Flowers Southgate Privacy Policy

Introduction

This Privacy Policy explains how Flowers Southgate collects, uses, stores, and protects your personal data when you place an order with us. The policy is designed to comply with the General Data Protection Regulation (GDPR) and applies to all customers placing orders from Southgate and the surrounding districts. Please take time to review this policy to understand your rights and our responsibilities regarding your personal information.

What Data We Collect

When you place an order with Flowers Southgate, we collect and process certain types of information to ensure smooth order management and customer satisfaction. The categories of personal data we may collect include:

  • Identity Information: Your name (and, where relevant, the recipient’s name).
  • Contact Information: Delivery address, billing address, and telephone number. This may include email address where provided.
  • Payment Details: Basic payment data (such as payment card details, though we do not store card details beyond transaction processing).
  • Order Details: Information about the products you order, delivery preferences, and messages for the recipient.
  • Correspondence: Records of any communications or queries you make to our team regarding your order.
  • Website & Technical Data: If you use our website, we may collect IP addresses, browser information, and device type for analytics and security purposes.

Lawful Basis for Processing Personal Data

The GDPR requires that any processing of personal data is based on a lawful ground. Flowers Southgate relies on the following bases for processing your data:

  • Contractual Necessity: Processing your information is necessary to fulfill our contract with you when you place an order (e.g., to process payment and deliver your flowers).
  • Legal Obligations: We may use your data to comply with laws regarding accounting, taxation, or fraud prevention.
  • Legitimate Interests: We may process your information to improve our services, ensure network and information security, or respond to queries, provided these actions do not override your rights.
  • Consent: In cases where we wish to send you marketing communications, we will only do so if you have provided explicit consent. You may withdraw your consent at any time.

How We Use Your Personal Data

Your personal information is used solely for the purposes stated below:

  • To process your orders and manage payments.
  • To deliver floral products to your chosen address.
  • To communicate with you regarding your order or respond to your enquiries.
  • To comply with statutory requirements and for audit purposes.
  • To analyse and improve our services, website, and customer experience.
  • With your consent, to send you updates about our products or special offers (you can opt out at any time).

Data Retention

Flowers Southgate retains your personal data only for as long as necessary to fulfill the purposes for which it was collected, including any legal, accounting, or reporting requirements. Specifically:

  • Order information and related personal data are typically retained for up to seven years in compliance with statutory retention periods under UK law.
  • Correspondence or queries may be kept for up to two years after resolution.
  • Where personal data is processed based on your consent (example: marketing communications), it will be retained until you withdraw that consent or opt out.
  • After these periods, your data will be securely deleted or anonymized so it can no longer be associated with you.

Processors and Data Security

To provide our services efficiently, we may use third-party service providers who process your data on our behalf (“processors”). Examples include payment processors, delivery partners, or technical support companies. We ensure all processors adhere to high standards of security and confidentiality, and that your data is used only as necessary to perform contracted services for Flowers Southgate.

All personal data is stored securely using appropriate technical and organisational measures to guard against unauthorised access, loss, theft, or disclosure. We limit access to your personal information to those employees, agents, or partners who have a business need to know. All such parties are subject to a duty of confidentiality.

We do not sell or rent your personal data to third parties.

Your Rights Under GDPR

As a customer of Flowers Southgate, you have specific rights regarding the personal information we hold about you. Subject to certain conditions and legal exceptions, these rights include:

  • The Right to Access: You may request a copy of the personal information we hold about you.
  • The Right to Rectification: You are entitled to request that we correct any inaccurate or incomplete data.
  • The Right to Erasure: Also known as the "right to be forgotten," you may ask us to delete your personal data where there are no overriding legitimate grounds for retention.
  • The Right to Restrict Processing: You can request that we suspend or limit the processing of your data under certain circumstances.
  • The Right to Data Portability: You can request to receive the data you have provided to us in a structured, widely used, and machine-readable format.
  • The Right to Object: You can object to our processing of your personal information in specific situations, particularly where processing is based on legitimate interest or direct marketing.
  • The Right to Withdraw Consent: Where processing is based on consent, you can withdraw it at any time.

To exercise any of your rights or to make a complaint about how your data is handled, please contact us using the contact details provided on our website or at our Southgate location.

Policy Scope and Updates

This Privacy Policy applies to all customers placing orders with Flowers Southgate from Southgate and its surrounding districts. Our policy may be reviewed or updated from time to time to remain compliant with relevant laws or to reflect changes in our business practices. The most current version will always be made available through our website or upon request at our shop.

Contacting Us

If you have any questions about this Privacy Policy, how we handle your personal data, or wish to exercise your rights, please refer to the contact information available on our website or at our premises in Southgate. We are committed to protecting your privacy and will respond to your requests in accordance with GDPR obligations.