New Malden Florist Privacy Policy

Introduction

This Privacy Policy outlines how New Malden Florist collects, uses, stores, and processes personal data from customers in New Malden and surrounding districts, in compliance with the General Data Protection Regulation (GDPR). By placing an order with us, you acknowledge and accept the practices described below with respect to your personal data.

Scope of Policy

This policy applies to all customers who place orders with New Malden Florist, including those located within New Malden and its neighbouring districts. This policy covers all modes of ordering, including in-store, over the phone, and online through our website.

Personal Data We Collect

When you place an order with New Malden Florist, we collect and process various types of personal data. The specific information we collect includes:

• Contact Information: Name, delivery address, billing address, and contact number.
• Order Details: Products ordered, delivery instructions, messages for recipient, and payment details (such as card type, but not full card details if processed via third-party payment providers).
• Payment Information: We use trusted payment processors and do not store your full bank or card details on our systems.
• Communications: Any correspondence exchanged with New Malden Florist, including feedback, complaints, or requests for information.

Lawful Basis for Processing

New Malden Florist only processes your personal data where there is a lawful basis under GDPR. These include:

• Contract: Processing is necessary for the performance of a contract with you (e.g., to process your order and arrange delivery).
• Legal Obligation: Certain information must be retained to comply with financial and legal record-keeping requirements.
• Legitimate Interests: We may process your data to improve our services, prevent fraud, or for the general management of our business, provided your rights and interests do not override ours.
• Consent: Where required, such as for marketing communications, we will seek your explicit consent before using your data for these purposes.

How We Use Your Data

Your personal data is used strictly for the purposes it was collected for, including but not limited to:

• Processing and fulfilling your orders
• Delivering products to the correct recipient and address
• Managing payments and invoicing
• Communicating with you regarding your order or service queries
• Improving our products and customer service
• Meeting our legal and regulatory obligations
• Handling customer feedback and resolving complaints

Data Retention

New Malden Florist retains your personal data only for as long as is necessary to fulfil the purposes for which it was collected, including for the purpose of satisfying any legal, accounting, or reporting requirements. Typically, customer data related to transactions will be retained for up to seven years to comply with tax and legal obligations, unless you request deletion earlier and such deletion does not contravene our legal obligations.

Processors and Third Parties

We may share certain personal data with trusted third-party service providers (‘data processors’) to enable and improve our services. These may include:

• Payment service providers to securely process payments
• Delivery services or couriers to deliver your orders to the specified location
• IT service providers for secure data management and website hosting
• Accountants, auditors, or legal advisors as required for regulatory compliance

All data processors engaged by New Malden Florist are contractually required to safeguard your data in accordance with GDPR and may not use your data for any unrelated purpose.

Your Rights Under GDPR

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

• Access: You may request confirmation of the data we hold about you and obtain a copy.
• Rectification: You can ask us to correct inaccurate or incomplete information.
• Erasure (“Right to Be Forgotten”): You can request deletion of your data when it is no longer necessary for the purposes for which it was collected, subject to legal requirements.
• Restriction of Processing: You can ask us to restrict processing of your data under certain circumstances.
• Data Portability: Where relevant, you may request to receive your information in a structured, commonly used, and machine-readable format or request it be sent directly to another controller.
• Objection: You can object to processing based on legitimate interests or direct marketing.
• Withdraw Consent: Where processing is based on your consent, you may withdraw this at any time without affecting the lawfulness of prior processing.

To exercise your rights, please contact us via the details displayed on our official documentation or website. We may require proof of identity to process certain requests.

Security of Your Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These include secure storage, encryption where appropriate, access controls, and training for staff.

International Transfers

Your data is primarily stored and processed within the United Kingdom. If your data is transferred outside the UK or European Economic Area, we ensure adequate protection through approved standard contractual clauses or similar safeguards.

Changes to this Policy

We may update this Privacy Policy periodically to reflect changes in our practices, legal requirements, or for other operational reasons. The latest version will always be available in-store and on our official website. We encourage customers to review the policy regularly.

Contact Us

If you have questions or concerns regarding this Privacy Policy or your personal data, please refer to our website or official documentation for contact information. We are committed to addressing any concerns you may have regarding your privacy and data protection.