Privacy Policy for Keston Florist Customers

Introduction

This Privacy Policy outlines how Keston Florist (“we”, “us” or “our”) collects, uses, stores, and processes your personal data when you place an order with us. This policy is compliant with the General Data Protection Regulation (GDPR) and applies to every customer making purchases with us in Keston and the surrounding districts, whether online, over the phone, or in person. We are committed to protecting your privacy and ensuring the careful and lawful handling of your personal information.

What Personal Data We Collect

When you place an order with Keston Florist, we collect and process different types of personal data to fulfill your request and provide a quality service. The types of personal data we may collect include:

• Contact Information: Name, delivery address, billing address, and telephone number.
• Order Details: Purchase information, item selections, personalization details (e.g., card messages), and delivery instructions.
• Payment Information: Payment method details (such as part of your card number or other transaction information, as required to process your payment).
• Communication Data: Email correspondence, messages, and any additional information you provide during order placement or customer support interactions.
• Technical Data: IP address, browser type and version, device information, and cookies necessary for website function and order processing.

Lawful Basis for Data Processing

We only process your personal data if there is a lawful basis for doing so, as required under the GDPR. The primary legal bases we rely upon are:

• Contractual Necessity: Processing your data is necessary to enter into or perform the contract you have with us, namely processing and delivering your order.
• Legitimate Interests: We may process your information for legitimate business interests, such as managing our customer relationships, improving services, or addressing queries and complaints (provided your rights and interests do not override these).
• Legal Obligations: We may also process your data if required to comply with applicable laws, financial regulations, or government requests.
• Consent: In cases where we process additional data for marketing or other purposes, we will seek your explicit consent, which you can withdraw at any time.

How We Use Personal Data

Your personal data is used solely for the purposes related to your interaction with Keston Florist. This includes:

• Fulfilling and delivering your floral orders.
• Providing customer support, responding to your queries or complaints.
• Processing payments and refunds.
• Contacting you regarding your order status, special instructions, or order issues.
• Maintaining accurate business and financial records as required by law.
• Improving our products, services, and customer experience.
• Sending marketing information only if you have opted in, and only as permitted by law.

Data Retention Policy

We retain your personal data only as long as necessary for the purposes it was collected, including satisfying legal, accounting, or reporting requirements. Typically, customer data linked to orders is retained for up to six years from the completion of your last order, in line with accounting and tax guidance. After this period, your personal information will be securely deleted or anonymised. If you withdraw your consent or request erasure of certain data, and there is no ongoing legitimate reason to retain it, we will securely delete your information earlier.

Use of Data Processors

In some circumstances, your personal data may be shared with trusted third-party service providers, known as data processors, who help us operate our business (such as payment gateways, delivery partners, or IT service providers). We only engage processors who provide sufficient guarantees to implement appropriate technical and organisational measures to meet GDPR requirements and protect your data. All such relationships are governed by contracts that limit use of your data to what is necessary for providing their services to us.

We do not sell or rent your personal data to any third parties, nor allow its use for any purpose unrelated to your orders or your experience as a customer of Keston Florist.

User Data Rights

As a data subject under GDPR, you have a range of rights regarding your personal data, including:

• Right of Access: You are entitled to request information about the personal data we hold about you and its processing.
• Right to Rectification: You may request the correction of any inaccurate or incomplete personal data.
• Right to Erasure: You may ask us to delete your personal data in certain circumstances, such as when it is no longer required for its original purpose.
• Right to Restrict Processing: You may limit how your personal data is used in specific contexts.
• Right to Data Portability: Where applicable, you may request a transferable electronic copy of the personal data you have provided to us.
• Right to Object: You may object on grounds relating to your particular situation, at any time, to the processing of your personal data for direct marketing or legitimate interests.
• Rights Related to Automated Decision-Making: You have the right not to be subject to decisions based solely on automated processing if such decisions produce legal effects concerning you.

To exercise your rights or for any other privacy-related questions, please contact us using the available contact mechanisms on our site or in store. We aim to respond to requests within one month, in line with GDPR requirements. You also have the right to lodge a complaint with the relevant supervisory authority regarding our data handling practices.

Policy Scope and Changes

This Privacy Policy applies to all personal data collected from customers who place orders with Keston Florist, whether located in Keston or its surrounding districts. We may update this policy periodically to reflect changes in legal obligations or business practices. Any material changes will be communicated clearly prior to coming into effect. Your continued use of our services indicates acceptance of the updated terms.

Contact and Further Information

If you have any further questions about this policy or how your personal data is handled, please reach out to us through our official communication channels in store or via our website. We are committed to upholding your data protection rights and addressing any concerns in a prompt and transparent manner.