Petts Wood Florist Privacy Policy

Introduction

At Petts Wood Florist, we are committed to respecting and protecting the privacy of all our customers. This Privacy Policy explains how we collect, use, store, and protect your personal data in adherence to the General Data Protection Regulation (GDPR) and related UK data protection laws. This policy applies to all customers placing orders from Petts Wood and the surrounding districts, whether online, by telephone, or in person.

What Data We Collect

When you interact with Petts Wood Florist, we may collect and process the following types of personal data:

  • Contact Details: Name, delivery address, billing address, phone number, and any other details necessary to fulfill your order.
  • Order Information: Products ordered, dates, recipient information, and order instructions.
  • Payment Details: Your payment information, which may include payment card details. Note: Payment transactions are processed securely by third-party payment processors; we do not retain full card details.
  • Communication Data: Any correspondence between you and Petts Wood Florist, including queries, compliments, or complaints.
  • Website Data: Information gathered automatically through our website, such as IP address, browser type, and usage data, typically collected via cookies and analytics tools.

Lawful Basis for Processing Your Data

Petts Wood Florist processes your personal data strictly in accordance with the lawful bases under GDPR, as outlined below:

  • Contractual Necessity: We process your personal data to fulfil our contract with you, such as processing and delivering your orders.
  • Legal Obligation: We may process your information where we are legally obliged, for instance, for tax and accounting purposes.
  • Legitimate Interests: We may process your data to improve our services, address queries, and ensure the security or integrity of our services, where such interests do not override your rights.
  • Consent: For activities such as marketing, we will only process your personal data if you have provided clear and unambiguous consent. You may withdraw your consent at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

  • To process, confirm, and deliver your floral orders.
  • To communicate with you about your order, including confirmations, delivery updates, or any issues.
  • To manage payments and prevent fraud.
  • If you have agreed, to send you information about our latest products, promotions, or events.
  • To comply with our legal obligations and resolve disputes.

Data Retention

We retain your personal data only for as long as is necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements. Customer and order records are generally retained for up to six years after completion, unless a longer retention period is required by law. Once your data is no longer needed, it will be securely deleted or anonymized.

Processors and Data Sharing

In order to deliver our services efficiently and securely, we sometimes share your data with trusted service providers (data processors), who process your data solely on our instructions and in compliance with GDPR. These processors may include:

  • Payment service providers for processing card or online payments.
  • IT service providers and web hosting companies who support our technology systems.
  • Couriers or delivery partners involved in fulfilling your order.
  • Accountants and professional advisers for regulatory compliance.

All such third parties are required to process your personal information strictly according to our instructions and to implement appropriate security measures. We do not sell or trade your personal information to third parties for marketing purposes.

International Data Transfers

As a local florist primarily serving Petts Wood and nearby districts, your data is mainly processed within the United Kingdom. Should it be necessary for any data to be transferred or stored outside the UK or European Economic Area (EEA), we will take steps to ensure adequate safeguards are in place as required by law, such as using contractual clauses approved by the UK data protection authority.

Your Data Protection Rights

Under GDPR, you have the following rights concerning your personal data:

  • 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 or update information you believe is inaccurate or incomplete.
  • Right to Erasure: In certain circumstances, you can request that we delete your personal data.
  • Right to Restrict Processing: You can ask us to limit how we use your data in certain situations.
  • Right to Data Portability: You may request the transfer of your data to another organisation, where technically feasible.
  • Right to Object: You can object to our processing where we rely on legitimate interests, and opt-out of direct marketing at any time.
  • Right to Withdraw Consent: Where processing is based on consent, you may withdraw your consent at any time, without affecting the lawfulness of processing before withdrawal.

To exercise any of these rights, please contact us using the usual communication channels provided on our website or in-store.

Security of Your Data

We implement robust technical and organisational measures to safeguard your personal data against unauthorised access, alteration, disclosure, or destruction. These include secure storage, limited access, and staff training. While we strive to use commercially acceptable means to protect your data, no method of transmission over the Internet or method of electronic storage is 100% secure.

Changes to This Privacy Policy

We reserve the right to update or modify this Privacy Policy at any time in response to changing legal or operational requirements. We recommend that customers review this policy periodically for any updates. The "last updated" date will always be shown at the beginning of the policy.

Contact and Complaints

If you have questions about this Privacy Policy, your data, or wish to make a complaint, please reach out to us using the contact methods made available on our website or at our shop premises. If you are dissatisfied with our response, you can lodge a complaint with the UK Information Commissioner's Office (ICO).