Florist Poplar GDPR Privacy Policy

Introduction

This Privacy Policy sets out how Florist Poplar collects, uses, retains, and protects the personal data of customers who place orders with us from Poplar and the surrounding districts. Our commitment is to uphold high standards for customer privacy following the General Data Protection Regulation (GDPR) and all relevant data protection legislation in the United Kingdom.

Scope of Policy

This policy applies to all individual customers placing orders via Florist Poplar, whether online, by phone, or in person, for delivery or collection within Poplar and nearby districts. If you are a customer using our services, this policy explains how we handle your information.

Personal Data We Collect

When you interact with Florist Poplar to place or manage orders, we collect different types of information to process your request and improve your experience. The categories of data we typically collect include:

• Identity Data: Full name, title.
• Contact Data: Address (delivery and/or billing), telephone number, and (where provided) email address.
• Order Data: Details of the items ordered, recipient information, message card content, delivery date, and related instructions.
• Payment Data: Payment confirmation details (note that payment methods such as card details may be processed via third-party payment processors and are not stored by us).
• Correspondence: Information provided in the course of communications, such as enquiries, complaints, or compliments.
• Technical Data: Where orders are placed on our website, we may collect technical data such as IP address, browser type, and browsing activity for security and analytical purposes.

Lawful Basis for Processing Your Data

We process your personal information under the lawful bases allowed by GDPR, specifically:

• Performance of a Contract: Most of the data we collect is necessary to fulfil your orders, process payments, and arrange delivery or collection (Art. 6(1)(b)).
• Legal Obligation: Certain data may be retained to comply with applicable laws, tax, and accounting regulations (Art. 6(1)(c)).
• Legitimate Interests: To improve our services, handle customer queries, and for limited marketing activities that may be of interest to you, provided your interests are not overridden (Art. 6(1)(f)).
• Consent: For sending direct marketing by email or SMS, or processing special categories of data (where applicable), we will only do so with your consent (Art. 6(1)(a)).

How We Use Your Personal Data

Florist Poplar uses your data for the following purposes:

• Processing and fulfilling your orders (including payment, delivery, and notification).
• Managing your requests, suggestions, or complaints.
• Complying with legal, tax, and regulatory requirements.
• Improving our customer service, products, and website.
• Sending marketing communications, where permitted.

Data Retention

We retain your personal data only as long as is necessary for the purposes for which it was collected, including for legal, regulatory, and accounting purposes. Typically:

• Order-related data is held for no longer than seven years after the transaction to meet accounting and regulatory requirements.
• If you have subscribed to our marketing, your contact information will be retained until you withdraw consent or unsubscribe.
• Data collected for enquiries not leading to an order is retained for up to two years.
• Technical and analytical data is retained for no more than two years for security and business analysis.

After this period, your data will be securely deleted or anonymised.

Processors and Data Sharing

To provide our services, we may share your personal information with trusted service providers (data processors) acting on our behalf. These may include:

• Payment service providers to process payments securely.
• IT and system administration providers for website, database, or order management.
• Delivery partners and couriers to fulfil your order.
• Accountants and legal consultants, if required.

All data processors are required to comply with applicable data protection legislation and to process your data only on our instruction. Your data will never be sold to third parties for marketing or other unrelated purposes. Transfers outside the UK or EEA, if any, are subject to protections acceptable under GDPR.

Your Data Protection Rights

As a customer of Florist Poplar, you have the following rights under GDPR regarding your personal data:

• Right to Access: Request access to the personal data we hold about you.
• Right to Rectification: Request correction of inaccurate or incomplete data.
• Right to Erasure: Ask for your data to be deleted, subject to any legal obligation to retain it.
• Right to Restrict Processing: Request restrictions on how we process your data.
• Right to Data Portability: Receive your personal data in a structured, machine-readable format and request its transfer to another provider.
• Right to Object: Object to certain forms of processing, such as direct marketing.
• Right to Withdraw Consent: Where processing is based on consent, you may withdraw it at any time, without affecting the lawfulness of earlier processing.

To exercise these rights, you can contact us using the details displayed on our website or in-store. We will respond promptly and in accordance with applicable laws.

Security of Your Data

We take appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. This includes secure data storage, encrypted communications where possible, and restricted access to data on a need-to-know basis among staff and suppliers.

Updates to this Policy

Florist Poplar may review and update this Privacy Policy from time to time to reflect changes in our processes or legal obligations. If material changes are made, we will notify customers through our website or as appropriate. The date of the latest version will always be available at the end of this document. We encourage you to review this policy periodically.

Contact and Complaints

If you have concerns regarding your personal data, or if you wish to exercise your rights or make a complaint, please approach us via the contact details provided on our website or visit us in-store. Should you remain dissatisfied, you have the right to lodge a complaint with the UK Information Commissioner's Office.

Last updated: June 2024