Florist Coulsdon Data Privacy Policy

Introduction

This Privacy Policy outlines how Florist Coulsdon ('we', 'us', or 'our') collects, uses, stores, and processes your personal data when you place orders with us in Coulsdon and the surrounding districts. We are committed to maintaining your trust and protecting your privacy in accordance with the General Data Protection Regulation (GDPR).

Scope of the Policy

This policy applies to all customers who place orders with Florist Coulsdon, whether online, by phone, or in-person, within Coulsdon and the surrounding districts. By placing an order with us, you accept the practices described in this policy.

What Personal Data We Collect

We collect only the information necessary to provide our products and services, fulfil your orders, and improve your experience. The categories of personal data we may collect include:

• Contact Information: Name, postal address, delivery address, and phone number.
• Order Details: Information about your order, card messages, and delivery preferences.
• Billing Information: Payment method details (note: card details are processed securely and not stored by us).
• Communication Records: Copies of correspondence, including queries, feedback, and order confirmations.
• Device and Usage Data: IP address, browser type, access times, and referring website addresses (for online orders).

Lawful Basis for Processing Personal Data

We process your personal data only when permitted by law. Under GDPR, the lawful bases on which we rely include:

• Contractual necessity: Processing is necessary to fulfil your order and deliver our services.
• Legal obligation: Maintaining records for tax, accounting, and other compliance purposes.
• Legitimate interests: Using your data to improve our products and services, prevent fraud, and administer our business (provided your interests do not override ours).
• Consent: Where required and appropriate, for example when sending marketing communications, we will obtain your consent, which you can withdraw at any time.

How We Use Your Data

Your information may be used for the following purposes:

• Processing and delivering your orders, including confirming your order, arranging delivery, and contacting you about your purchase.
• Customer support, responding to your queries, and handling requests regarding orders.
• Record-keeping for accounting, taxation, and legal compliance.
• Improving our products, services, and website operations.
• If you have provided consent, sending you marketing information about our floral products and services.

Data Processors and Third Parties

To deliver our services, we may share your data with trusted third-party processors. These may include:

• Payment service providers: To securely process your payment information. We do not store your full card details.
• Delivery partners: To ensure your order is delivered correctly and on time.
• IT service providers: To host and maintain our website, email, and IT infrastructure.

Each third-party processor only receives data necessary for their specific role and is required to maintain confidentiality and comply with data protection laws. We do not share your personal data with external parties for their own marketing purposes.

How Long We Keep Your Data (Data Retention)

We retain your personal data only for as long as necessary to fulfil the purposes it was collected for, including satisfying legal, accounting, or reporting requirements. Typically, order and transaction information is kept for six (6) years to comply with legal obligations. Communication records and non-essential data are retained no longer than necessary and securely deleted or anonymised once the retention period has expired.

How We Protect Your Data

We implement appropriate technical and organisational measures to safeguard your personal data. This includes (but is not limited to) secure storage, encryption of sensitive information, regular staff training, and limiting access to your data to authorised personnel only.

Your Data Protection Rights

You have rights under GDPR in relation to your personal data, including:

• The right to access: Request copies of your personal data held by us.
• The right to rectification: Ask us to correct inaccurate or incomplete data.
• The right to erasure: Request deletion of your personal data when legally and contractually permitted.
• The right to restrict processing: Ask us to suspend processing under certain circumstances.
• The right to object: Object to processing based on legitimate interests or direct marketing.
• The right to data portability: Request transfer of your data to another provider (where applicable).

You may also withdraw consent at any time, where processing is based on consent. To exercise your rights, please contact us using the methods provided on our website or through your usual communication channels with Florist Coulsdon.

Changes to This Privacy Policy

We may update this policy from time to time to reflect changes in our practices or legal obligations. The date of the most recent revision will be indicated at the top of this document. We encourage you to review this policy whenever you use our services.

Contact and Complaints

If you have any questions about this policy or how we use your personal data, you are encouraged to contact us via the published contact methods on our website. If you are dissatisfied with our response, you have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO).