Kingston Vale Florist Privacy Policy

Introduction

This Privacy Policy outlines how Kingston Vale Florist ('we', 'us', 'our') collects, uses, stores, and protects your personal data when you place an order with us. Our commitments revolve around transparency, fairness, and adherence to the General Data Protection Regulation (GDPR). This policy applies to all customers submitting orders from Kingston Vale and the surrounding districts.

What Data We Collect

To fulfil your order and provide our services, we may collect and process the following types of personal data:

• Contact Information: Name, delivery address, billing address, contact telephone number(s), and, if provided, any alternate recipient details.
• Order Details: Information about the products you order, delivery instructions, special requests, and occasion notes (e.g., birthday, anniversary, or condolences messages).
• Payment Information: Payment history and, if relevant, truncated card details or transaction identifiers, as processed by our chosen payment processors (we do not store full card numbers).
• Communication Records: Records of correspondence, including any queries, feedback, or complaints made by or about you.

Lawful Basis for Processing

In accordance with GDPR, we process your personal data only when a lawful basis applies. For Kingston Vale Florist customers, these bases include:

• Contractual Necessity: We process your data to enter into and fulfil our contract with you, such as taking, preparing, and delivering your order.
• Legitimate Interests: Certain data may be processed for our legitimate interests, provided these are not overridden by your rights. This may include sending service-related communications, managing administrative operations, and improving service quality.
• Legal Obligations: We may process your data to comply with legal requirements, such as maintaining accurate business records and cooperating with law enforcement when required.
• Consent: In situations where none of the above apply, such as for marketing communications, we rely on your explicit consent, which you may withdraw at any time.

How We Use Your Data

Your personal information is collected and used solely for the following purposes:

• Processing and delivering your floral order according to your specifications.
• Providing customer support and responding to your enquiries.
• Managing our relationship with you, including reviewing feedback.
• Complying with any applicable laws or regulations.
• Where consented, sending you occasional promotions or updates about our services.

Retention of Your Data

We retain personal data only as long as necessary to fulfil the purposes outlined above, and to comply with legal or regulatory obligations. Typically:

• Order and Contact Records: Retained for up to 6 years to correspond with reporting obligations and to provide customer support for previous transactions.
• Payment Data: Financial records are kept in line with statutory accounting requirements, while we never store full payment card details.
• Marketing Preferences: Maintained until you withdraw consent or request erasure.

Once the retention period ends, or you request deletion where applicable, your personal data is securely destroyed or anonymised.

Our Data Processors

We may share elements of your personal data with trusted third-party processors where necessary to fulfil your order or to support our business operations. Examples include:

• Payment providers: To process transactions securely.
• Delivery partners or couriers: To ensure your flowers reach the correct address on time.
• IT Service Providers: For secure storage, website operation, and communication systems.

All third parties we engage with are required to process your data in compliance with GDPR, implement security measures, and act only under our instruction. We do not sell, rent, or otherwise share your information with external parties for their marketing purposes.

Your Rights Under GDPR

Kingston Vale Florist is fully committed to upholding your rights as a data subject under the GDPR. These include:

• 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 or update inaccurate or incomplete data.
• Right to Erasure ('Right to be Forgotten'): You can request that we delete your personal data, subject to our legal obligations to retain certain records.
• Right to Restrict Processing: In certain circumstances, you may ask us to limit how we use your data.
• Right to Data Portability: You are entitled to request your information in a structured, commonly used, machine-readable format for transmission to another service.
• Right to Object: You can object to our processing of your data for direct marketing or certain legitimate interests.
• Rights Related to Automated Decision-Making: Kingston Vale Florist does not use your data for automated decision-making or profiling.

If you wish to exercise any of these rights, or if you have any queries about this policy or your data, please contact us via the methods provided on our website or in your order confirmation. We will respond to all legitimate requests within one month, and always observe the requirements of relevant UK data protection laws.

Data Security

Protecting your personal data is of utmost importance. We implement a range of physical, technical, and organisational security measures to prevent unauthorised access, alteration, or loss of your information. This includes secure servers, access controls, and regular staff training.

Changes to This Policy

We may revise this Privacy Policy occasionally to reflect changes in our practices, service offerings, or legal obligations. Please review this page periodically. Significant changes will be highlighted to you when practicable, such as at the point of order or via other direct communications where appropriate.

Scope of Policy

This policy applies to all individuals who place orders with Kingston Vale Florist from Kingston Vale and surrounding districts. By using our services, you acknowledge the collection and use of your personal data as detailed above.

Contact and Complaints

If you are dissatisfied with how your data has been handled, we encourage you to contact us in the first instance so we may resolve your concerns. If you believe your rights have not been upheld, you may also have the right to lodge a complaint with the UK’s Information Commissioner’s Office (ICO).