Privacy Policy for Flowers Ascot Customers

Introduction

Flowers Ascot is committed to upholding the highest standards of privacy and data protection for our valued customers in Ascot and the surrounding districts. This Privacy Policy outlines how we process your personal information when you place an order with us, in compliance with the General Data Protection Regulation (GDPR).

Scope of This Privacy Policy

This policy applies to all individuals who place orders with Flowers Ascot within Ascot and the surrounding districts. It explains what personal data we collect, the lawful basis on which we do so, how we use and retain your information, the third-party processors we may use, and your statutory rights under GDPR.

What Personal Data We Collect

When you place an order with Flowers Ascot, we may collect and process the following categories of personal information:

• Contact Details: Full name, delivery address, billing address.
• Order Information: Details of products ordered, order value, and special requests (including recipient name and address, if different from the customer).
• Communication Data: Any communication between you and Flowers Ascot, including instructions, feedback, or queries.
• Payment Information: Limited payment information such as payment confirmation, though full card details are not stored by Flowers Ascot but processed securely by our payment processor.
• Technical Data: Information about how you use our website (such as IP address, browser type, and device information, through cookies or analytics, where applicable).

Lawful Basis for Processing Your Data

We only collect and process personal data where we have a lawful basis to do so, as defined by GDPR. The main lawful bases relevant to Flowers Ascot are:

• Contractual Necessity: Processing your data is required to fulfill our contract with you, such as processing your order, taking payment, and delivering flowers to a specified address.
• Legitimate Interests: We may use your data to improve our service, handle queries, prevent fraud, and perform business operations, provided your rights are not overridden.
• Legal Obligations: Where we are required by law to retain certain information (for example, for tax or accounting purposes).
• Consent: For any email marketing or communications beyond processing your order, we will obtain your explicit consent, which can be withdrawn at any time.

How We Use Your Personal Data

Your personal data will only be used for the purposes for which it was collected, or as required by law. Typical purposes include:

• Processing and managing your flower orders, including communicating with you about the order’s status.
• Arranging safe and timely delivery of your orders in Ascot and surrounding districts.
• Responding to your queries, complaints, or feedback.
• Internal business administration, record keeping, and improvement of our products and services.
• Complying with legal or regulatory requirements.

How Long We Keep Your Data (Retention Periods)

Your personal data is kept for no longer than necessary for the purposes for which it was collected. Generally, we retain order-related data for up to seven years to fulfil our contractual and legal obligations, including for tax and accounting purposes. Other types of data, such as technical or analytics information, may be deleted or anonymized sooner. If you withdraw consent for marketing, we will stop using your data for those purposes immediately.

Data Processors and Third Parties

To operate our business efficiently and provide services, we may engage third-party service providers (processors) who process data on our behalf. Typical processors include:

• Payment Processors: Securely handle and process card payments; we do not store your full payment details.
• Delivery Partners: Coordinate the delivery of your orders to the specified location.
• Technical Service Providers: Website hosting, IT support, and analytics services.

All processors are required to adhere to GDPR requirements and only process personal data based on our instructions. We do not sell or rent your personal data to any third parties.

Your Data Protection Rights

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

• Right of Access: Request a copy of the personal data we hold about you.
• Right to Rectification: Ask us to correct inaccurate or incomplete data.
• Right to Erasure: Request that we delete your data where there is no further legal basis for processing.
• Right to Restrict Processing: Ask us to temporarily suspend the processing of your data in certain circumstances.
• Right to Data Portability: Ask us to provide your data in a structured, commonly used format for transfer to another provider.
• Right to Object: Object to processing based on our legitimate interests or direct marketing.
• Right to Withdraw Consent: If processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of your rights, please contact us through the channels provided on our website. We may need to verify your identity prior to fulfilling your request.

Security of Your Data

Flowers Ascot employs appropriate security measures to protect your personal data from unauthorised access, alteration, disclosure, or destruction. We continually review our physical, technical, and organisational safeguards to ensure your information is secure.

International Data Transfers

Your personal data is largely processed within the United Kingdom. Where we use third-party service providers who process data outside the UK or European Economic Area (EEA), we ensure appropriate safeguards, such as Standard Contractual Clauses, are in place to protect your data.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, operational needs, or legal requirements. The most current version will always be available on our website. Please review this page periodically for updates.

Contact and Further Information

If you have any questions about this Privacy Policy or how your personal data is handled, please reach out via the contact options provided on our website. We are committed to resolving concerns promptly and transparently.