Privacy Policy for Flowers Cockfosters Customers

Introduction

This Privacy Policy explains how Flowers Cockfosters (“we”, “us”, “our”) collects, uses, stores, and protects your personal data when you place an order with us in Cockfosters and nearby districts. We are committed to respecting your privacy and complying with the UK General Data Protection Regulation (GDPR) and other applicable data protection laws. This policy details your rights and our responsibilities regarding your information. By placing orders with Flowers Cockfosters, you agree to the practices described in this policy.

What Data We Collect

We collect various types of personal data from customers placing flower orders or making enquiries, including:

• Contact Details: such as your full name, address, email, and phone number.
• Order Information: such as product selections, delivery recipient details (name, address, phone), special requests, and card messages.
• Payment Information: payment card details and transaction references collected at the point of sale, processed securely via payment providers.
• Communication Records: correspondence with us via online forms, direct messages, or during phone conversations.
• Technical Data: IP address, cookies, browser type, and browsing actions where you use our website for order placement or enquiries.

We do not intentionally collect sensitive personal data such as health information except when you directly provide it as part of your order instructions.

Lawful Basis for Processing

The GDPR requires us to have valid reasons for processing your personal data. We use the following legal bases:

• Contractual Necessity: To process and deliver your orders, and communicate regarding your orders. Without this information, we cannot provide our services to you.
• Legal Obligation: To comply with legal requirements (for example, record-keeping according to tax laws).
• Legitimate Interests: To respond to your enquiries, improve our services, prevent fraud, or protect our business. We ensure that our legitimate interests do not override your data protection rights.
• Consent: In situations where applicable (such as marketing communications, if opted-in), we rely on your consent, which you may withdraw at any time.

How We Use Your Personal Data

We use your data to:

• Process and deliver your flower orders.
• Contact you regarding your order or delivery.
• Handle queries, complaints, or feedback.
• Process payments and refunds.
• Keep business, accounting, and tax records as required by law.
• Enhance our products and services.

Your data will not be used for automated decision making or profiling beyond what is necessary to conduct purchases and deliveries securely.

Data Retention

Your personal data is kept only for as long as necessary to fulfill the purposes for which it was collected. Generally, we retain order and contact records for up to six years after the order date in line with UK accounting and tax requirements. Payment card details are not stored by us but handled securely by our payment processors.

At the end of the retention period, your data will be securely deleted or anonymised so that you can no longer be identified.

Data Processors and Sharing

We may share your personal data with trusted third-party service providers (data processors) only where necessary to fulfil your order or business operations. These include:

• Payment processing companies to handle your transactions securely.
• IT, website hosting, or software support providers to maintain our IT infrastructure.
• Delivery drivers or courier partners to deliver your flower orders.

All third parties are required to use your data only for purposes specified by us and in compliance with GDPR. We do not sell or trade your personal information. Your data will normally remain within the UK. Where it must be transferred outside the UK, we ensure appropriate safeguards are in place.

Your Rights Under GDPR

You have the following rights with respect to your personal data:

• Right to Access: You can request a copy of your personal data we hold about you.
• Right to Rectification: You may request corrections of inaccurate or incomplete personal data.
• Right to Erasure: You can ask us to delete your personal data in certain circumstances, such as where it is no longer required for the purpose collected or you withdraw consent (where applicable).
• Right to Restrict Processing: You may ask us to limit how we use your data in certain circumstances.
• Right to Data Portability: You can ask to receive your personal data in a machine-readable format or have it transferred to another provider.
• Right to Object: You have the right to object to certain types of processing, including direct marketing.

To exercise these rights, contact us using the details provided at the end of this policy. We may need to verify your identity before responding to your requests. We aim to respond to valid requests within one month.

Security of Your Data

We take reasonable and appropriate measures to safeguard your data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. This includes encryption, secure payment processing, and regular staff training on data privacy. Where we use third-party processors, they are contractually obliged to implement adequate security standards.

Children’s Privacy

Our services are not directed at children under 16. We do not knowingly collect data from children. If we become aware of any data collected from a child under 16 without appropriate parental consent, we will take steps to remove it promptly.

Policy Scope and Updates

This policy applies to all customers placing orders with Flowers Cockfosters from Cockfosters and surrounding districts. We may update this policy occasionally to reflect changes in the law or our practices. We recommend reviewing this policy from time to time. The latest version will always be available on our website or upon request.

Contacting Us

If you have questions about this privacy policy, want to exercise your data rights, or wish to make a complaint regarding your data, please reach out to us using the contact details provided on our website or at our business premises. If you remain dissatisfied, you have the right to raise concerns with the UK Information Commissioner’s Office (ICO).

Thank you for trusting Flowers Cockfosters with your information. We are committed to protecting your privacy and ensuring you enjoy our services with confidence.