Privacy Policy for Flowers West Green Customers

Introduction

This Privacy Policy describes how Flowers West Green collects, uses, stores, and processes personal data in accordance with the General Data Protection Regulation (EU) 2016/679 ("GDPR"). It applies to all individuals placing flower orders with Flowers West Green from West Green and its surrounding districts. We are committed to safeguarding your personal information and respecting your privacy.

Data We Collect

To fulfill and process your flower orders, Flowers West Green collects the following categories of personal data:

• Identity Data: Name, title
• Contact Data: Delivery address (including postcode), phone number, and sometimes special delivery instructions
• Order Data: Details of the orders you place, including recipient information, order history, and preferences
• Payment Data: Payment confirmation details provided by payment processors (note: we do not process or store complete card details on our systems)
• Communication Data: Records of correspondence, special requests, feedback, or queries related to your orders and our services

We do not knowingly collect personal data from children under 16 years old.

Lawful Basis for Processing

Under GDPR, organizations must have a legal basis to process personal data. Flowers West Green processes your data under the following lawful bases:

• Contractual Necessity: Data required to process, confirm, and fulfill your orders, including delivery arrangements.
• Legal Obligation: Data required to comply with relevant accounting, taxation, and consumer protection laws.
• Legitimate Interests: Data used to improve our services, manage customer relationships, and respond to enquiries. We ensure such interests do not override your fundamental rights and freedoms.
• Consent: Where we obtain your explicit consent for marketing or promotional communications, which you may withdraw at any time.

How We Use Your Personal Data

Your personal data is used solely for purposes that are compatible with the reasons it was collected. These purposes include:

• Processing and delivering your flower orders, including managing payment and arranging delivery
• Responding to your enquiries, requests, and feedback
• Maintaining accurate internal records of transactions
• Meeting legal or regulatory requirements
• Improving our products, services, and customer experience
• Sending you service-related information (such as order updates or notifications)
• If you have consented, occasionally informing you of special offers, news, or promotions relevant to Flowers West Green

Retention of Personal Data

Flowers West Green keeps your personal data only for as long as necessary for the purposes it was collected, or as required by law. Generally, we adhere to the following retention periods:

• Order and transaction records: Retained for a minimum of six years to comply with legal, accounting, and tax obligations.
• Enquiries and correspondence: Retained for up to three years after your last contact, to manage customer service and resolve any complaints.
• Marketing Data: Retained until you withdraw your consent or unsubscribe from communications.

When data is no longer required, it will be securely deleted or anonymized.

Data Processors and Sharing

Your personal data may be shared with third-party service providers or "processors" who assist us in delivering our services. These include:

• Delivery partners: Companies or individuals who deliver your orders to the correct address.
• Payment providers: Secure third-party gateways that process your payment. Flowers West Green does not have access to your full payment card details.
• IT & systems support: Providers who host or maintain our ordering, communication, and record-keeping systems.

We ensure all processors are GDPR-compliant and obligated to maintain the security and confidentiality of your data. We do not sell or rent your personal information to third parties for their own marketing purposes. Data may be disclosed to law enforcement or other authorities if required by applicable law.

Data Security

Flowers West Green uses appropriate physical, technical, and organizational measures to protect your data from unauthorized access, loss, misuse, or disclosure. Access to your information is limited to personnel and processors who require it to process your order or support our services. We regularly review our policies and practices to ensure your data stays safe and confidential.

Your Rights Under GDPR

As a customer, you have specific rights regarding your personal data:

• Right of access: You may request a copy of the personal data we hold about you.
• Right to rectification: You may request corrections to inaccurate or incomplete data.
• Right to erasure: You may request deletion of your data, subject to certain legal or contractual restrictions.
• Right to restrict processing: You may ask us to restrict or suspend processing of your data in certain circumstances.
• Right to data portability: You may request that your data be transferred to you or another provider in a structured, machine-readable format.
• Right to object: You may object to processing based on our legitimate interests or to direct marketing communications.
• Right to withdraw consent: Where we process your data on the basis of consent, you may withdraw this at any time without affecting prior processing.
• Right to complain: You may lodge a complaint with the UK Information Commissioner's Office (ICO) if you believe your data rights have been infringed.

Policy Scope and Updates

This policy covers all customers ordering from Flowers West Green, including those living in West Green and surrounding districts. We may update this policy periodically to reflect changes in our practices or changes in the law. We encourage you to review this policy regularly to stay informed of how we protect your personal data.

Contact and Queries

If you have any questions about this Privacy Policy, or if you wish to exercise any of your data rights, please use the contact information available on our website or with your ordering documentation. Flowers West Green values your trust and takes your privacy seriously.