Privacy Policy for Customers in White City and Surrounding Areas

Introduction

Your privacy is very important to us. This Privacy Policy explains how Flowers White City collects, uses, and protects your personal data when you place orders with us from White City and surrounding districts. We are committed to handling your information in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR). Please read this policy carefully to understand your rights and how we process your data.

Scope of This Policy

This Privacy Policy applies to all customers who place orders with Flowers White City, whether through our website, by telephone, or in person, provided you are located in White City or neighbouring districts. The policy covers how we handle, store, and process personal data received in the course of taking and fulfilling your orders.

Personal Data Collected

When you place an order or interact with Flowers White City, we may collect the following types of personal data:

  • Contact Details: such as name, address, delivery address (if different), and postcode.
  • Order Information: including product selections, messages for cards, order notes, and any preferences or customisation instructions.
  • Payment Information: limited to details necessary to process payments (such as transaction amounts and payment method). Your full card details are not stored by us, but may be processed securely by our payment processor.
  • Correspondence: records of communications with you, including queries, compliments, complaints, and feedback.
  • Website Usage (where applicable): information collected from cookies or similar tracking technologies to enhance your website experience, such as device type, browser type, IP address, and activity logs.

Lawful Basis for Processing Your Data

Under GDPR, we must identify the legal grounds upon which we process your personal data. Flowers White City relies on the following lawful bases:

  • Contractual Necessity: Data processing is necessary to perform the contract made with you when you place an order, such as to process payment and deliver your flowers.
  • Legitimate Interests: We may process your data to improve our products and services, respond to your queries, or prevent fraud, provided these activities do not override your rights.
  • Legal Obligation: We are required to retain certain information for tax, accounting, and regulatory compliance.
  • Consent: For certain optional activities—such as marketing communications—we will only process your data if you have given explicit consent, which you may withdraw at any time.

Purposes of Data Use

We use your personal data for the following purposes:

  • To process and fulfil your flower order, including delivery and customer support.
  • To communicate with you regarding your order, including confirmations and queries.
  • To comply with legal or regulatory obligations.
  • To handle and resolve complaints or disputes.
  • To improve our services and understand customer trends.
  • To, where permitted, send you marketing communications you have consented to receive.

Data Retention

Your personal data will be retained only as long as necessary to fulfil the purposes for which it was collected, including for the fulfilment of your order, providing customer service, and complying with legal obligations. Typically, order details are kept for up to seven years to align with accounting and tax regulations. If you withdraw consent for marketing, your data will be removed from marketing lists without undue delay.

Data Processors and Sharing

To deliver our services, we may share your data with trusted third-party processors who support business operations. These may include:

  • Payment providers for transaction processing (who are themselves under strict legal and privacy obligations).
  • Delivery partners who assist with fulfilling and delivering your orders.
  • IT providers supporting our website or booking systems.

All data processors act only under our instructions and are required to maintain the security and confidentiality of your personal data. We do not sell your data to third parties. In rare cases, we may disclose data if legally required by authorities or in connection with legal proceedings.

Data Security

Flowers White City employs technical and organisational measures to protect your data against loss, misuse, unauthorised access, disclosure, or alteration. These safeguards include access controls, encrypted communication channels, secure storage, and careful selection of third-party service providers. While we strive to protect your data, no electronic storage or transmission can be guaranteed 100% secure. We regularly review our practices to ensure your information remains safe.

Your Rights Under GDPR

As a customer located in White City or nearby districts, you have the following rights regarding your personal data under GDPR:

  • Right to Access: You may request a copy of your personal data that we hold.
  • Right to Rectification: You have the right to ask us to correct incomplete or inaccurate data.
  • Right to Erasure: In certain circumstances, you may request the deletion of your personal data.
  • Right to Restrict Processing: You can ask us to suspend processing of your personal data if you contest its accuracy or the purpose for which it is processed.
  • Right to Data Portability: You can request that we provide your personal data in a commonly used, machine-readable format for transfer to another provider.
  • Right to Object: You have the right to object to your data being processed for certain purposes, such as direct marketing.
  • Right to Withdraw Consent: Where we rely on your consent, you can withdraw it at any time without affecting the lawfulness of processing based on consent before withdrawal.
  • Right to Lodge a Complaint: You have the right to lodge a complaint with your national data protection authority if you believe your rights have been violated.

Updates to This Policy

We may modify this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The latest date of revision will always appear at the end of the policy. Please review this policy periodically to stay informed about how we are protecting your data.

Contacting Flowers White City

If you have questions or concerns regarding this Privacy Policy or the handling of your personal data, please contact us using the details available via our website or standard communication channels. We will address your requests as promptly as possible.

Last updated: June 2024