Privacy Policy for Hackney Wick Florist

Introduction

This Privacy Policy outlines how Hackney Wick Florist collects, processes, and safeguards your personal data when you place orders with us from Hackney Wick and the surrounding districts. We are committed to protecting your privacy and complying with the General Data Protection Regulation (GDPR) and relevant UK data protection legislation. Please review this policy carefully to understand how we manage your personal data.

Scope of This Privacy Policy

This policy applies to all customers who place orders with Hackney Wick Florist from Hackney Wick and neighbouring local districts. It explains which data we collect, our purposes, the lawful bases for using your data, details on data retention, third-party processors we may use, and your data protection rights.

What Personal Data We Collect

When you interact with Hackney Wick Florist—including placing orders, browsing our website, or contacting us—we may collect the following types of personal data:

  • Contact information: Name, address, telephone number, and delivery address.
  • Order details: Details about the flowers, gifts or other products ordered, special instructions, and delivery requests.
  • Recipient details: Name and delivery address of the recipient if different from the person ordering.
  • Payment information: Payment card details (processed securely via our payment provider; we do not store full card details on our systems).
  • Communications: Correspondence via forms or messages submitted to us regarding orders, queries, or feedback.
  • Website activity data: IP address, browser type, and cookie data (if you use our website and have accepted cookies).

Lawful Basis for Processing Your Data

Under GDPR, we must have a lawful basis for collecting and using your personal data. For Hackney Wick Florist customers, we rely on the following grounds:

  • Contractual obligation: Most data we collect is necessary for fulfilling our contract with you (e.g., processing and delivering your floral order).
  • Legitimate interests: We may process your data for our legitimate interests, such as improving our services and ensuring the security of our website, provided these do not override your rights and freedoms.
  • Legal compliance: In certain cases, we may need to process your data to comply with legal obligations (e.g., for tax or accounting purposes).
  • Consent: Where required, for example, if you opt into our email marketing, your consent will be the basis for processing. You can withdraw consent at any time.

How We Use Personal Data

We use your personal data to:

  • Process and deliver your orders, including communicating order status or resolving delivery issues.
  • Provide customer support and respond to your enquiries.
  • Manage payments and accounting records (via our payment processors).
  • Ensure the security of our website and services.
  • (If opted-in) Send marketing communications, promotions, and seasonal offers.
  • Fulfil legal and financial obligations.

Data Retention

We keep your personal data only for as long as is necessary to fulfill the purposes detailed above, including for satisfying legal, accounting, or reporting requirements. The retention period will vary based on the type of data and the purpose for which it was collected:

  • Order and transaction data: Typically retained for up to 7 years to comply with financial record-keeping obligations.
  • Contact, recipient, and delivery details: Kept as long as needed to process current orders, and for a reasonable period to address queries or potential disputes.
  • Marketing data: Retained until you opt out or withdraw consent.

Once data is no longer required, it is securely deleted or anonymised.

Data Processors and Third Parties

Your personal data may be shared with trusted third-party service providers (data processors) to assist with delivering our services. These include:

  • Payment processors: Securely handle payment transactions on our behalf.
  • IT service providers: Website hosting, data storage, and technical support.
  • Delivery partners: Couriers or delivery services facilitating the delivery of your orders.

We require all service providers to respect your personal data and only process it on our documented instructions. They may not use your data for their own direct marketing or unrelated purposes.

Your Data Protection Rights

Under the GDPR, you have various rights relating to your personal data, subject to certain limitations. These include:

  • Right of access: You can request details of the personal data we hold about you and obtain a copy.
  • Right to rectification: If your data is incorrect or incomplete, you have the right to request corrections.
  • Right to erasure: You may ask us to delete your personal data when it is no longer necessary for our purposes, or if you withdraw consent (where applicable).
  • Right to restrict processing: You can request that we restrict how we use your data in certain circumstances.
  • Right to data portability: Where we process your data by automated means on the basis of consent or contract, you can request a structured copy for transfer to another provider.
  • Right to object: You can object to processing based on our legitimate interests or for direct marketing purposes.
  • Right to withdraw consent: If we rely on consent, you may withdraw it at any time for future processing.

To exercise any of these rights, please contact us through the contact details provided on our website.

International Data Transfers

The personal data we collect is processed and stored within the UK or the European Economic Area (EEA). If there is ever a need to transfer data outside the UK/EEA, such transfers will only occur with appropriate safeguards in place, as required under GDPR.

Updates to This Privacy Policy

We may revise this Privacy Policy from time to time to reflect regulatory changes, improvements in our practices, or for other operational reasons. The latest version will always be available on our website, and we encourage you to review it periodically. Material changes will be brought to your attention.

Contact and Complaints

If you have questions about this Privacy Policy, how we handle your data, or wish to exercise your rights, please refer to the contact section on our website. If you remain dissatisfied, you can lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s supervisory authority for data protection issues.

This policy is effective from 1 June 2024 and applies to all Hackney Wick Florist customers in Hackney Wick and nearby districts.