your requests, queries, or complaints.
- Managing payments and refunds.
- Maintaining records required by law (for example, for tax and financial reporting purposes).
- Improving the quality of our customer service and developing our products and services.
- Sending you service updates or, with your consent, information about our products or special offers.
Data Retention: How Long We Keep Your Data
We will retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including for satisfying any legal, accounting, or reporting requirements. Typically, the standard retention periods are as follows:
- Order and transaction records: Retained for a minimum of six years in accordance with tax laws.
- Customer correspondence: Retained for up to one year unless a longer period is required for the resolution of ongoing issues.
- Marketing preferences: Retained until you withdraw your consent or update your preferences.
Once we no longer need your data, it will be securely deleted or anonymised.
Who Processes Your Data
To carry out our business operations, West Wickham Florist uses trusted third-party providers (processors) who may process your data only on our instructions for specific purposes. These include:
- Payment service providers for secure processing of card transactions.
- Delivery partners who ensure flowers are delivered to the correct addresses.
- IT and cloud service providers for hosting our website and managing order information.
- Accountants and other professional advisors, when necessary for legal compliance.
All our processors are required by contract to comply with the GDPR and to keep your personal data secure and confidential. We do not sell or disclose your personal data to unrelated third parties for their own marketing purposes.
Your Rights Under the GDPR
Under the GDPR, you have a range of rights regarding your personal data held by West Wickham Florist:
- Right of access: You can request access to the personal data we hold about you.
- Right to rectification: You may ask us to correct any inaccurate or incomplete information.
- Right to erasure: You have the right to ask for your personal data to be deleted in certain circumstances (subject to legal retention obligations).
- Right to restrict processing: You can ask us to temporarily stop using your data while an issue is investigated.
- Right to data portability: You may request your data in a structured, commonly used and machine-readable format.
- Right to object: You can object to our processing your personal data based on legitimate interests or for direct marketing.
- Right to withdraw consent: Where processing is based on your consent, you may withdraw this at any time.
To exercise any of your rights, please contact us using the contact details available on our website or in store. We will respond to your request in accordance with GDPR requirements.
Data Security
West Wickham Florist takes the security of your personal data seriously. We implement a range of technical and organisational measures to safeguard personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. Access to personal data is restricted to personnel and processors who need it for business or legal reasons, and all staff receive training on data protection requirements.
Policy Updates
We may update this Privacy Policy from time to time to reflect changes in legislation or our business practices. Please review this policy periodically. We will indicate at the bottom of this policy the date of the last update.
Last updated: June 2024.
