Flowers Brentwood Privacy Policy

Introduction

This Privacy Policy describes how Flowers Brentwood collects, uses, stores, and protects your personal information in compliance with the UK General Data Protection Regulation (GDPR). This policy applies to all customers placing orders with Flowers Brentwood in Brentwood and the surrounding districts. We value your privacy and are committed to processing your personal information lawfully, fairly, and transparently.

Personal Data We Collect

When you place an order or interact with Flowers Brentwood, we may collect the following types of personal information:

• Contact Information: Your name, delivery address, billing address, and contact details (such as postal address and phone number).
• Order Details: Information about the products or services you order, including delivery instructions and recipient details (if different from the purchaser).
• Payment Information: Payment card details and transaction records. These may be processed securely by third-party payment processors.
• Correspondence: Any communications with us, such as emails, online forms, or messages regarding orders and enquiries.
• Technical Data: Limited data such as IP address, browser type, time zone setting, and usage statistics, collected through your interaction with our website or online services. This data helps us improve our website and services.

Lawful Basis for Processing Your Data

Flowers Brentwood relies on the following legal bases under the GDPR for processing your personal data:

• Contractual Necessity: We process your personal information to fulfil our contract with you, such as processing and delivering your order.
• Legal Obligations: Certain information must be processed to comply with our legal obligations, including recordkeeping for tax and accounting purposes.
• Legitimate Interests: We may process your data when it is necessary for our legitimate business interests, such as improving our services, preventing fraud, or responding to your queries. In all cases, we consider and balance any potential impact on you and your data protection rights before processing your information on this basis.
• Consent: Where required, for example to send optional marketing communications, we will ask for your explicit consent. You have the right to withdraw this consent at any time.

How We Use Your Personal Data

We use the information we collect for the following purposes:

• To process and deliver your orders.
• To communicate with you about your order status, deliveries, or any queries you raise.
• To manage payments, invoices, and refunds securely.
• To comply with legal and regulatory requirements.
• To improve our products, services, and customer experience.
• For internal administration, including accounting and record-keeping.
• If consent has been given, to send you news or promotions that may be of interest.

Retention of Your Data

We retain your personal information only as long as is necessary to fulfil the purposes for which it was collected, including for satisfying any legal, accounting, or reporting requirements. For example:

• Order and Payment Records: Typically retained for up to 7 years, in line with tax and accounting regulations.
• Marketing Preferences: Retained until you withdraw your consent or request removal.
• Enquiries and Correspondence: Kept for a maximum of 2 years after your final interaction with us, unless required for resolving disputes or legal claims.

After these retention periods, your personal data will be securely deleted or anonymised so it can no longer be identified.

Who Processes Your Data

Flowers Brentwood may share your personal data with trusted third parties acting as data processors for the purpose of fulfilling your order and operating our business. These may include:

• Payment Service Providers: To securely process payments and refunds associated with your orders.
• Delivery Services: For arranging delivery of your flowers and gifts to the intended recipient.
• IT Service Providers: For hosting and maintaining our website or customer databases.

All third-party service providers are required to respect the security and confidentiality of your data and to process it only in accordance with our instructions and this privacy policy. We do not allow our third-party suppliers to use your personal data for their own purposes.

Your Data Protection Rights

Under the GDPR, you have certain rights regarding your personal data, including:

• Right to Access: You have the right to request a copy of the personal data we hold about you.
• Right to Rectification: You may ask us to correct inaccurate or incomplete information.
• Right to Erasure (‘Right to be Forgotten’): You can request we delete your personal data under certain circumstances.
• Right to Restrict Processing: You can ask us to suspend the processing of your information in specific situations.
• Right to Data Portability: You may ask to receive your data in a structured, commonly used, machine-readable format, or have it transferred to another provider.
• Right to Object: You have the right to object to our processing of your personal data where our lawful basis is legitimate interest or for direct marketing purposes.
• Right to Withdraw Consent: Where we rely on your consent, you may withdraw this at any time.

To exercise any of your rights or for further information about our privacy practices, you may contact us using the details provided on our website.

Security of Your Data

We are committed to keeping your personal information secure. We employ a range of technical and organisational measures to protect your data from unauthorised access, disclosure, alteration, or destruction. These measures are regularly reviewed and updated in line with industry best practices.

Changes to This Privacy Policy

Flowers Brentwood may update this Privacy Policy from time to time to reflect changes in legal requirements or our business practices. Any updates will be published on our website. We encourage you to review this policy regularly so you remain informed about how your data is handled.

Contacting Us

If you have any queries, concerns, or requests relating to this Privacy Policy or your personal data, please get in touch using our website's contact form or by writing to us at our registered business address. We will endeavour to respond to your enquiry as quickly as possible and always in accordance with applicable data protection laws.