Florist Kingston Vale Privacy Policy

Introduction

This Privacy Policy explains how Florist Kingston Vale collects, uses, stores, and processes your personal information in accordance with the UK General Data Protection Regulation (GDPR). This policy applies to all customers placing flower orders with Florist Kingston Vale, whether you are from Kingston Vale or the surrounding districts. We are committed to respecting and safeguarding your privacy at all times.

What Data We Collect

When you interact with Florist Kingston Vale, we may collect the following categories of personal data:

• Identity Data: Your full name, title, and any recipient name when placing orders.
• Contact Data: Delivery address, billing address, postcode, and (if provided) contact preferences.
• Order Data: Details of floral products you purchase, messages attached to orders, delivery instructions, and transaction history.
• Payment Information: Last four digits of your payment card, card type, transaction reference. Full payment details are securely processed by an external payment processor and are not stored by us.
• Technical Data: When you use our website, technical details such as your IP address, browser type and version, device type, operating system, and usage statistics (e.g., date and time of your visit, pages viewed) are collected through cookies and similar technologies.
• Communication Data: Information included in any queries, complaints, or feedback you provide to us regarding your orders or our service.

Lawful Basis for Processing

Florist Kingston Vale processes your personal data under the following lawful bases as defined by the GDPR:

• Contract: Most of our data processing is necessary to carry out our contract with you, such as processing your order, arranging delivery, and handling payments.
• Legal Obligation: We may process and retain certain data to comply with our legal duties, such as tax and accounting obligations.
• Legitimate Interests: We have a business interest in providing and improving our services, responding to your queries, and ensuring the security of our website and systems. We use data in ways that do not override your fundamental rights and freedoms.
• Consent: In circumstances where consent is required, such as for direct marketing by email, we will obtain your explicit consent before processing your data for that purpose. You can withdraw consent at any time.

How We Use Your Personal Data

Your personal data is used for the following purposes:

• Processing and managing your orders, including payment and delivery logistics
• Communicating with you about your orders, delivery updates, and customer support requests
• Improving our service based on your feedback and usage patterns
• Complying with tax, accounting, and other legal requirements
• Responding to any enquiries, complaints, or feedback
• For analytical purposes to enhance our product offerings and customer experience

Sharing Your Data (Processors)

Florist Kingston Vale only shares your personal information with trusted third-party processors who assist us in delivering our services and operating our business. These may include:

• Payment Providers: Secure external payment processors handle transactions and process card details. We only receive minimal necessary payment data.
• Delivery Partners: Responsible for delivering your orders, using your name, address, and contact instructions solely for delivery purposes.
• IT and System Support: Service providers who maintain and improve our website, order management systems, and data security.
• Accountants and Professional Advisors: Where legally required for accounting and audit purposes.

All third-party processors are carefully selected, authorised, and are required to process your data in accordance with our instructions and the law. They must not use your information for their own purposes.

International Data Transfers

At this time, Florist Kingston Vale does not routinely transfer your personal data outside the UK or European Economic Area (EEA). If in future your data is processed outside these areas, we will ensure appropriate safeguards are in place for its protection.

Data Retention

Your personal information is retained only as long as necessary for the purposes it was collected. This includes:

• Order and transaction records: Kept for up to 6 years to comply with tax and accounting laws.
• Account and customer data: Retained while your account is active or as long as reasonably necessary to fulfil the purposes outlined in this policy.
• Communication and feedback: Held for up to 2 years after your last contact, unless required longer for legal reasons.

When data is no longer needed, we securely delete or anonymise it.

Your Rights under GDPR

You have certain rights regarding your personal data:

• Right to Access: You may request a copy of your personal data held by us.
• Right to Rectification: If your data is inaccurate or incomplete, you can request a correction.
• Right to Erasure: You can ask for your data to be deleted under certain circumstances, such as when it is no longer required for the original purpose.
• Right to Restrict Processing: You may request limited use of your data in certain situations.
• Right to Object: You can object to processing that is based on legitimate interests, including direct marketing.
• Right to Data Portability: You may request that we provide your data in a structured, commonly used format for transfer to another provider.
• Right to Withdraw Consent: Where we process data based on your consent, you have the right to withdraw it at any time.

If you wish to exercise any of these rights, please contact us in writing. We may require verification of your identity before processing your request. We aim to respond within one month in most cases.

How We Protect Your Data

Florist Kingston Vale implements appropriate technical and organisational measures to protect your personal data. This includes secure servers, encrypted connections, regular security reviews, and restricted access to personal information within our business. We train our staff and require all partners to comply with strict data protection standards.

Updates to This Privacy Policy

We reserve the right to update this Privacy Policy from time to time to reflect changes in our practices or in legal requirements. We encourage you to review this page regularly. Continued use of our service after changes have been made will indicate your acceptance of those changes.

Contact and Complaints

If you have questions regarding this Privacy Policy or how we handle your personal data, please contact us in writing. Should you feel your rights have not been upheld, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) or your local supervisory authority.