Flowers Welwyn GDPR Privacy Policy

Introduction

At Flowers Welwyn, safeguarding your personal data is of paramount importance. This Privacy Policy outlines how we collect, use, store, and protect your information in accordance with the General Data Protection Regulation (GDPR). This policy applies to all customers placing orders with Flowers Welwyn from Welwyn and the surrounding districts.

What Data We Collect

We collect different types of personal data to process flower orders and provide our services. The categories of data we may collect include:

  • Identification Information: such as your name, delivery address, and order reference number.
  • Contact Information: including your telephone number (if provided) and postal address.
  • Recipient Information: if you order flowers for someone else, we may collect the recipient’s name and delivery details.
  • Order Details: records of your orders, requested messages to accompany flowers, any specific preferences, and feedback you provide.
  • Payment Information: we process payment data via secure third-party processors. We do not store your full card details on our own servers.
  • Communication Records: emails or messages you send to us, and our responses.
  • Website Analytics: technical information collected by cookies or similar technologies when you use our website, such as your IP address, browser type, and browsing activity (where applicable and subject to your consent).

The Lawful Basis for Processing Your Data

Our collection and use of your personal information is always underpinned by a lawful basis as required by GDPR. The principal grounds upon which we process your data are:

  • Contractual Necessity: We need your details to process, deliver, and complete your flower orders, and to communicate with you regarding your purchase.
  • Legitimate Interests: To improve our services, respond to your queries, handle complaints, and undertake fraud prevention. We ensure that such processing does not override your fundamental rights and freedoms.
  • Legal Obligation: We may be required to retain or disclose some data in accordance with local or UK law, such as for tax reporting or fraud investigations.
  • Consent: Where required (for example, cookies used for analytics or sending you marketing communications), we will only process your information if you have given explicit consent. You have the right to withdraw this consent at any time.

How We Use and Store Your Data

Your personal information is used solely for the purposes for which it was collected. This typically includes processing and delivering your flower order, managing your relationship with us, responding to your enquiries, and improving our services.

We implement appropriate organisational and technical security measures to protect personal data against unauthorised access, alteration, disclosure, or destruction. All information is stored securely, and only accessible to personnel who need it to fulfil their duties.

Data Retention

Flowers Welwyn retains your personal data only for as long as necessary to fulfil the purposes outlined in this policy, or as required by law. Typically, we keep order-related data for up to seven years to comply with tax and accounting regulations. Data collected for marketing purposes (with your consent) is retained until you withdraw your consent or request erasure.

Third-Party Processors

We utilise carefully selected third-party service providers who assist us in delivering our services. These may include:

  • Payment processors: to handle and authorise secure payments.
  • IT and cloud service providers: to securely store, back up, and process data.
  • Delivery partners: to facilitate the delivery of your flower orders (where applicable).
  • Analytics service providers: for website measurement and improvement, always subject to your consent for cookies.

All third-party processors act on Flowers Welwyn’s instructions, are bound by confidentiality agreements, and are subject to GDPR-compliant contractual controls. Your data is never sold or shared for third-party marketing purposes.

Your Rights Under GDPR

You have a range of rights over your personal information under the General Data Protection Regulation. These include:

  • Right to Access: You can request a copy of the personal information we hold about you.
  • Right to Rectification: You have the right to ask us to correct or update any inaccurate or incomplete information.
  • Right to Erasure ("Right to be Forgotten"): You may request that we delete your personal data, subject to certain exceptions (such as legal obligations).
  • Right to Restrict Processing: You may request limitations on how we use your data.
  • Right to Data Portability: Where applicable, you can request that we provide your data to you or another service provider in a structured, commonly used, machine-readable format.
  • Right to Object: You can object to our processing of your data in certain circumstances, particularly for direct marketing purposes.
  • Right to Withdraw Consent: Where we rely on your consent, you can withdraw this at any time.

If you wish to exercise any of these rights, please write to us using the contact information provided on our website or via our contact form. We will respond to all requests in accordance with applicable law.

International Data Transfers

Flowers Welwyn does not routinely transfer personal data outside the United Kingdom or the European Economic Area. In the rare event that a trusted service provider is located outside these regions, we ensure that your data is protected by appropriate safeguards as required by GDPR, such as standard contractual clauses or adequacy decisions.

Changes to This Privacy Policy

This Privacy Policy may be updated from time to time to reflect changes in our procedures or legal obligations. If significant changes occur, we will notify customers in a prominent way before they take effect. The most current version will always be available on our website.

Contact Information

If you have any questions, concerns, or requests relating to this Privacy Policy or your personal data, please contact us using the formal methods provided on our website. We are committed to addressing your queries promptly and transparently.