Flowers Reigate Privacy Policy

Introduction

This Privacy Policy explains how Flowers Reigate collects, uses, stores, and shares your personal data in accordance with the United Kingdom General Data Protection Regulation (UK GDPR). It applies to all customers placing Flowers Reigate orders from Reigate and the surrounding districts. We are committed to safeguarding your privacy and ensuring that your personal data is handled securely and transparently.

What Data We Collect

When you place an order or interact with Flowers Reigate, we collect various categories of personal data to fulfill your order and provide our services. The types of data we may collect include:

• Identification Data: Name, surname, and contact details (e.g., phone number, postal address).
• Order Information: Details about the items ordered, order preferences, delivery instructions, and billing information.
• Recipient Data: Name and delivery address of the recipient if different from the customer.
• Payment Information: Payment method details (note: we do not process or store full payment card details ourselves; these are handled by our payment processor).
• Communications Data: Any correspondence between you and Flowers Reigate, including notes on requests, complaints, or feedback.
• Technical Data: Device, IP address, browser type, and usage information when you visit our website, to help us improve services and security.

Lawful Basis for Processing

Flowers Reigate only processes your personal data where a lawful basis is established under the UK GDPR:

• Performance of a Contract: Personal data is processed to fulfill your flower order, handle payments, make deliveries, and provide customer service.
• Legal Obligation: In some cases, we must process data to comply with laws (such as record-keeping for tax purposes).
• Legitimate Interests: We may process data to improve our services, maintain security, or communicate service updates that are relevant to you. We assess that these activities do not override your rights or freedoms.
• Consent: Where required (e.g., sending marketing communications), we will ask for your explicit consent, which you may withdraw at any time.

Use and Sharing of Your Data

Your data is used exclusively for the purposes described above. We will not sell your personal information to third parties. However, we may share data with trusted processors and service providers who assist us in delivering our services, strictly for the purpose of order fulfillment, payment processing, and customer support. These parties are required to adhere to data protection obligations equivalent to our own.

Who Processes Your Data

Flowers Reigate uses carefully chosen processors to handle certain aspects of data processing:

• Payment Processors: Secure third-party payment providers manage payments, refunds, and fraud detection.
• Delivery Partners: Reliable local delivery services ensure your flowers reach their destination; they receive only the data necessary for delivery.
• IT and Website Hosting Providers: Third parties host our website and manage data infrastructure, employing modern security measures.

All processors act under strict contractual agreements to protect your data and are only permitted to use it as necessary for their role in our service delivery.

Data Retention

We retain personal data only as long as necessary to fulfill the purpose for which it was collected or to comply with relevant legal and regulatory requirements.

• Order information and related personal data are typically retained for a period of up to six years, to facilitate customer service and for taxation or warranty purposes.
• If you have subscribed to marketing communications, your data will be retained until you withdraw consent.
• Correspondence related to customer service is retained for up to two years for quality assurance and training.

Once data is no longer needed, it will be securely deleted or anonymised.

How We Protect Your Data

Flowers Reigate implements appropriate technical and organisational measures to safeguard your personal data, including restricted access, encryption where applicable, and staff training. We regularly review our security procedures to ensure they remain robust and effective.

Your Rights

Under the UK GDPR, you have the following rights regarding your personal data:

• Right of Access: Request access to your personal data and receive a copy of the information we hold.
• Right to Rectification: Request correction of incomplete or inaccurate data.
• Right to Erasure: Request the deletion of your data, where there is no legal reason for us to retain it.
• Right to Restriction of Processing: Request that we restrict processing of your data in certain situations.
• Right to Data Portability: Request transfer of your data to you or another company.
• Right to Object: Object to our processing of your data for direct marketing or legitimate interest purposes.
• Right to Withdraw Consent: Where we rely on your consent, you can withdraw it at any time.

To exercise your rights, please contact us using the details available through our website or customer service channels. We will respond to all requests in accordance with applicable laws and will seek to resolve any concerns promptly and transparently.

Children's Privacy

Flowers Reigate services are not intended for use by children under the age of 16. We do not knowingly collect personal data from children. If we become aware that a child has provided us with personal information, we will take steps to remove that data from our systems.

Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices or in data protection law. When we make significant changes, we will notify customers where possible. Please review this policy periodically to stay informed about how we protect your data.

Contact and Complaints

If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please refer to our website or speak with our customer service team. If you are not satisfied with our response, you have the right to complain to the UK Information Commissioner's Office (ICO).

This Privacy Policy is effective as of June 2024 and applies to all customers placing orders with Flowers Reigate in Reigate and surrounding districts.