Flowers Cowley Privacy Policy Statement

Introduction

This Privacy Policy explains how Flowers Cowley (“we”, “us”, or “our”) collects, uses, and protects your personal data when you place orders for flowers from Cowley and the surrounding districts. We are committed to transparency and complying with the General Data Protection Regulation (GDPR), ensuring your information is handled with care and respect.

Who This Policy Applies To

This policy applies to all customers who place orders with Flowers Cowley for delivery or collection in Cowley and its neighbouring areas. By placing an order with us, you confirm that you have read, understood, and agree to this Privacy Policy.

What Personal Data We Collect

While taking and fulfilling your order, Flowers Cowley may collect the following information:

• Contact Details: Name, delivery address, billing address, and contact preferences
• Order Information: Details of items you are purchasing, special instructions, and preferences
• Payment Information: Card or payment details processed securely via our payment processor
• Communication Records: Correspondence such as order confirmations, amendments, feedback, or complaints

We do not collect more information than necessary for the purposes outlined below.

Lawful Basis for Data Processing

Under the GDPR, our use of your personal data must be justified by a legal basis. The primary bases we rely on are:

• Contractual Necessity: Processing your data is necessary to enter into or perform our contract with you, such as handling your order, providing delivery, and resolving any queries.
• Legal Obligation: We may process information to comply with applicable laws (for example, for tax or accounting requirements).
• Legitimate Interests: We may use your data to improve our services, provide customer care, and manage our relationship with you, provided those interests are not overridden by your own rights and interests.
• Consent: In specific cases, such as sending marketing communications (if and where applicable), we will rely on your consent, which you can withdraw at any time.

How We Use Your Data

We use your information to:

• Process and deliver your flower orders
• Contact you regarding your order, preferences, or any issues
• Respond to your questions and requests
• Maintain our records and comply with legal duties
• Enhance and personalise your shopping experience

Data Retention

Your personal data is stored only as long as necessary to fulfill the purposes for which it was collected. Typically, this means:

• Order and contact details are retained for up to six years for accounting and record-keeping purposes, or as long as required by law
• Payment information is never stored beyond the point of secure processing by our payment processor
• Customer communications are retained only as long as necessary to address your requests and ensure customer care

After the relevant retention period, your data will be securely deleted or anonymised.

Data Processors and Third Parties

To provide our services, we may use trusted third-party service providers (“processors”) who act on our behalf to:

• Process payments
• Deliver flowers to the specified address
• Manage our IT systems and hosting
• Support our customer communications

All processors are selected carefully to ensure they comply with GDPR requirements. Processors will only access or use your data for the specific tasks we’ve engaged them for and are contractually obligated to protect your information.

We do not sell or trade your personal information. We will not share your data with any other parties unless required by law or necessary for the purpose of fulfilling your order.

International Transfers

Your data will, as a rule, be processed within the United Kingdom or the European Economic Area (EEA). If, for technical reasons, data must be processed outside the EEA, we ensure adequate safeguards and protection in line with GDPR requirements.

Your Rights

Under the GDPR, you have the following rights over your personal data:

• Right to Access: You may request a copy of your personal data we hold about you.
• Right to Rectification: You can ask us to correct or update inaccurate or incomplete data.
• Right to Erasure: You can request deletion of your personal data when it is no longer needed or if you withdraw consent (if consent was relied upon for processing).
• Right to Restrict Processing: You may ask us to suspend processing your data under certain circumstances.
• Right to Data Portability: Where feasible, you can ask for your personal data to be provided to you or to another provider in a commonly used format.
• Right to Object: You may object to certain types of processing, such as direct marketing (if this is undertaken).
• Rights in relation to Automated Decision Making: Flowers Cowley does not use automated decision making or profiling when processing your orders.

If you wish to exercise any of these rights, please contact us using the contact methods displayed on our official website or in your order confirmation materials. To protect your privacy, we may ask you to verify your identity before fulfilling your request.

Security Measures

Flowers Cowley implements appropriate technical and organisational measures to safeguard your personal data against accidental loss, unauthorised access, or misuse. This includes secure storage, access controls, and compliance with industry standards. Our staff and processors are trained in data protection and privacy obligations.

Updates to This Privacy Policy

This Privacy Policy may be updated periodically to reflect changes in legal requirements or our data practices. Updated versions will be published on our website or otherwise made available to customers upon request. Please review this policy regularly to stay informed about how we protect your information.

Contacting Us

If you have any questions or concerns about this Privacy Policy or your personal data, please reach out to us using the contact details provided on our website or your order documentation. We are committed to resolving your queries promptly and fairly.

Supervisory Authority

If you are dissatisfied with how we handle your personal information, you have the right to lodge a complaint with the relevant Data Protection Authority in the UK.