Florist Keston Privacy Policy

Introduction

Florist Keston is committed to maintaining the privacy and protection of all personal data collected from customers placing orders from Keston and surrounding districts. This Privacy Policy explains clearly how we collect, use, store, and safeguard your personal data in line with the requirements of the General Data Protection Regulation (GDPR). This policy applies to all customers who interact with us, whether visiting our premises, contacting us by phone, or using our website to place orders and make enquiries.

What Personal Data We Collect

When you place an order with Florist Keston or seek information about our products and services, we may collect the following categories of personal data:

  • Contact Details: Your name, delivery address, billing address, and phone number.
  • Purchase and Order History: Records of products purchased, dates of purchase, and delivery instructions.
  • Payment Information: Partial payment details (e.g., confirmation of payment via card or other payment provider). We do not store full card details.
  • Communication Records: Any communication you send to us, such as emails, messages, or messages provided through ordering channels.
  • Website Usage Data: If you visit our website, we may collect data about your interaction, including cookies and analytics, to improve our services.

Lawful Basis for Processing

We collect and process your data based on the following lawful grounds as specified under GDPR:

  • Contractual Necessity: Data collected to process your orders and fulfill our contract with you, including delivery of goods and customer support.
  • Legitimate Interests: To improve services, prevent fraud, and respond to your queries, provided these interests are not overridden by your rights.
  • Legal Obligation: Retaining certain data for tax, financial, and regulatory compliance.
  • Consent: For marketing communications, we only use your contact details if you have given explicit consent. You may withdraw consent at any time.

How We Use Your Data

Personal data is used for:

  • Processing and fulfilling your orders.
  • Arranging delivery of floral products to specified recipients.
  • Handling customer service enquiries and order updates.
  • Communicating with you, especially regarding order status, delivery, or in response to queries.
  • Complying with regulatory or legal obligations.
  • Improving our products and services through analysis of order and enquiry patterns.
  • Where permitted, sending promotional materials or updates you have opted in to receive.

Data Retention

Florist Keston retains your personal data only for as long as necessary to fulfill the purposes for which it was collected, including legal, accounting, or reporting requirements. For example:

  • Order Records: Held for six years to comply with tax and financial records regulations.
  • Customer Communications: Kept for no longer than two years after the last contact, unless required for dispute resolution, legal claims, or ongoing customer service.
  • Marketing Data: Held for as long as your consent is valid, and deleted within one month of withdrawal of consent.

Once your data is no longer required, it is securely deleted or fully anonymised for statistical purposes.

Data Processors and Third Parties

Florist Keston may share your data with carefully selected third-party service providers (processors) who assist us in service delivery, strictly for the purposes specified in this policy. These include:

  • Payment Processors: To process credit/debit card payments securely. Where applicable, these providers comply with PCI-DSS standards.
  • Delivery Partners: To ensure prompt and accurate delivery of your orders to the specified address.
  • IT and Web Hosting Providers: For secure management and hosting of our website and business systems.
  • Accountancy or Legal Advisors: Where necessary for compliance and legal obligations.

All processors are subject to strict contractual obligations to safeguard your data and act only in accordance with our instructions. We do not sell or rent your personal data to any third parties.

User Data Rights

Under the GDPR, you have the following rights regarding your personal data held by Florist Keston:

  • Access: You may request confirmation of whether we process your personal data and obtain a copy of the data.
  • Rectification: You can request correction of inaccurate or incomplete data.
  • Erasure: You may request deletion of your personal data, subject to retaining information where legally required.
  • Restriction: You can ask us to restrict processing if there is a dispute about accuracy or our use of your data.
  • Objection: You have the right to object to processing based on legitimate interests or direct marketing.
  • Portability: Where processing is based on consent or contract, you can request transfer of your data to another provider.
  • Withdrawal of Consent: Where consent is relied on, you may withdraw it at any time without affecting previous lawful processing.
  • Lodge a Complaint: You have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO).

To exercise your rights, or for privacy enquiries, please contact us using the contact details provided on our official website or by visiting our store in person.

Policy Updates

We may update this policy from time to time to reflect changes in law or our processing activities. The latest version will always be available in-store and on our website, with the date of last revision clearly stated. We encourage you to review this policy regularly. Continued use of our services indicates acceptance of any updates.

Summary

Protecting your privacy is paramount to Florist Keston. We ensure that your data is handled with the highest level of care and in accordance with all applicable data protection laws. This policy outlines our ongoing commitment to safeguarding the rights and privacy of all customers placing orders from Keston and the surrounding districts.