New Southgate Florist Privacy Policy

Introduction

At New Southgate Florist, we are committed to safeguarding the privacy and personal information of our customers. This Privacy Policy explains how we collect, use, retain, share, and protect your data when you place orders with us, whether in New Southgate or surrounding districts. We operate in accordance with the requirements set out by the General Data Protection Regulation (GDPR) and all relevant UK data protection laws. By using our services, you agree to the practices described in this policy.

Scope of This Policy

This Privacy Policy applies to all individuals who place orders with New Southgate Florist, either directly or via third parties, for deliveries in New Southgate and local surrounding districts. Please read this policy to understand how your information will be managed and the rights you have over your personal data.

Data We Collect

To process and fulfil your orders, and for the running of our services, we may collect the following types of personal data:

• Contact Information: Full name, address, phone number, and other means of contact for both the purchaser and the recipient.
• Order Information: Details about your purchase(s), messages for recipients, delivery instructions, and billing address.
• Payment Information: Depending on the method used, this may include payment card details. Typically, payment processing is handled securely by third-party processors.
• Website Usage Data: Internet protocol (IP) addresses, browser type, referral source, length of visit, and interactions on our website, where applicable.
• Communication Records: Any feedback, queries, or correspondence regarding orders or services.

Lawful Basis for Processing

We collect and process your personal data under the following lawful bases as required by GDPR:

• Contractual Necessity: The majority of information we collect is necessary to fulfil the contract of sale with you, such as processing and delivering your orders.
• Legitimate Interests: We may use your information for our legitimate business interests, including service improvement, fraud prevention, or administrative purposes, providing these interests do not override your rights and freedoms.
• Legal Obligations: In certain circumstances, we may need to retain your data to comply with legal or regulatory requirements (e.g. tax laws).
• Consent: In specific cases, such as direct marketing communications, we rely on your explicit consent. You have the right to withdraw your consent at any time.

How We Use Your Data

Your personal information is used solely for the following purposes:

• Processing, fulfilling, and delivering your orders
• Communicating with you about your orders, including queries or updates
• Taking payment and conducting fraud checks when necessary
• Improving our products and services and understanding customer preferences
• Meeting our legal and regulatory obligations
• Providing customer support and managing relationships

Retention of Your Data

We retain your personal information for no longer than is necessary for the purposes for which it is processed. Typically, order and account information is kept for up to seven years to comply with UK tax and accounting requirements. After this period, your data will be securely deleted or anonymised unless further retention is required by law or to resolve ongoing disputes. Non-essential data, such as casual queries or recipient messages, may be deleted sooner in line with our data minimisation policy.

Data Processors and Third-Party Services

To provide our services, we may share your information with trusted third-party processors acting on our behalf:

• Payment Providers: Secure payment processors handle payment transactions. We do not store your full payment card details.
• Delivery Partners: Selected couriers or delivery assistants may require recipient information to ensure successful delivery.
• IT and Website Providers: Companies that host, develop, and support our website and databases.

All external processors are contractually required to handle your data in compliance with GDPR and only process it for stated purposes. Your information will never be sold or shared for unrelated third-party marketing.

International Data Transfers

Personal data is generally stored and processed within the United Kingdom or European Economic Area (EEA). Should any transfer of data outside these regions occur, such transfers will only take place where adequate safeguards are in place in compliance with GDPR, ensuring your rights and protections are maintained.

Your Rights Under GDPR

As a data subject, you have the following rights over your personal information:

• Right of Access: You may request a copy of the personal data we hold about you.
• Right to Rectification: You can ask us to correct any inaccuracies or complete incomplete information.
• Right to Erasure: You may request deletion of your data in certain circumstances.
• Right to Restrict Processing: You can request a temporary stop to processing your data in certain cases.
• Right to Data Portability: You may ask for your information to be provided to you (or another provider) in a structured, commonly used, and machine-readable format.
• Right to Object: You can object to certain uses of your data, such as direct marketing.
• Right to Withdraw Consent: Where you have provided consent, you have the right to withdraw it at any time.

To exercise your rights or for any data-related queries, please contact us in writing using the contact channels provided on our website or in store. We will respond within the timeframes set by data protection law.

Data Security

We have robust physical, electronic, and organisational procedures in place to protect your personal information from unauthorised access, loss, misuse, or alteration. Access to your data is strictly limited to those staff and partners who need it to provide our services. We regularly review our security practices to ensure your information remains safe.

Changes to This Policy

We may update this Privacy Policy to reflect changes to our practices or for other operational, legal, or regulatory reasons. Any changes will be published on our website, and we encourage you to review this policy periodically to stay informed about how your data is protected.

Contact and Complaints

If you have any questions or concerns about how we handle your personal information, please contact us using the details available on our website or at our premises. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) or your local data protection authority if you believe your rights have been breached.

This Privacy Policy is effective as of June 2024 and applies to all orders placed with New Southgate Florist in New Southgate and the surrounding areas.