Florist Northolt Privacy Policy

Introduction

This Privacy Policy sets out how Florist Northolt ('we', 'us', 'our') collects, uses, stores, and protects your personal data in compliance with the United Kingdom General Data Protection Regulation (UK GDPR). This policy applies to all individuals who place orders for floral products or related services with Florist Northolt from Northolt and the surrounding districts. We are dedicated to safeguarding the privacy of all of our customers and ensuring the secure management of all personal data we obtain from you.

What Data We Collect

We collect a range of personal data when you place an order or communicate with us, including:

• Identification Data: Full name, delivery address, and billing address
• Contact Information: Telephone number and, where provided, email address
• Order Details: Items ordered, special instructions, delivery preferences, and recipient details (name and address)
• Payment Data: Payment method and transaction records (we do not store full card details; payment data is handled via secure payment processors)
• Interaction Data: Records of communications with us, including feedback, complaints, or queries
• Technical Data: When you use our website or place online orders, we may also collect technical data such as IP address, device type, operating system, and browsing activity, primarily via cookies for website analytics and security

Lawful Basis for Processing Your Data

Under the UK GDPR, we are required to have a lawful basis for processing your personal data. We process your information on the following bases:

• Performance of a Contract: Most of the data we collect is needed to fulfil your order and provide our products and services to you (Article 6(1)(b) UK GDPR).
• Legal Obligations: We may need to retain and process some data to comply with tax, accounting, or other statutory requirements (Article 6(1)(c) UK GDPR).
• Legitimate Interests: For improving our services, managing customer relationships, or for fraud prevention and network security, provided these interests are not overridden by your rights (Article 6(1)(f) UK GDPR).
• Consent: Where you have given explicit consent, for example to receive marketing emails or promotional offers, we will process your data based on your consent, which can be withdrawn at any time (Article 6(1)(a) UK GDPR).

How We Use Your Data

Florist Northolt uses your personal data for a variety of purposes, including:

• Processing and delivering customer orders
• Responding to your enquiries, feedback, or complaints
• Providing delivery updates or important information regarding your order
• Improving our products, services, and website functionality
• Fulfilling our legal and regulatory obligations
• Fraud prevention and ensuring the security of our website
• Sending marketing communications, but only when you have explicitly opted in

Data Retention Periods

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

• Order and transaction data is retained for up to 7 years to comply with tax and financial record-keeping requirements
• Contact information used for marketing is stored until you withdraw your consent or opt out
• Technical and analytics data is kept for a period aligned with our website security and improvement practices, generally not exceeding 26 months

After the retention period, your data is securely deleted or anonymised.

Processors and Data Sharing

Florist Northolt may share your data with trusted third-party service providers ('processors') strictly for the purposes of fulfilling customer orders and operating our business. These include:

• Payment processing companies
• IT and website hosting providers
• Delivery or courier companies engaged to deliver your orders
• Accountants and professional advisers, where legally required

All third-party processors are contractually bound to comply with data protection law and only process personal data as instructed by us. We do not sell or rent your data to any third parties.

On rare occasions, we may be legally required to disclose your information to authorities to comply with law enforcement or statutory requirements.

International Transfers

Your data is primarily stored and processed within the United Kingdom or European Economic Area (EEA). If we need to transfer your data outside the UK or EEA, we ensure that suitable safeguards are in place in line with data protection law.

Your Rights under GDPR

As a customer, you have strong rights regarding how your personal data is used. Under GDPR, you can:

• Access: Request a copy of the personal data we hold about you.
• Rectification: Ask us to correct or complete any inaccurate or incomplete data.
• Erasure: Request the deletion of your data under certain circumstances (the 'right to be forgotten').
• Restriction: Ask us to suspend processing of your data in specific situations.
• Objection: Object to processing where we rely on legitimate interests or for direct marketing purposes.
• Portability: Receive your personal data in a structured, commonly used format for transfer to another provider.
• Withdraw Consent: Where we rely on your consent, you have the right to withdraw it at any time.

To exercise any of these rights, please contact us using our online contact form or by writing to our registered address. We will respond in accordance with statutory deadlines and verify your identity for security purposes.

How We Protect Your Data

Florist Northolt implements appropriate technical and organisational measures to ensure your data is protected against unauthorised access, accidental loss, destruction or disclosure. These include secure servers, encrypted payment processing, restricted data access, and staff training in data protection responsibilities.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements or our data processing practices. Updated versions will always be made available before they become effective, and we encourage you to review the policy periodically.

Contacting Us

If you have any questions, concerns, or requests relating to this Privacy Policy or how we handle your data, please contact Florist Northolt using our online contact form or by post at our registered office. We take your privacy seriously and are committed to addressing any matters promptly and thoroughly.