Southfields Florist Privacy Policy

Introduction

This Privacy Policy outlines how Southfields Florist collects, processes, and stores your personal information. This policy applies to everyone who places an order with Southfields Florist, either for delivery or collection, in Southfields and the surrounding districts. We are committed to safeguarding your data and complying with the United Kingdom General Data Protection Regulation (GDPR).

What Personal Data We Collect

When you place an order with Southfields Florist, we may collect, use, store, and transfer various types of personal information about you. These may include:

• Identity Data: Your first name, last name, and, if necessary, title.
• Contact Data: Billing address, delivery address, email address, and telephone number when provided.
• Order Details: Information about the products you order and delivery instructions.
• Payment Information: Payment confirmation details (we do not store card details).
• Correspondence: Records of communication (e.g. messages or notes about your order or customer service queries).

How We Use Your Data and Lawful Basis

Southfields Florist only processes your personal data where there is a lawful basis under GDPR. The main purposes and justifications are as follows:

• To fulfil your order: We use your data to process orders, arrange delivery or collection, and communicate with you about your purchase. The lawful basis is performance of a contract.
• Customer support and enquiries: We use your data to respond to queries or resolve issues regarding your order. The lawful basis is legitimate interest and/or contractual obligation.
• Compliance and record-keeping: To comply with our legal obligations related to tax, accounting, or business reporting.

We do not use your information for marketing purposes unless you have expressly consented to receive marketing communications.

Data Retention

Southfields Florist only retains your personal data for as long as necessary to fulfil the purposes for which it was collected, including for legal, accountancy, or reporting requirements. Typically:

• Order and delivery information may be retained for up to six years from the date of your order, to satisfy legal or tax requirements.
• Contact details or correspondence required for customer service may be kept for a period necessary to resolve matters.

When data is no longer required, it is securely erased or anonymised.

Third-Party Processors and Data Sharing

Your information may be shared with trusted third-party processors who help us provide flowers and process orders, such as payment service providers and courier companies. Examples of processing activities include:

• Payment processing to complete your transaction.
• Order delivery by local couriers or delivery partners operating in Southfields and the surrounding districts.
• IT providers who support our systems and keep your information secure.

These partners are required to comply with data protection laws and may only use your personal data for purposes specified by Southfields Florist. We do not sell or rent your personal data to any third party for marketing purposes.

Keeping Your Data Safe

We have implemented appropriate security measures to prevent your personal data from being lost, accessed, altered, or disclosed unlawfully. Access to your personal information is limited to those employees, agents, or processors who have a business need to know. All such parties are subject to confidentiality obligations.

Your Rights Under GDPR

Under the GDPR, you have specific rights regarding the data we hold about you. These include:

• Right to access: You may request details of your personal data that we hold and receive a copy.
• Right to rectification: You may request correction of any inaccurate or incomplete data.
• Right to erasure: You may request deletion of your personal data in certain circumstances, such as when it is no longer necessary for us to retain it.
• Right to restrict processing: You can ask us to restrict the processing of your data in some scenarios.
• Right to data portability: Where applicable, you may request that your personal data be provided to you or transferred to another service provider in a structured, machine-readable format.
• Right to object: You may object to processing of your data when the lawful basis is legitimate interest.

If you wish to exercise any of these rights, you may contact us using the channels provided when you placed your order. We may need to verify your identity for security reasons before processing your request.

International Transfers

Southfields Florist processes all personal data within the United Kingdom. In the event that your data must be transferred outside the UK, we will ensure that adequate safeguards are in place, such as data transfer agreements that comply with data protection law.

Policy Updates

We may update this Privacy Policy to reflect legal or operational changes. The latest version will always apply to how your data is handled. We recommend reviewing this policy from time to time to stay informed of any updates.

Contact and Complaints

If you have concerns about how your data is used, please contact us through the methods we made available at the point of your order. If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s supervisory authority for data protection.

Applicability

This Privacy Policy applies to all customers placing Southfields Florist orders, whether for delivery or collection, in Southfields and surrounding districts.

Effective Date

This policy is effective from 1st June 2024 and supersedes all previous versions. Your continued use of our services after this date signifies your acceptance of this policy.