Holborn Florist Privacy Notice

Introduction

Holborn Florist is dedicated to safeguarding the privacy and personal information of our customers. This Privacy Policy explains how we collect, use, store, and protect your personal data in accordance with the UK General Data Protection Regulation (GDPR). This policy applies to all individuals who place orders with Holborn Florist from Holborn and surrounding districts.

What Data We Collect

As part of our florist services, we may collect and process the following categories of personal data:

  • Identity Information: Full name, delivery recipient name (if different).
  • Contact Information: Delivery address, billing address, and telephone number.
  • Order Information: Details of products ordered, delivery instructions, card messages, and occasion details.
  • Payment Information: Transaction details (note: payment card data is processed securely by our payment processors and is not stored by us).
  • Communication Records: Correspondence and feedback submitted via our website or through other communication methods.
  • Technical Information: IP address, browser type, device identifiers, and cookies (where applicable, and subject to consent).

Lawful Basis for Processing

We only process your personal data when permitted under the GDPR. The primary lawful bases on which we rely include:

  • Contract: Processing your data as necessary to fulfil your orders or provide requested services.
  • Legal Obligation: Using your information to comply with legal and regulatory requirements (for example, accounting and tax records).
  • Legitimate Interests: Using your data to analyse service quality, improve customer experience, prevent fraud, and manage enquiries, provided these do not override your rights.
  • Consent: For marketing communications, promotions, or use of cookies, we obtain your explicit consent. You may withdraw your consent at any time.

How We Use Your Data

Your personal information is used strictly for the purposes outlined below:

  • Processing and delivering your floral orders, including arranging delivery and providing confirmation and updates.
  • Communicating with you about your order, and responding to your queries or feedback.
  • Processing payments securely.
  • Fulfilling legal or regulatory responsibilities.
  • Improving our services, such as analysing trends and customer preferences (using anonymised data where possible).
  • Sending you marketing emails if you have consented to receive them (you may opt out at any time).

Data Retention

Holborn Florist retains personal data only for as long as necessary to meet the purposes set out in this policy. Our standard retention periods are:

  • Order and Transaction Records: Retained for up to 7 years for legal, tax, and accounting purposes.
  • Marketing Preferences: Maintained until you withdraw your consent or opt out of promotional communications.
  • Correspondence and Enquiries: Stored for up to 2 years from the date of last contact, unless a longer period is required to resolve disputes.

Once data is no longer required, it is securely deleted or anonymised in line with industry best practices.

Data Processors and Sharing

We work with carefully selected external service providers (processors) who perform functions on our behalf, such as payment processing, website hosting, IT support, and delivery services. We ensure appropriate agreements are in place to require that these processors adhere to GDPR-compliant security and privacy standards.

  • Payment Processors: Securely handle transactions and comply with PCI DSS standards. Holborn Florist does not store payment card details.
  • Delivery Partners: Provided with necessary delivery information to fulfil customer orders.
  • Technology Providers: Assist with website operation, infrastructure hosting, and customer database management.

We do not sell or rent your personal data. Data may be shared in rare cases if required by law, government authorities, or for the establishment, defence, or exercise of legal claims.

Your Rights as a Data Subject

Under GDPR, you have specific rights regarding your personal data. These include:

  • Right to Access: You may request access to the personal data we hold about you.
  • Right to Rectification: You can ask us to correct inaccurate or incomplete data.
  • Right to Erasure: You may request that we delete your data under certain circumstances (also known as the ‘right to be forgotten’), subject to legal retention requirements.
  • Right to Restrict Processing: You may ask us to restrict the use of your data in some instances.
  • Right to Data Portability: You can receive your personal data in a structured, machine-readable format and have it transferred to another provider.
  • Right to Object: You may object to the processing of your personal data for direct marketing or where processing is based on legitimate interests.
  • Right to Withdraw Consent: Where processing is based on consent, you have the right to withdraw your consent at any time.

To exercise your rights, please contact us via the methods detailed on our website. We will address all requests within one month, as required by law.

Data Security

Holborn Florist takes the security of your personal information seriously. We use appropriate technological and organisational measures to protect your data against unauthorised access, alteration, disclosure, or destruction. Regular reviews of our data handling processes are conducted to ensure ongoing compliance and integrity.

Policy Changes

From time to time, we may update this Privacy Policy to reflect changes in our practices, legal requirements, or service offerings. The most current version will always be available on our website, marked with the date of the latest revision.

Contact and Complaints

If you have questions about this Privacy Policy, wish to exercise any of your data protection rights, or lodge a complaint, please contact us via the communication channels specified on our website. If you are not satisfied with our response, you may also contact the Information Commissioner's Office (ICO), the UK supervisory authority for data protection.

Effective Date

This Privacy Policy is effective from 1st June 2024 and applies to all personal data of customers placing orders with Holborn Florist from Holborn and the surrounding districts.