Coulsdon Florist Privacy Policy

Introduction

This Privacy Policy explains how Coulsdon Florist ('we', 'us', 'our') collects, uses, retains, and protects your personal data when you place an order with us from Coulsdon and surrounding districts. We are committed to safeguarding your privacy and complying with the General Data Protection Regulation (GDPR). This policy describes what information we collect, our reasons for doing so, how long we retain your data, who processes it, and your rights regarding your personal data.

Scope of This Policy

This Privacy Policy applies to all customers placing orders with Coulsdon Florist, whether directly through our shop, via telephone, or through our website, for deliveries or collections in Coulsdon and the surrounding districts. By placing an order, you acknowledge the terms outlined herein.

What Personal Data We Collect

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

  • Contact Information: Your name, address, telephone number, and, if applicable, alternative contact details (e.g., recipient's delivery details).
  • Order Details: Products ordered, card message, preferences, delivery instructions, and delivery address.
  • Payment Information: Non-sensitive payment details (such as confirmation of payment method) are processed via secure third-party payment processors; we do not store or have access to full card details.
  • Communication Records: Emails, notes from calls, or other messages related to your order or customer service enquiries.
  • Website Usage Data: When you order online, basic browsing data (e.g., IP address, session ID, and usage analytics) may be collected.

Lawful Basis for Processing Data

Coulsdon Florist processes your personal data under the lawful bases outlined by the GDPR:

  • Contractual Necessity: Most of the data we collect is necessary to fulfil our contract with you—to process and deliver your order.
  • Consent: With your permission, we may use your data for direct marketing or email updates. You may withdraw this consent at any time.
  • Legitimate Interests: We may process personal data for legitimate business interests, such as record-keeping, responding to enquiries, or improving customer experience, where these interests do not override your data protection rights.
  • Legal Obligation: We may be required to retain certain information for accounting, tax, or regulatory purposes.

How We Use Your Personal Data

Your personal information is used strictly for the following purposes:

  • Processing and fulfilling your floral orders, including communicating about your order.
  • Arranging delivery to the specified address or contacting you about collection.
  • Managing billing and payment processing securely via authorized providers.
  • Providing customer service and responding to any queries.
  • Fulfilling any legal or regulatory requirements.
  • With your explicit consent, sending news, offers, or promotional material related to Coulsdon Florist.

How Long We Keep Your Data

We retain your personal data only for as long as it is necessary for the purposes set out in this Privacy Policy or to comply with our legal obligations. Typically, order-related data is retained for up to 7 years to meet accounting and legal requirements. Data used for marketing purposes is retained until you withdraw consent or unsubscribe. We securely delete or anonymize your personal data when it is no longer required.

Third-Party Processors

To process your orders and run our business effectively, we may share relevant personal data with trusted third-party processors, including:

  • Payment service providers (for processing payments securely).
  • Delivery companies or individuals responsible for fulfilling your order.
  • IT support and hosting providers, as necessary for our systems' operation and security.

All processors are contractually obliged to handle your data securely and comply with GDPR. We do not sell or rent your data to any third parties for marketing purposes.

Your Data Protection Rights

Under the GDPR, you have the following data protection rights regarding your personal information:

  • Right to Access: You can request a copy of the personal data we hold about you.
  • Right to Rectification: You can ask us to correct or update inaccuracies in your personal data.
  • Right to Erasure: You have the right to request erasure of your personal data where there is no longer a legal basis for processing.
  • Right to Restrict Processing: You can ask us to restrict the processing of your data in certain circumstances.
  • Right to Data Portability: Where applicable, request your data in a standard format or for it to be transferred to another provider.
  • Right to Object: You can object to our processing of your personal data where we rely on legitimate interests.
  • Right to Withdraw Consent: Where you have provided consent, you may withdraw it at any time for marketing communications.
  • Right to Lodge a Complaint: If you believe your rights have been infringed, you may raise a complaint with your local data protection authority.

If you wish to exercise any of these rights, please contact us using the contact details provided on our website or in our store.

How We Protect Your Data

We implement industry-standard security measures to safeguard your personal data against accidental loss, unlawful access, alteration, or disclosure. Access to personal data is strictly limited to authorized personnel and trusted service providers as necessary. All data transfers (such as online orders) are encrypted using secure protocols where applicable.

Policy Updates

We may update this Privacy Policy periodically to reflect changes in our practices, legal requirements, or service offerings. Please review this policy regularly to ensure you are aware of any changes. The most current version will always be available in-store and on our website.

Contact and Further Information

If you have any questions about this Privacy Policy or require further information about how your personal data is handled by Coulsdon Florist, please contact us via the details provided on our website or visit us in-store during opening hours. We are committed to resolving any concerns promptly and transparently.