Flowers Colindale Privacy Policy for Customers

Introduction

At Flowers Colindale, we are dedicated to protecting the personal information of all customers placing orders from Colindale and the surrounding districts. This Privacy Policy explains how we collect, use, store, and safeguard your personal data in compliance with the General Data Protection Regulation (GDPR). It also details your rights and the choices you have regarding your information.

Scope of This Policy

This Privacy Policy applies to all personal data collected from individuals who place orders with Flowers Colindale, whether online, by phone, or in person, from Colindale and neighbouring districts. It covers data collected directly from customers, as well as from third parties acting on their behalf, and governs all aspects of your interaction with our business relating to the purchase and delivery of floral products and related services.

What Data We Collect

To process and fulfil your orders, Flowers Colindale collects the following categories of personal data:

• Contact Information: Full name, billing and delivery addresses, contact numbers, and other relevant contact details.
• Order Details: Records of items ordered, delivery instructions, and order history.
• Payment Information: Payment method, transaction reference numbers (note: we do not store full payment card details).
• Communication Data: Correspondence with our team, including queries, feedback, and complaint details.
• Recipient Information: Names and delivery addresses of the intended recipients of your orders.
• Technical Data: Internet Protocol (IP) address, browser type, and device identifiers if you place orders through our website.

Lawful Basis for Data Processing

Under GDPR, every processing of personal data must have a legal justification. Flowers Colindale processes customer data on the following lawful bases:

• Contractual Necessity: Data is collected and processed to perform our contract with you (e.g., to process your order, facilitate payment, and deliver products).
• Legal Obligation: Certain data is maintained to comply with applicable legal and regulatory requirements, such as tax and accounting rules.
• Legitimate Interests: We may process data to improve our services, manage business operations, or prevent fraud, provided these interests are not overridden by your rights and interests.
• Consent: If we wish to use your data for optional purposes (such as for marketing), we will only do so after obtaining your explicit consent, which you may withdraw at any time.

How We Use Your Data

Your personal data is used solely for the purposes of:

• Processing and delivering your orders efficiently and accurately.
• Providing customer service and managing feedback or complaints.
• Communicating updates about your orders and related services.
• Meeting our legal and regulatory obligations.
• Improving our products and services (information is anonymised where possible for this purpose).
• Subject to your consent, sending you information about special offers, promotions, or new products related to Flowers Colindale.

Data Retention Period

Flowers Colindale retains personal data only for as long as necessary for the purposes stated in this policy or as required by law. Typical retention periods are as follows:

• Order-related data and associated correspondence: Retained for up to 6 years to comply with legal and tax requirements.
• Marketing data (where consent is given): Retained until you withdraw your consent.
• Technical data and website logs: Retained for up to 2 years for security and service improvement purposes.

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

Use of Data Processors

To support our operations, Flowers Colindale may engage third-party service providers (data processors) to process personal data on our behalf. These may include:

• Payment service providers for secure processing of transactions.
• Delivery and logistics companies to fulfil your orders.
• IT support and hosting providers for our website and customer databases.
• Marketing services (if you opt-in to receive communications).

All of our data processors are contractually bound to process your personal information securely and only as instructed by Flowers Colindale. They may not use your data for any other purposes.

Your Rights Under GDPR

As a customer placing orders with Flowers Colindale in Colindale and surrounding districts, you have the following rights regarding your personal data:

• Right to Access: Obtain a copy of your personal data we hold.
• Right to Rectification: Request correction of inaccurate or incomplete personal data.
• Right to Erasure: Request deletion of your data where there is no legal reason for its retention.
• Right to Restrict Processing: Request a restriction on how we process your data in certain circumstances.
• Right to Data Portability: Request provision of your data in a structured, commonly used, and machine-readable format.
• Right to Object: Object to processing of your data where justified by your circumstances, especially regarding direct marketing.
• Right to Withdraw Consent: If we process data based on your consent, you can withdraw this at any time.

If you wish to exercise any of these rights, please contact us using the latest contact information provided on the Flowers Colindale website or premises. We will respond to your request within the timeframe required by law.

Data Security

We are committed to safeguarding your personal information. We employ appropriate organisational, technical, and physical safeguards designed to protect your data from unauthorised access, loss, alteration, or disclosure. Our staff are trained in data protection principles, and all processing follows GDPR requirements. Access to your data is limited to those employees or processors who require it to fulfil their roles.

Policy Updates

Flowers Colindale reserves the right to update or modify this Privacy Policy at any time. Any significant changes will be communicated via our website or at the point of data collection. We encourage you to review this policy periodically to stay informed of your rights and how we use your information.

Contacting Flowers Colindale

If you have any questions about this Privacy Policy, your data, or wish to make a data-related request, please refer to the contact information available on our official website or premises. We take your privacy seriously and aim to address all enquiries promptly and transparently.