Florist South Harrow Privacy Policy

Introduction

At Florist South Harrow, we respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect and use your information when you order flowers for delivery or collection within South Harrow and the surrounding districts. Our policy is designed to be fully compliant with the General Data Protection Regulation (GDPR). Please read it carefully to understand how we process your data and your rights regarding your personal information.

Scope of This Policy

This policy applies to all customers placing orders with Florist South Harrow for delivery within South Harrow or any adjoining areas we serve. The information set out here describes our practices in relation to customers, recipients, and users interacting with our services, both online and in person.

What Data We Collect

We collect the following types of data:

• Personal Identification Data: Name, delivery address, billing address, order recipient details, and contact information (such as phone number where required for delivery coordination).
• Order Details: Products ordered, special instructions, card messages, delivery preferences, and payment confirmation.
• Communication Data: Records of communications, such as customer service interactions, complaints, and general enquiries.
• Digital Data: IP address, device type, browser type, and cookies for visitors to our website, collected in accordance with applicable legislation.

Lawful Basis for Processing

We only process your personal data when we have a lawful basis to do so, as outlined below:

• Contractual Necessity: Data is processed to fulfil your flower order, including processing payments, delivering products, and communicating with you about your order.
• Legal Obligations: Certain information must be retained to comply with tax, accounting, and other legal requirements.
• Legitimate Interests: We may use your details to improve our services, enhance security, or administer our website, provided this does not override your privacy rights.
• Consent: Where applicable, we will seek your explicit consent, for example, before adding you to our marketing distribution list. You are always able to withdraw your consent at any time.

How We Use Your Personal Data

Your personal information is used strictly for the purposes it was collected. This includes:

• Processing and fulfilling your order
• Communicating with you regarding order progress or issues
• Handling customer service requests
• Meeting our legal and regulatory obligations
• Improving our products and customer experience where allowed

How Long We Keep Your Data

We only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including satisfying any legal, accounting, or reporting requirements. Typically:

• Order and transaction information: Retained for up to 7 years to comply with tax and financial regulations.
• Communication records: Retained for up to 3 years following your last interaction, unless a longer retention period is necessary for legal reasons.
• Data held with your consent (e.g., for marketing): Retained until you withdraw your consent.

All data is deleted securely when no longer needed or when the retention period expires.

Sharing Your Data: Processors and Third Parties

We do not sell or trade your personal information. We may, however, share your data with trusted third-party service providers (known as 'processors') for the purposes of fulfilling your order and operating our business, including:

• Payment service providers (to process your payment securely)
• Certain delivery and courier services
• IT support, maintenance, and hosting providers

All processors are required by contract to handle your data securely, confidentially, and only according to our instructions. Where processors are located outside the UK or EEA, we ensure appropriate safeguards are in place as required by GDPR.

How We Protect Your Data

We have implemented both technical and organisational security measures to protect your personal information from unauthorised access, loss, misuse, or disclosure. This includes secure servers, encrypted payment processing, controlled access to systems, and staff training on data protection. Although we take every reasonable precaution, no transmission of information over the internet can be guaranteed 100% secure.

Your Rights

Under GDPR, you have the following rights with respect to your personal data:

• Right to Access: You can request a copy of the data we hold about you.
• Right to Rectification: You can ask us to correct any inaccurate or incomplete information we hold about you.
• Right to Erasure: You can request that we delete your personal data, subject to certain limitations where retention is required by law.
• Right to Restrict Processing: You may request that we limit the way your data is processed in certain circumstances.
• Right to Object: You have the right to object to our processing where we rely on legitimate interests.
• Right to Data Portability: Where we process your data by automated means and by consent or contract, you may request to receive your data in a commonly used format.
• Right to Withdraw Consent: Where processing is based on your consent (such as direct marketing), you may withdraw your consent at any time.

If you wish to exercise your rights, please contact us using the contact details provided on our website or ordering materials. We will respond within one month of receiving your request, as required by law.

Children's Privacy

Our services are not directed to persons under the age of 18. We do not knowingly collect personally identifiable information from children under 18. If we discover that a child has provided us with personal information, we will take steps to delete such information promptly.

Changes to This Policy

We may update this privacy policy from time to time to reflect changes to our practices, applicable laws, or new services. The latest version will always be posted on our website, and where appropriate, we will notify you of significant changes.

Contact and Complaints

If you have any questions about this policy, how your personal data is handled, or wish to make a complaint, please use the contact information displayed on our website or ordering forms. If you are not satisfied with our response, you have the right to lodge a complaint with the UK Information Commissioner's Office.

Conclusion

Your privacy matters to us. We are committed to managing your personal data responsibly and transparently. We encourage you to review this policy regularly and let us know if you have any concerns or wish to exercise your data protection rights.