Flowers Oxted GDPR Privacy Policy

Introduction

This Privacy Policy explains how Flowers Oxted collects, uses, stores, and protects your personal data when you place orders with us within Oxted and the surrounding districts. We are committed to respecting your privacy and complying with the General Data Protection Regulation (GDPR), ensuring your personal information is processed lawfully, fairly, and transparently.

Scope of This Policy

This Privacy Policy applies to all customers who place an order with Flowers Oxted in Oxted and its surrounding districts, either via our website, telephone, or in-person. It describes what personal data we collect, the purposes for processing, our lawful basis, data retention periods, the use of processors, and your rights under GDPR.

Personal Data We Collect

To process your orders and provide our services, we may collect the following types of data:

• Contact Information: Name, delivery address, billing address, and contact details such as telephone number.
• Order Details: Information regarding the products or services you have ordered, delivery preferences, and any personalised messages you wish to accompany your order.
• Payment Information: Payment method and transaction details. Please note, direct card payments are handled by secure third-party processors, and we do not store your full card information.
• Correspondence: Any communications with us, including customer queries, complaints, and feedback.
• Technical Information: When you visit our website, certain technical data such as your IP address, browser type, and access times may be collected for security and analytics purposes.

Lawful Basis for Processing

We process your personal data in accordance with GDPR, relying on the following lawful bases:

• Contractual Necessity: To fulfil your order and deliver flowers or related products/services as requested, we must process your personal data.
• Legal Obligation: We may be required to retain certain information for accounting, tax, or regulatory purposes.
• Legitimate Interests: We may use your information for business operations, such as improving our services, handling customer queries, or enabling service delivery enhancements, where these interests do not override your rights or interests.
• Consent: Where required, such as for sending marketing communications (if you opt in), we process your data based on your explicit consent. You may withdraw this consent at any time.

How We Use Your Data

Your data is used for the following purposes:

• Processing, dispatching, and delivering orders placed with Flowers Oxted.
• Communicating with you about your order, including delivery confirmations and customer service responses.
• Processing payments securely and managing financial transactions.
• Complying with legal obligations such as record-keeping, invoicing, and tax requirements.
• Improving our products, website functionality, and overall customer experience.
• Sending marketing or promotional materials only where you have given consent.

Data Retention

Your personal data is retained only for as long as is necessary to fulfil the purposes for which it was collected. The specific retention periods are:

• Order and transaction details: Retained for up to 7 years to comply with accounting and tax regulations.
• Customer service correspondence: Retained for up to 3 years from the date of your last interaction.
• Marketing consent data: Retained until you withdraw your consent or request erasure.
• Technical data collected via our website: Retained for up to 1 year for security and analytics purposes.

When your data is no longer needed, it will be securely deleted or anonymized.

Processors and Data Sharing

In order to provide our services efficiently, we may share your data with carefully selected third-party processors. These include:

• Payment Processors: To manage and process your payments securely.
• IT and Website Management Providers: Supporting website functionality, security, and data storage.
• Delivery Partners: Couriers and logistics companies responsible for delivering your orders.
• Professional Advisors: Accountants and legal advisers, where required for compliance and regulatory purposes.

All data processors act on our behalf and are bound by contracts requiring them to protect your data in accordance with GDPR. Your data will not be sold or used for purposes unrelated to Flowers Oxted services.

We do not transfer your personal data outside the UK or EEA unless adequate safeguards are in place.

Your GDPR Rights

You have a number of rights under the GDPR regarding your personal data. These include:

• Access: You have the right to request a copy of the personal data we hold about you.
• Rectification: You can request correction of inaccurate or incomplete data.
• Erasure: You can request deletion of your data where there is no legal reason for us to retain it.
• Restriction: You may request we limit how we process your data in certain circumstances.
• Object: You have the right to object to data processing carried out on legitimate interest grounds or for direct marketing purposes.
• Data Portability: Where technically feasible, you can request a copy of your data in a commonly used, machine-readable format.
• Withdraw Consent: Where processing is based on your consent, you may withdraw it at any time, without affecting the lawfulness of processing before withdrawal.

If you wish to exercise any of your rights, please contact us with your request. We may need to verify your identity for security before processing your request.

Security Measures

We take the security of your personal information seriously. Physical, technical, and administrative safeguards are in place to protect your data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. Only authorised personnel and service providers who require access for business or legal reasons are permitted to handle your personal data.

Updates to This Policy

From time to time, we may update this Privacy Policy to reflect changes in our practices, legal requirements, or industry standards. Any changes will take effect as soon as they are posted. We encourage you to review this policy periodically to stay informed about how we protect your information.

Contact and Concerns

If you have any questions about this Privacy Policy, your data, or wish to make a complaint, please contact us directly. You may also have the right to lodge a complaint with the relevant supervisory authority.

Thank you for trusting Flowers Oxted with your personal information—we are dedicated to upholding your privacy rights.