Your Data Protection at Florist New Malden: Privacy Policy Information

Privacy Practice for Florist New Malden Customers

Introduction and Scope

This Privacy Policy explains how Florist New Malden ("we", "us", "our") collects, uses, handles, stores, and protects your personal data when you place orders with us, either directly or through our website, as a customer located in New Malden and surrounding districts. Ensuring that your personal information is kept secure and is processed in line with the General Data Protection Regulation (GDPR) is of the highest importance to us. This document outlines what data we collect, the reasons for collection, our legal bases for processing, retention periods, third-party service providers (processors), and your data rights.

What Personal Data We Collect

We collect and process the following categories of personal data as part of our order, payment, and delivery services:

Contact Details: such as your name, delivery address, billing address, and contact details including phone number and postal code.
Order Information: including details of products and services purchased, delivery instructions, recipient’s name and address (where applicable), and messages included with floral orders.
Payment Information: details needed to process payments, such as partial credit/debit card information (full payment card data is processed securely by our payment processor and not stored by us).
Communication Records: emails, notes, or customer service interactions relevant to your order or queries.
Website Usage Data: when you use our website, we may gather data such as IP address, browser type, and information collected through cookies to enable a smooth ordering process and enhance user experience.

Lawful Basis for Processing Your Data

In line with GDPR, we process your personal data on the following lawful bases:

Performance of a Contract: Processing your data is necessary for us to fulfill your orders, arrange deliveries, and provide the requested products and services.
Legal Obligation: We may be required to retain certain data to comply with legal, accounting, or tax obligations.
Legitimate Interests: We may use your data for legitimate business purposes, such as improving our services, responding to your queries, or ensuring the security of our business and website, provided these do not override your fundamental rights.
Consent: Where required (for example, for marketing communications), we will seek your clear consent. You can withdraw this consent at any time.

How We Use Your Personal Data

Your information is used strictly for the following purposes:

To process and deliver your floral orders accurately and promptly.
To manage payment transactions through secure processors.
To communicate with you about your orders, delivery updates, queries, or complaints.
To keep internal records and perform administrative tasks.
To improve our products, services, and website.
For accounting, legal, or regulatory compliance as required by law.
With your explicit consent, to send you updates or information about our products and services.

Data Retention Policy

We only retain your personal data for as long as it is necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements. This generally means:

Order and Contract Data: Retained for up to six (6) years following transaction completion to comply with financial regulations and for dispute resolution if needed.
Marketing Data: Retained for as long as you have an active relationship with us or until you withdraw your consent.
General Inquiries: Communication data may be retained for up to twelve (12) months after your inquiry is concluded unless further retention is required by law.

After the expiry of these periods, your data will be securely deleted or anonymised where possible.

Data Processors and Sharing Information

We may share your personal data with trusted third-party service providers (processors) who support our business operations. These may include:

Payment service providers to process transactions securely.
IT platform and hosting providers for website and customer database maintenance.
Delivery and courier companies to ensure timely delivery of orders.
Professional advisors, such as accountants and legal consultants, who provide us with professional services.

All such processors are bound by contractual obligations under GDPR to keep your data confidential and secure, and only use it for the specific services they provide to us. We do not sell or rent your personal data to third parties. Your data will not be transferred outside the European Economic Area (EEA) unless adequate safeguards are in place.

Your Data Rights

Under GDPR, you are entitled to the following rights regarding your personal data:

Right of Access: You can request a copy of the personal data we hold about you.
Right to Rectification: You can request correction of inaccuracies in your personal data.
Right to Erasure: You may request that your personal data is deleted under certain circumstances.
Right to Restrict Processing: You may request us to suspend processing under specific conditions.
Right to Data Portability: Where applicable, you can obtain your data in a commonly used format to transfer elsewhere.
Right to Object: You may object to our processing of your personal data, particularly for direct marketing purposes.
Right to Withdraw Consent: Where we rely on your consent, you may withdraw it at any time.
Right to Lodge a Complaint: You have the right to complain to a supervisory authority if you believe your data is not being handled in compliance with the law.

To exercise any of your rights, please contact us via the methods provided on our website or in-store. We will respond to your requests in accordance with applicable legal requirements.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The latest version will always be available in-store and on our website. We encourage you to review this page regularly to stay informed about how we protect your information.

Contact and Further Information

If you have any questions or concerns about how your data is handled by Florist New Malden, or would like to exercise your rights, please refer to our contact section on our website or speak to a member of staff in-store. We are committed to ensuring that your privacy and personal data are protected and respected in every aspect of our service.