Privacy Policy for Customers Ordering from Flowers Leatherhead

Introduction

This Privacy Policy details how Flowers Leatherhead ("we", "us", "our") collects, uses, stores, and protects the personal information of all customers placing orders with us from Leatherhead and surrounding districts. We are fully committed to processing your data in accordance with the General Data Protection Regulation (GDPR) and other applicable data protection legislation.

Scope of This Privacy Policy

This policy applies to individuals and businesses ("customers") who place orders with Flowers Leatherhead for flower delivery or collection within Leatherhead and its surrounding districts. By placing an order, you acknowledge and agree to the practices described herein.

The Data We Collect

To fulfil your orders and improve our services, we may collect the following categories of personal data:

• Identification data: Name, title, and contact details (address, delivery address, phone number, and other contact details as required for fulfilment)
• Order details: Products ordered, special requests, card messages, and delivery instructions
• Payment information: Payment status and method, but we do not retain your full card details
• Communication data: Correspondence between you and Flowers Leatherhead (including via contact forms, verbal communications, or written messages)
• Technical data: When using our website, technical data such as IP address, device type, browser, and cookies may be collected (where applicable)

Purpose and Lawful Basis for Processing Data

Flowers Leatherhead collects and processes your personal data for the following purposes and lawful bases, as defined by Article 6 of the GDPR:

• Contractual necessity: To process and fulfil your orders, deliver products, handle payments, and communicate order updates. The lawful basis is the performance of a contract with you.
• Legal compliance: To comply with legal obligations, including record-keeping for tax and accounting purposes.
• Legitimate interests: To ensure the efficient running of our business, such as improving customer service, managing queries or complaints, and ensuring website security. We only rely on legitimate interests where they do not override your fundamental rights.
• Consent: In some cases, where we wish to send you promotional communications or marketing material, we will only do so with your explicit consent, which you may withdraw at any time.

How We Use and Store Your Data

Your personal data is used strictly for the purposes outlined above and is only accessed by authorized staff or data processors who require it to provide the requested service. We implement appropriate technical and organisational measures to safeguard your information, including secure storage, access controls, and staff training on data protection.

Retention of Your Data

Flowers Leatherhead retains your personal data only for as long as is necessary for the purposes it was collected, including to fulfil legal, accounting, and contractual obligations. Typically, customer and order data are retained for up to seven years, in line with legal record-keeping requirements. At the end of the retention period, your data is securely deleted or anonymized.

Data Processors and Third Parties

To deliver our services, we may share your data with trusted third party data processors, strictly for activities such as payment processing, delivery logistics, IT services, and website hosting. All third-party service providers engaged by Flowers Leatherhead are contractually obligated to adhere to GDPR requirements, safeguard your data, and process it only for the specific purposes required to assist us in fulfilling your orders.

We do not sell, rent, or trade your personal information with other organisations for marketing purposes. Your data will never be disclosed to any third party for their own direct marketing uses.

International Data Transfers

Generally, we process your personal data within the United Kingdom and the European Economic Area (EEA). Should it be necessary to transfer your information outside the EEA for specific services, we will ensure appropriate safeguards are in place, such as Standard Contractual Clauses or adequacy decisions as mandated by GDPR.

Your Rights Under the GDPR

Under the GDPR, you are afforded several rights in respect of your personal data processed by Flowers Leatherhead. These include:

• Right of access: You can request confirmation as to whether we process your personal data and obtain a copy of such information.
• Right to rectification: If your personal data is inaccurate or incomplete, you have the right to request correction or completion.
• Right to erasure: Also known as the "right to be forgotten", you may request deletion of your personal information where there is no longer a legal reason for its retention.
• Right to restriction of processing: You may request we restrict the processing of your data in certain circumstances, such as during the review of a data accuracy challenge.
• Right to data portability: Where processing is based on consent or contract, you may request the transfer of your data to you or another provider in a structured format.
• Right to object: You may object to data processing carried out under legitimate interests or for direct marketing purposes.
• Right to withdraw consent: Where you have provided consent, you can withdraw this at any time without affecting prior processing.
• Right to lodge a complaint: You have the right to raise concerns with a relevant data protection authority if you feel your rights have been infringed.

Automated Decision-Making

Flowers Leatherhead does not engage in automated decision-making or profiling practices that would produce legal or significant effects on you using your personal data.

Policy Updates

This Privacy Policy may be updated from time to time to reflect changes in our practices, legal requirements, or improvements to our services. The latest version will always be available to our customers, and we recommend reviewing it regularly if you interact with Flowers Leatherhead.

Contact and Further Information

If you have any questions about this Privacy Policy, your personal data, or would like to exercise any of your GDPR rights as a Flowers Leatherhead customer, please contact us via the contact methods provided on our website or at our physical premises in Leatherhead.