Colney Hatch Florist Privacy Policy

Introduction

This Privacy Policy explains how Colney Hatch Florist collects, uses, stores, and protects your personal data in compliance with the General Data Protection Regulation (GDPR). It applies to all customers placing orders with Colney Hatch Florist from Colney Hatch and its surrounding districts. Protecting your privacy is important to us, and we are committed to handling your information responsibly and transparently.

What Data We Collect

To process your orders and provide our services, we may collect and process the following categories of personal data:

• Identity Data: Name, surname, and, if applicable, recipient's name.
• Contact Data: Delivery address, billing address, postcode, and telephone number.
• Order Details: Products ordered, delivery instructions, messages to recipients, and purchase history.
• Payment Data: Partial payment details required to process payments, however, full card details are not stored by Colney Hatch Florist.
• Device and Usage Data: IP address, browser type, and site usage statistics (if ordering through our website).

We do not intentionally collect or process special categories of personal data (such as health information, ethnicity, or political opinions).

Lawful Basis for Processing

Our lawful bases for processing your personal data are as follows:

• Performance of a Contract: Most data is processed to fulfil your order, including confirming and delivering your flowers.
• Legal Obligations: We may need to retain certain information to comply with HMRC and accounting requirements.
• Legitimate Interests: Where appropriate, we rely on legitimate interests to enhance our services, prevent fraud, and improve customer experience, provided those interests are not overridden by your rights and interests.
• Consent: For marketing communications, we will only use your data if you have given explicit consent, which you can withdraw at any time.

How We Use Your Data

Your personal data is used solely for the development and fulfilment of your orders and, if you consent, to inform you about our products, offers, and services. Key purposes include:

• Processing and delivering your orders, including communicating with you about order status.
• Contacting you if there are issues with your order.
• Enhancing our products and services based on customer feedback and preferences.
• Meeting our administrative, accounting, and legal obligations.

Data Retention

We retain personal data only as long as necessary for the purposes for which it was collected or for as long as required to fulfil legal, tax, or accounting requirements. Our standard data retention periods are:

• Order Information: Retained for up to six years from the end of the relevant tax year to comply with HMRC record-keeping requirements.
• Marketing Data: Retained until you unsubscribe or withdraw consent.
• Customer Correspondence: Retained for up to three years for customer service reference.

Once retention periods expire, data is securely deleted or anonymised.

Data Processors and Third Parties

To provide our services, we may share your data with third-party service providers who act on our behalf ("processors"):

• Payment Processors: Facilitate secure payment processing for your orders.
• Delivery Partners: May receive your contact and delivery information to ensure successful delivery of your flowers.
• IT and Website Management: Support our website and online ordering system.
• Accountants and Auditors: For legal and tax compliance only.

All data processors are contractually obliged to protect your personal information under GDPR and are not permitted to use it for other purposes. We do not sell your data to third parties.

International Transfers

Your personal data is generally processed within the United Kingdom and European Economic Area (EEA). If data must be transferred outside of the EEA, we will ensure that adequate safeguards are in place to protect your privacy, in line with GDPR requirements.

Security Measures

We take the security of your data seriously and implement appropriate technical and organisational measures to safeguard your personal information from unauthorised access, alteration, disclosure, or destruction. These measures include secure servers, encryption technologies, and restricted internal access.

Your Rights Under GDPR

Under the General Data Protection Regulation, you have the following rights regarding the personal data we hold about you:

• Right to Access: Request a copy of your personal data that we hold.
• Right to Rectification: Correct any inaccurate or incomplete data.
• Right to Erasure: Request deletion of your data, subject to legal and legitimate interest exceptions.
• Right to Restrict Processing: Ask us to limit the processing of your data under certain conditions.
• Right to Data Portability: Request transfer of your data to another provider in a structured, commonly used format.
• Right to Object: Object to certain types of processing, including direct marketing.
• Right to Withdraw Consent: If we process your data based on consent, you may withdraw it at any time.

To exercise your rights or for any inquiries regarding your data, please contact us using the details provided on our website or order confirmation documents. We will respond to all requests within the statutory timeframe set by GDPR.

Children's Privacy

Our services are not directed at children under the age of 16. We do not knowingly collect or process personal data of children under this age. If you believe we have collected such data, please contact us so we can delete it as appropriate.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or business operations. Updated versions will be available on our website and will include the date of revision.

Contact and Complaints

If you have questions about this Privacy Policy or are concerned about how your data is processed, you can contact us using the details provided on our website or order confirmation documents. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you are not satisfied with how we handle your personal data.

Policy Scope

This Privacy Policy applies to all customers placing Colney Hatch Florist orders from Colney Hatch and its surrounding districts. By providing your personal information and placing an order with us, you acknowledge that you have read and understood this policy.