Privacy Policy for Customers of New Addington Florist

Introduction

This Privacy Policy explains how New Addington Florist collects, uses, stores, and processes your personal data in compliance with the General Data Protection Regulation (GDPR). It applies to anyone placing an order with New Addington Florist from New Addington and the surrounding districts, whether online, by phone, or in person. We are committed to safeguarding your privacy and ensuring that your personal data is protected throughout your interactions with our business.

What Personal Data We Collect

When you order flowers or related products from New Addington Florist, we may collect the following types of personal data:

• Identity Data: Your name, and in some cases, the name of the recipient.
• Contact Data: Physical delivery address, billing address, and telephone number or additional contact information you provide with your order.
• Order Details: Details of the products you purchase, payment method, and delivery instructions.
• Payment Information: Payment processing details provided during your transaction. Please note that we do not store your complete payment card details; these are handled securely by our payment processors.
• Communications Data: Records of any correspondence you have with us, such as enquiries, complaints, or feedback.

Lawful Basis for Data Processing

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

• Performance of a Contract: To process and deliver the products and services you have requested, and to communicate with you regarding your order.
• Legal Obligations: To comply with legal and regulatory requirements, for example, maintaining accurate accounting records for tax purposes.
• Legitimate Interests: To improve our services, ensure the accuracy of our records, and where appropriate, to inform you of relevant offerings. We always balance our legitimate interests against your privacy rights.

How We Use Your Personal Data

Your personal data is used exclusively for purposes directly related to your relationship with New Addington Florist, including:

• Processing your order and completing sales transactions
• Coordinating deliveries or collections, including providing information to our delivery staff or partners
• Contacting you if we have questions about your order or to provide updates
• Responding to enquiries or handling complaints
• Meeting our bookkeeping, record-keeping, and legal obligations

Data Sharing and Processors

We only share your personal data with trusted third parties who perform services on our behalf and who are bound by contractual obligations to protect your information in compliance with the GDPR. These may include:

• Payment Processors: Third-party companies that securely process card and electronic payments. We only share what is necessary for the payment to be processed and verified.
• Delivery Partners: Service providers or couriers responsible for delivering your order, who receive only the data required to complete your delivery.
• Technology Providers: IT service vendors who manage our ordering systems and website, solely to support our business processes.
• Professional Advisors: Accountants or insurers, if legally required in the course of audit or legal claims.

Your data is not sold, rented or shared with marketers or third parties not involved directly in the provision of services ordered from New Addington Florist.

Data Retention

We only retain your personal data for as long as necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying legal, accounting, or reporting requirements. The retention period will differ depending on the nature of our interaction:

• Order-related information, including identity and contact details, are typically retained for a minimum of six years to comply with legal obligations.
• Payment data is not stored beyond what is required at the point of transaction, as payment details are managed by our payment processors.
• Communications data, such as customer correspondence, may be retained for up to two years for customer service purposes.

Your Data Protection Rights

Under the GDPR, you are entitled to several rights regarding your personal data. These include:

• Right of Access: You can request a copy of the personal data we hold about you, as well as understand how it is being used.
• Right to Rectification: You can ask us to correct or complete any inaccurate or incomplete information we have about you.
• Right to Erasure: In certain circumstances, you can request that we delete your personal data, for example if it is no longer necessary for the purposes it was collected.
• Right to Restrict Processing: You can ask us to temporarily suspend the processing of your data in certain situations.
• Right to Object to Processing: You can object to our processing of your personal data when we rely on a legitimate interest and you feel it impacts your rights or freedoms.
• Right to Data Portability: Where processing is based on consent or contract and is carried out by automated means, you can request a copy of your data in a commonly used format to take elsewhere.

If you wish to exercise any of these rights or have a privacy-related enquiry, you may contact us using the contact details provided on our website or in store. We may request proof of identity to ensure your data is protected.

How We Protect Your Data

We use appropriate technical and organisational measures to protect your personal data from loss, misuse, unauthorised access or disclosure, alteration, or destruction. This includes the use of secure ordering systems, limited access protocols, and contractual safeguards with our data processors. Where possible, we anonymise or pseudonymise data to enhance your privacy.

Policy Changes

This Privacy Policy may be updated to reflect changes in our practices or relevant regulations. Any changes will be posted on our website and in store. We encourage you to check the policy periodically to remain informed about how your information is protected.

Contact and Complaints

If you have any questions about this Privacy Policy, about how we use your data, or if you believe your data rights have not been respected, please contact us using the details available on our website or in store. You also have the right to lodge a complaint with the UK’s Information Commissioner’s Office (ICO) if you are not satisfied with our response.