Brondesbury Flowers Privacy Policy

Scope and Applicability

This Privacy Policy sets out how Brondesbury Flowers processes and protects the personal data of individuals placing orders with us from Brondesbury and the surrounding districts. This policy applies to all current and prospective customers who interact with us, whether through our website, by telephone, or in person at our store.

What Data We Collect

When you place an order or otherwise contact Brondesbury Flowers, we may collect the following types of personal data:

  • Contact Information: Your name, address, and phone number for delivery and communication purposes.
  • Order Details: Information regarding the products you have ordered, delivery instructions, and special requests.
  • Payment Information: Depending on your method of payment, we may collect payment card details (processed securely by payment providers), payment confirmations, and billing addresses.
  • Recipient Information: The name, address, and contact details of the person receiving flowers or gifts, if different from the customer.
  • Correspondence: Records of any communications you have with us regarding your order or our services.
  • Technical Information: When using our website, we may collect device identifiers, IP addresses, and usage data via cookies or similar technologies for performance and security.

Lawful Basis for Processing Your Data

Brondesbury Flowers collects and processes your personal data only where lawful under the General Data Protection Regulation (GDPR). Our primary lawful bases for processing are:

  • Contractual Necessity: So we can fulfill your order, communicate regarding delivery, process transactions, and respond to enquiries.
  • Legal Obligation: To comply with finance, tax, and consumer laws applicable to our operations.
  • Legitimate Interests: For managing our business, improving our products or services, and maintaining records. Where we rely on this basis, we balance your rights and interests against our own.
  • Consent: Where you have specifically agreed to direct marketing or future promotions, we rely on your consent, which you may withdraw at any time.

How and Why We Use Your Data

Your personal data is used for the following business purposes:

  • Processing your orders and managing deliveries
  • Providing customer support and resolving queries
  • Handling payment and refunds through secure third-party processors
  • Keeping records as required by law or for accounting
  • Sending order confirmations, delivery updates, or (with your consent) marketing communications
  • Improving our services and website usability

Retention of Your Data

Brondesbury Flowers will not retain your personal information longer than necessary. The specific retention period depends on the purpose for which we collected it:

  • For customer orders and financial records, we generally keep information for up to 7 years, as required under UK tax laws.
  • For marketing lists, we keep your data until you opt out or withdraw your consent.
  • Copies of communications and customer support queries are retained for up to 2 years for quality assurance and dispute resolution.
  • Website technical logs are kept for a maximum of 12 months for debugging and security analysis.

Once personal data is no longer needed, it is securely deleted or anonymized so you cannot be identified from it.

Processors and Data Sharing

To provide you with the best possible service, we may share your data with trusted service providers who act as our data processors. These may include:

  • Payment processing companies to securely handle online or card transactions
  • IT and hosting providers supporting our website or electronic systems
  • Courier or delivery companies for fulfilling and tracking orders
  • Accountancy or legal service providers, as required by law

Each processor is contractually required to use your personal data only under our instructions and in accordance with GDPR. We do not sell or rent your data to third parties for their own marketing purposes.

International Transfers

Your personal data is generally processed within the United Kingdom or the European Economic Area (EEA). If data is transferred outside these regions, we ensure appropriate safeguards are in place as required by law, such as standard contractual clauses or transfer adequacy decisions.

Your Rights

You have a range of rights under data protection law in relation to your personal data. These include:

  • Right of access: You can request a copy of the personal data we hold about you.
  • Right to rectification: If you believe your data is incorrect or incomplete, you may ask us to correct it.
  • Right to erasure: You have the right to request deletion of your data in certain circumstances, such as where it is no longer needed for the purpose it was collected.
  • Right to restrict processing: You may ask us to limit how we use your data.
  • Right to data portability: You can request a copy of your data in a machine-readable format for transfer to another provider.
  • Right to object: You may object to certain uses of your data, including direct marketing or where we rely on legitimate interests.
  • Right to withdraw consent: Where we are relying on your consent (such as for marketing communications), you may withdraw it at any time.

To exercise any of these rights, please contact us in writing or through the means provided on our website or in your order confirmation. For your protection, we may need to verify your identity before fulfilling your request.

Security of Your Data

We take the security of your personal information seriously. Brondesbury Flowers uses appropriate technical and organisational measures to protect your data from unauthorized access, unlawful use, alteration, or loss. This includes encrypting sensitive data, limiting access to personnel who need to process your order, and regularly reviewing our security practices.

Changes to This Privacy Policy

We may occasionally update this Privacy Policy to reflect changes in our practices or legal requirements. If there are significant changes, we will notify you where reasonably possible. The most current version will always be available at our place of business and on our website.

Contact and Complaints

If you have questions, concerns, or complaints about our use of your personal information, or how to exercise your rights, you can contact our customer service team using the details provided on your order confirmation or our website. If you are not satisfied with our response, you also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK’s data protection regulator.