Florist Barnes Privacy Policy & GDPR Information

Privacy Policy for Florist Barnes Customers

This Privacy Policy sets out how Florist Barnes collects, uses, stores, and protects your personal information in accordance with the UK General Data Protection Regulation (GDPR). It applies to all customers placing orders with Florist Barnes from Barnes and the surrounding districts. Please read this policy carefully to understand your rights as a data subject and how we process your personal data.

1. What Data We Collect

We collect only the data necessary to provide our floral services and fulfil your orders. The types of information we collect may include:

• Personal Identification Information: Name, address, contact telephone number.
• Order Information: Recipient name, address, message card details, and order preferences.
• Payment Information: Limited to processed transaction details via our secure payment processor (we do not store your card details).
• Billing Information: Invoicing name and address if different from delivery details.
• Communications: Records of customer correspondence regarding orders, complaints, feedback, or queries.

2. Our Lawful Bases for Data Processing

Florist Barnes processes personal data when at least one of the legal bases under GDPR applies:

• Contractual Obligation: Processing your information is necessary for us to fulfil your order and provide our floral services.
• Legal Obligation: We may need to process your data to comply with applicable laws, such as tax or business regulations.
• Legitimate Interests: We may process your data for purposes such as improving our services, handling customer queries, or preventing fraud, where these interests do not override your fundamental rights and freedoms.
• Consent: Where required, we seek your explicit consent, for example, if you opt in to receiving marketing communications. Consent can be withdrawn at any time.

3. How We Use Your Information

We use the collected data for the following purposes:

• Processing and delivering your floral orders accurately, including recipient details and personalised messages.
• Communicating with you about your order, including confirmation, updates, and resolving queries.
• Record keeping for accounting, auditing, and legal compliance.
• Improving our services based on customer feedback and enquiries.
• Sending marketing communications, where you have given explicit consent.

4. Data Retention Policy

We retain your personal data only as long as necessary for the purposes set out in this Privacy Policy, including for satisfying any legal, accounting, or reporting requirements. Our typical retention periods are as follows:

• Order Records: Customer details and order information are retained for up to 7 years, in accordance with HMRC requirements for business records.
• Communications: Customer correspondence is retained for up to 2 years from the date of last contact.
• Marketing Consent: Retained until you withdraw your consent or ask to opt-out.

Upon expiration of these periods or upon a valid deletion request, your data will be securely deleted or anonymised.

5. Data Processors and Sharing

Florist Barnes uses selected third-party service providers (data processors) to enable the operation of our services and process your data securely. These include:

• Payment Processors: Securely process your payments; Florist Barnes does not store your full payment card details.
• IT Service Providers: Enable our order management and website hosting.
• Delivery Partners: Used for certain orders to facilitate delivery in Barnes and surrounding districts.
• Professional Advisers: Such as accountants or legal advisers for compliance.

All third-party processors act on our instruction, are subject to data processing agreements, and are obligated to protect your data under GDPR. We do not sell or disclose your personal data to other organisations for their own marketing.

6. International Data Transfers

Your personal data is stored and processed within the UK or European Economic Area (EEA). Where any processors are based outside the UK or EEA, we ensure appropriate safeguards are in place, such as the UK International Data Transfer Agreement or standard contractual clauses approved by UK/EU authorities.

7. Security of Your Data

We take data security seriously. Personal information is stored securely and access is limited to only those employees and processors who need it to fulfil your order or provide our services. We regularly review our technical and organisational security measures to protect your data against unauthorised access, alteration, loss, or disclosure.

8. Your Data Protection Rights

Under the GDPR, you have the following rights in relation to your personal data:

• Right to Access: You may request a copy of your personal data that we hold.
• Right to Rectification: You may request corrections to inaccurate or incomplete data.
• Right to Erasure: You may ask for your data to be deleted, where applicable.
• Right to Restrict Processing: You may ask us to temporarily limit how we use your data.
• Right to Data Portability: You may request a copy of your data in a machine-readable format for transfer to another provider.
• Right to Object: You may object to us processing your data in certain circumstances, including for marketing purposes.
• Right to Withdraw Consent: Where processing is based on your consent, you may withdraw it at any time.

To exercise your rights, please contact Florist Barnes using the contact details provided when placing your order or via our website. We aim to respond to all legitimate requests within one month and will notify you if this will take longer.

9. Changes to Our Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business or legal obligations. We encourage you to review this policy periodically, particularly before providing any personal information to us. Any updates will apply from the date published.

10. Contact and Questions

If you have any questions about this policy or wish to make a complaint, please contact Florist Barnes via the relevant channels provided on our website or order forms. If you are unhappy with how we handle your data, you may also contact the UK Information Commissioner's Office (ICO).

Thank you for choosing Florist Barnes. We are committed to protecting and respecting your privacy in every aspect of our service.