Privacy Policy: How Sydenham Hill Florist Protects Your Personal Data

Introduction

This Privacy Policy explains how Sydenham Hill Florist (“we”, “our”, or “us”) processes and protects the personal data of customers placing florist orders from Sydenham Hill and the surrounding districts. We value your privacy and are fully committed to observing the requirements of the UK General Data Protection Regulation (GDPR). Please read the following information carefully to understand our practices regarding your personal data.

Scope of This Policy

This policy applies to all customers placing orders with Sydenham Hill Florist via any method, whether in person, over the phone, online, or through other channels. The policy covers data collected at all points of order and interaction for deliveries in Sydenham Hill and surrounding areas.

The Data We Collect

When you place an order or interact with us, Sydenham Hill Florist collects relevant personal information necessary for our services. This may include:

• Identity Data: Name and, if applicable, the recipient’s name.
• Contact Data: Delivery address, billing address, telephone number, and, where provided, email address.
• Order Details: Order content, special instructions, message cards, delivery preferences, and purchase history.
• Payment Data: Transaction details (but not full card details if processed by a third-party payment provider).
• Communications Data: Records of communications you send to us, including requests or feedback.

We do not intentionally collect special category or sensitive personal data unless required by law or necessary for your order (for example, details relating to accessibility for delivery).

Lawful Basis for Processing

Sydenham Hill Florist processes your data on several lawful bases:

• Contractual Necessity: Where processing is needed to fulfil your order or to enter into or perform a contract with you.
• Legal Obligations: Where processing is required to comply with the law (such as record keeping for tax purposes).
• Legitimate Interests: To enable us to deliver and improve our services and prevent fraud, provided your interests and rights do not override these interests.
• Consent: For marketing or promotional communications, we will only process your data based on your explicit consent. You can withdraw this consent at any time.

How We Use Your Data

We use your personal data strictly for the following purposes:

• Processing and fulfilling your florist order and delivery.
• Confirming and communicating about your order.
• Managing payments and preventing fraud.
• Responding to your enquiries, feedback, or complaints.
• Keeping proper business and financial records as required by law.
• With your consent, sending marketing or promotional offers relating to our services.

Data Retention

We retain your personal data only as long as necessary for the purposes for which it was collected and to comply with legal and regulatory obligations. Typically, your order and contact details will be retained for up to six years to satisfy accounting, tax, and business regulatory requirements. Marketing consent records are kept until you withdraw consent or for a maximum of three years from last interaction, whichever comes first. Once your data is no longer required, it is securely deleted or anonymised.

Processors and Data Sharing

In some instances, Sydenham Hill Florist uses trusted third-party service providers (“processors”) to help deliver our services. These may include:

• Payment processing providers
• IT service and cloud storage providers
• Delivery and logistics partners
• Professional advisors and legal authorities (if required)

All processors act only on our instructions and under a contract, ensuring your data is protected and only used for stated purposes. We do not sell or otherwise share your data with third parties for their own marketing.

Your Rights Under GDPR

GDPR provides you with several important rights regarding your personal data:

• Right to Access: You can request access to personal data we hold about you.
• Right to Rectification: You can request correction of inaccurate or incomplete data.
• Right to Erasure: In some cases, you can ask for your data to be deleted, where there is no overriding legal reason for us to continue processing it.
• Right to Restrict Processing: You can request we suspend the processing of your data in certain situations.
• Right to Data Portability: You can request a copy of your data in a structured, commonly used format.
• Right to Object: You can object to us processing your data where our lawful basis is legitimate interest or direct marketing.
• Right to Withdraw Consent: Where processing is based on consent, you can withdraw at any time.

To exercise any of these rights, please contact us using our usual methods. We will respond to all legitimate requests within one month, unless the request is complex, in which case we will notify you of any required extensions.

Data Security

We adopt appropriate security measures to protect your data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. Where we use third-party processors, we ensure they use adequate safeguards to ensure the security and confidentiality of your personal information.

Policy Updates

This Privacy Policy is reviewed regularly and updated as required to reflect changes in our practices or to remain compliant with legislation. Any material changes will be communicated appropriately. Please review this page periodically to be aware of our current policy.

Contact and Further Information

If you have any questions about this Privacy Policy, please contact Sydenham Hill Florist through your usual communication channels. If you are dissatisfied with our response, you have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO).