Privacy Policy for Harefield Florist Customers

Introduction

This Privacy Policy explains how Harefield Florist collects, uses, stores, and protects your personal data in accordance with the UK General Data Protection Regulation (GDPR) and other relevant privacy laws. This policy applies to all individuals placing orders with Harefield Florist from Harefield and surrounding districts. We are committed to ensuring your personal information is handled transparently and securely when you engage with our services.

What Data We Collect

When you place an order or interact with Harefield Florist, we may collect the following types of personal data:

• Identification Data: Full name, title.
• Contact Details: Postal address, delivery address, telephone number.
• Order Information: Details of products or services ordered, occasion or message notes.
• Recipient Details: Name, delivery address, and telephone number of the intended flower recipient.
• Payment Information: Transactional data, order totals, mode of payment (we do not store card details).
• Communications: Correspondence records, customer feedback, and complaints.
• Technical Data: IP address, device type, browser details, and usage data if you interact with our website.

We do not intentionally collect special categories of personal data (such as health information or religious beliefs) except where this is provided by you in relation to a specific order (for example, a request related to an allergy or specific religious celebration).

Lawful Basis for Processing

Under the GDPR, Harefield Florist relies on the following lawful bases for processing your personal data:

• Contractual Necessity: Most data is processed to fulfil your order, such as arranging delivery and payment.
• Legal Obligation: We may be required to process certain data to meet legal or tax obligations.
• Legitimate Interests: We process data to improve our services, prevent fraud, and respond to enquiries, provided these do not override your fundamental rights.
• Consent: For marketing communications or promotional offers, we will seek your explicit consent, which you can withdraw at any time.

How We Use Your Information

Your personal data may be used for the following purposes:

• To process and deliver your floral orders and related requests.
• To contact you regarding your order or to resolve queries.
• To maintain our business records for accounting, tax, and regulatory reasons.
• To improve our services based on usage and feedback.
• With your permission, to send marketing updates or promotions.
• To protect against fraud or misuse of our website or services.

Data Sharing and Processors

Your information may be shared with trusted third-party service providers (“processors”) who assist us in delivering our services. Typical categories of processors include:

• Payment processing companies (for secure card transactions).
• Technology and hosting providers (to ensure secure storage of electronic data).
• Couriers or delivery services (to deliver your order to the recipient).
• Professional advisors such as accountants or lawyers for legal compliance.

All processors are contractually obligated to process your data only as instructed by Harefield Florist and to maintain the confidentiality and security of your personal data. We do not sell or share your data with third parties for their own marketing purposes.

Retention of Your Data

Your personal data will be retained only as long as necessary to fulfil the purposes for which it was collected, including for satisfying legal, accounting, or reporting requirements. Typically, we will maintain order and customer records for up to six years from the date of your order to comply with legal obligations. After this period, data will be securely erased or anonymised, unless a longer retention period is required by law.

If you have provided consent for marketing information, we will retain your contact details until you withdraw consent or opt-out.

How We Protect Your Data

Harefield Florist implements appropriate technical and organisational measures to protect your personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures include secure data storage, access controls, staff training, and, where applicable, use of encryption.

Your Data Rights

As a customer of Harefield Florist, you have the following rights under GDPR:

• Right of Access: You may request access to your personal data and receive a copy of the information we hold.
• Right to Rectification: You have the right to correct any inaccurate or incomplete data.
• Right to Erasure: You can request deletion of your personal data where there is no lawful reason for us to continue processing it.
• Right to Restrict Processing: You may request us to suspend the processing of your data in certain cases.
• Right to Object: You may object to processing where we rely on legitimate interests as the basis.
• Right to Data Portability: You can request a copy of your data in a structured, commonly used and machine-readable format.
• Right to Withdraw Consent: Where you have given consent (for example, to receive marketing), you may withdraw it at any time.

You may exercise these rights at any time by contacting us. We will process your request in line with GDPR requirements and will provide a response within the legally accepted time frame.

Changes to This Policy

Harefield Florist reserves the right to update this Privacy Policy to reflect changes in our data practices or legal obligations. The revised policy will be posted and will apply to all future interactions and transactions. Please check this page regularly to remain informed about our privacy practices.

Contact and Complaints

If you have questions about this Privacy Policy or wish to exercise your rights, please contact us using the details provided on our website or through our instore contact information. You also have the right to lodge a complaint with the UK Information Commissioner's Office if you believe your data has not been handled in accordance with the law.

This Privacy Policy applies to all individuals placing orders with Harefield Florist from Harefield and the surrounding districts and is effective as of the date shown on this page.