Privacy Policy for Roehampton Florist Orders

Scope of this Privacy Policy

This Privacy Policy explains how Roehampton Florist collects, uses, stores, and protects the personal information of all customers placing orders from Roehampton and surrounding districts. It is designed to comply with the General Data Protection Regulation (GDPR) and applies to all interactions in which personal data is provided for the purpose of ordering floral products and related services.

What Data We Collect

Roehampton Florist collects and processes a range of personal data when you place an order, contact us, or use our services. The types of data may include:

• Identity Data: Such as your full name and, where applicable, recipient name for order delivery.
• Contact Data: Including your address, delivery address (if different), and locality, as well as phone number (if provided for delivery arrangements).
• Order Details: Details of the products and services you purchase, including personalized messages.
• Payment Data: Limited billing information and payment references, though actual payment processing may occur off-site with secure payment processors.
• Correspondence: Records of communications, including enquiries, instructions, and feedback regarding your order.
• Technical Data: Such as your IP address, browser type, and device information (if you use our website), collected only to the extent necessary for security, analytics, and service improvement.

Lawful Basis for Processing Your Data

We collect and use your personal data under the following lawful bases as defined in the GDPR:

• Contractual Necessity: Processing your information is required to fulfill our contract with you, for example when you place and pay for an order and we need to deliver flowers to your chosen address.
• Legal Obligation: We may need to process data to comply with legal or regulatory requirements, such as tax and accounting regulations.
• Legitimate Interests: We may use your data to improve our customer service, respond to your requests, and manage our business, provided these activities do not override your rights.
• Consent: Where we rely on your consent (for example, for marketing communications), we will always give you clear information and the opportunity to withdraw your consent at any time.

How We Use Your Data

Your personal data is used strictly for the purposes required to provide you with the best possible service, including:

• Processing and delivering your floral orders
• Communicating with you about your order status, including confirmations and delivery updates
• Resolving queries, complaints, or requests
• Improving and developing our products and customer service
• Complying with applicable laws and regulations

Data Retention

Roehampton Florist retains your personal data only for as long as necessary to fulfill the purposes for which it was collected, and as required by law. Typically, we retain information related to orders for up to six years to meet business and legal obligations (such as accounting or tax purposes). Information supplied for specific enquiries or correspondence not resulting in orders may be retained for up to one year.

After these periods, your data will be securely deleted or anonymised so that you can no longer be identified from it. Where we are required to retain data for a longer period by law, we will comply with those obligations.

Processors and Data Sharing

We respect your privacy and do not sell your personal information to third parties. However, we may share your data in the following ways:

• Service Providers: We engage trusted suppliers to support our business operations, such as payment processors, delivery partners, and IT service providers. These partners have access only to the data necessary to perform their functions and are bound by contractual and legal obligations to protect your information in accordance with GDPR.
• Legal Compliance and Protection: If required, we may disclose your data to regulators, law enforcement, or consultants (such as auditors) where this is necessary to comply with the law or protect the vital interests of individuals.

All data processing activities are subject to rigorous safeguards and contractual agreements to ensure your rights and the security of your information.

Your Rights Under GDPR

As a data subject, you have the following rights under the GDPR:

• The Right to Access: You may request a copy of the personal data we hold about you and information on how it is processed.
• The Right to Rectification: You can request correction of inaccurate or incomplete data pertaining to you.
• The Right to Erasure: Under certain circumstances, you may ask us to delete your personal data, except where we need to retain it for legal purposes.
• The Right to Restrict Processing: In some cases, you can request that we limit how we process your information.
• The Right to Data Portability: You are entitled to request that your data be provided to you in a commonly used, machine-readable format or transferred to another service provider.
• The Right to Object: You can object to certain types of processing, including direct marketing (where applicable).
• The Right to Withdraw Consent: If our processing is based on your consent, you may withdraw it at any time without affecting the lawfulness of prior processing.

If you wish to exercise any of these rights, please contact us using the methods provided on our website or written correspondence to our shop address. We will respond to your requests in accordance with GDPR requirements and will aim to resolve queries promptly and transparently.

Data Security

Roehampton Florist takes the security of your data seriously. Appropriate physical, technical, and organisational measures are in place to safeguard your information from unauthorised access, accidental loss, alteration, disclosure, or destruction. Our service providers are selected based on their commitment to GDPR compliance and data security standards.

Children's Privacy

Our services are not intended for children under 16 years of age, and we do not knowingly collect or process data from anyone under this age.

Policy Updates

We may update this Privacy Policy from time to time to reflect changes in the law, our business practices, or service offerings. The most recent version will always be available on our website, and we encourage you to review it periodically.

How to Contact Us

If you have any questions regarding this Privacy Policy or our data handling practices, or if you wish to exercise your GDPR rights, please reach out to us using the contact details displayed on our website or by visiting our Roehampton shop. We are committed to working with you to address any concerns and ensuring our data practices remain transparent and accountable.