West Kensington Florist Privacy Notice

Introduction

West Kensington Florist is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your information when you place an order with us. The policy applies to all customers placing orders with West Kensington Florist in West Kensington and surrounding districts. We comply with all relevant obligations under the General Data Protection Regulation (GDPR).

What Data We Collect

When you interact with West Kensington Florist, we may collect and process the following types of personal data, depending on the service you request and how you use our website or place an order:

• Identity Data: Name, title, and contact details such as delivery address.
• Contact Data: Phone number, postal address, and (when provided) email address for order confirmation and communication.
• Transaction Data: Details about the products you have ordered from us, order history, delivery instructions, and payment confirmations.
• Payment Data: Payment method information such as card type (Note: We do not store or process complete card numbers; payments are processed through secure third-party payment processors).
• Technical Data: Device and browser information, IP address, and website usage data collected through cookies and analytics tools, where applicable and with your consent.

Lawful Basis for Processing

Under the GDPR, we must have a lawful basis to process your personal data. West Kensington Florist relies on the following lawful grounds:

• Contractual Necessity: Most of the time, processing your data is necessary to fulfil your order (e.g., confirming details, delivering flowers, managing payments).
• Legitimate Interests: We may process your data for legitimate business interests, provided these interests do not override your rights (e.g., improving our service, fraud prevention, handling queries or complaints).
• Legal Obligation: We may process data where necessary to meet legal or regulatory requirements, such as maintaining sales records for tax purposes.
• Consent: In certain circumstances, such as for direct marketing by email or cookie/tracking consent on our website, we rely on your express consent. You can withdraw your consent at any time.

How We Use Your Information

We use your personal information to:

• Process and deliver your flower orders, including managing payment, arranging delivery, and sending order updates
• Respond to your customer queries, requests, or feedback
• Comply with legal and regulatory requirements, such as record keeping and fraud prevention
• Improve our services and customer experience, based on aggregated and anonymised data analysis
• Send direct marketing, where you have agreed to receive it

Retention of Personal Data

We retain your information only for as long as necessary for the purposes described in this Privacy Policy, or as required by law. Retention periods vary according to the type of data and the purpose for processing:

• Order and transaction records are typically kept for up to 6 years from your last transaction, as required for legal, accounting, and tax purposes.
• Contact and marketing preferences are retained until you withdraw your consent or request deletion.
• Data collected for analytics purposes is kept in anonymised or aggregated form whenever possible, and retained only as long as necessary to improve our website and user experience.

Data Processors and Sharing

To provide our services efficiently, we may share some of your data with trusted third parties ("processors") who assist with our operations. These include:

• Payment processing companies to facilitate secure transactions (note: card details are handled exclusively by these providers and not stored by us).
• Delivery and logistics partners to ensure your flowers are delivered to the intended recipient.
• IT service providers who assist in managing our website, databases, and communications.
• Professional advisors (such as accountants or lawyers) when required for compliance and protection of our legal interests.
• Analytics providers who help us monitor website performance, in compliance with your cookie preferences.

All third-party processors act only on our instructions and are contractually required to keep your data secure and confidential. We do not sell or transfer your personal information to unrelated third parties for their own marketing purposes.

Your Rights Under GDPR

As a data subject under GDPR, you have the following rights regarding your personal data processed by West Kensington Florist:

• Right of Access: Request a copy of the personal data we hold about you.
• Right to Rectification: Request correction of inaccurate or incomplete data.
• Right to Erasure: Ask us to delete your data in certain circumstances ("the right to be forgotten").
• Right to Restrict Processing: Request the restriction or suppression of your data processing in certain situations.
• Right to Data Portability: Receive your data in a structured, commonly used, and machine-readable format and/or request transfer to another provider.
• Right to Object: Object to processing based on legitimate interests or for direct marketing purposes.
• Right to Withdraw Consent: Where we process your data based on consent, you can withdraw it at any time. This will not affect any processing already carried out.

To exercise any of these rights, or if you have questions or concerns about how we process your personal data, please contact us using the methods provided on our website or at our store premises.

Security of Your Data

We are committed to protecting your data from loss, misuse, unauthorised access, disclosure, or alteration. Security measures include secure servers, encrypted payment processing, and regular staff training. We regularly review our procedures to ensure your data remains secure.

Children’s Privacy

Our services are not directed at children under the age of 16. We do not knowingly collect or process data belonging to children. If you believe we have inadvertently collected personal data from a child, please contact us to arrange removal.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. The current version will be displayed in-store and on our website. We encourage you to review this policy periodically.

Contact and Complaints

If you have questions, concerns, or wish to exercise your data rights, please contact us through the channels listed on our website or visit us at our West Kensington store. If you are not satisfied with our response, you have the right to file a complaint with the UK Information Commissioner’s Office (ICO).