Florist White City Privacy Policy

Introduction

Florist White City places the highest importance on protecting the privacy and security of our customers' personal information. This Privacy Policy outlines how we collect, use, store, and share your data when you place orders with us from White City and the surrounding districts. It also explains your legal rights under the General Data Protection Regulation (GDPR). Our aim is to offer transparency and respect your individual rights at all stages of your engagement with us.

Scope of this Policy

This policy applies to all customers who place orders with Florist White City for delivery or collection within White City and neighbouring areas. It covers data collected through our website, by phone, in person, or through any other direct communication with us concerning your orders.

Data We Collect

We collect and process personal data to fulfil your order, improve our services, and comply with legal requirements. The types of data we may collect include:

• Identity Data: Name, title.
• Contact Data: Delivery address, billing address, phone number.
• Order Data: Details about the products you purchase, delivery instructions, any relevant messages to recipients.
• Payment Data: Payment card details (processed securely by our payment service providers), transaction records.
• Technical Data: IP address, browser type, and versions, time zone, device type, and cookies (if you use our website).
• Communication Data: Correspondence with our customer support team, feedback or complaint details.

Lawful Basis for Processing

We process personal data under the following lawful bases as defined by the GDPR:

• Contractual Necessity: To process your orders and manage payment, delivery, and customer services.
• Legal Compliance: To meet our obligations under UK laws and regulations regarding sales records and accounting.
• Legitimate Interests: To improve our services, manage business operations, prevent fraud, and communicate relevant updates (where these do not override your rights).
• Consent: For certain types of marketing communications, we will seek your explicit consent before contacting you.

How We Use Your Data

Florist White City uses your data to:

• Process and deliver your orders efficiently.
• Communicate order confirmations, delivery updates, and respond to inquiries.
• Handle payment processing securely.
• Comply with lawful requests by regulatory authorities.
• Monitor and improve the functionality of our website and services.
• Send promotional information (only where you have given consent).

Data Retention

We retain your data only as long as necessary to fulfil the purposes for which it was collected, including for the purpose of satisfying any accounting, reporting, or legal requirements. Generally, we will store your order and transaction data for up to six years to comply with tax and legal obligations. Correspondence with customer services may be retained for up to three years for quality and training purposes. Data held solely for marketing will be kept until you withdraw your consent or request erasure. At the end of these periods, your data will be securely deleted, anonymised, or destroyed.

Our Data Processors

To provide our services, we use trusted third-party service providers ("processors") who perform functions on our behalf. These may include:

• Payment processing companies (for secure card payments).
• IT and hosting providers (for website and data storage services).
• Delivery partners, if required for certain orders.
• Customer service and support tools.

All processors are required to comply with GDPR and take appropriate security measures to protect your data. Your data is never sold or rented to third parties for advertising purposes.

International Transfers

Your personal data may be processed by third-party suppliers operating outside the UK or the European Economic Area (EEA). In such cases, we ensure adequate safeguards are in place, including standard contractual clauses or other lawful mechanisms, to maintain the security of your data.

Your Rights Under GDPR

As a data subject within the scope of GDPR, you have 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 may ask us to correct or update inaccurate or incomplete data.
• Right to Erasure ("Right to be Forgotten"): You can request deletion of your personal data, subject to certain legal exemptions.
• Right to Restrict Processing: You can ask us to limit how we use your data in certain circumstances.
• Right to Data Portability: You may request to receive your personal data in a structured, commonly used format for transmission to another controller, where applicable.
• Right to Object: You can object to processing based on legitimate interests or direct marketing at any time.
• Right to Withdraw Consent: Where processing is based on consent, you have the right to withdraw it at any time.

If you wish to exercise any of these rights, please contact us with sufficient information to identify and verify your identity. We will process your request promptly and, in any case, within the timescales required by GDPR. Please note certain rights may be subject to limitations in accordance with applicable law.

Data Security

Florist White City employs a range of technical and organisational security measures to safeguard your personal data from loss, misuse, or unauthorised access. These include encryption, secure servers, regular security reviews, and staff training on data protection best practices. Should we become aware of any data breach that may pose a risk to your rights and freedoms, we will inform you and the appropriate authorities in line with legal requirements.

Updates to this Privacy Policy

This Privacy Policy may be updated from time to time to reflect changes in our practices or applicable law. The latest version will always be available and effective immediately upon publication. We recommend reviewing this policy regularly to stay informed about how we handle your personal data.

Questions and Complaints

We take your privacy seriously. Should you have any questions, concerns, or wish to make a complaint about how we have handled your personal information, please contact us in writing. If you are not satisfied with our response, you are entitled to contact the Information Commissioner’s Office (ICO) to lodge a complaint.

Contact Details

To exercise your rights or for any queries regarding this Privacy Policy and our data handling practices, please contact us at our registered business address in White City. We are committed to protecting your data and respecting your privacy at all times.