Ruislip Flowers Privacy Policy

Welcome to the Ruislip Flowers Privacy Policy

This Privacy Policy explains how Ruislip Flowers collects, uses, and protects the personal data of customers placing orders from Ruislip and surrounding districts. It also details your rights under the General Data Protection Regulation (EU) 2016/679 ("GDPR"). Please read this policy carefully before placing an order, as by doing so you agree to the terms outlined below.

Scope of This Policy

This Privacy Policy applies to all customers who order floral products and related services from Ruislip Flowers, including those in Ruislip and adjacent areas. It covers both online and phone orders, as well as in-person visits to our shop.

Personal Data We Collect

When you place an order with Ruislip Flowers, we need to collect certain information for the provision and delivery of our services. Depending on how you interact with us, we may collect the following categories of personal data:

• Identity Information: such as your name and, where applicable, the recipient's name.
• Contact Details: your address, email address, and contact telephone number.
• Order Information: details about the floral arrangements or products ordered, delivery address, message card content, and preferred delivery date and time.
• Payment Information: payment card details (only if you pay by card; card details are processed securely and not stored after transaction completion).
• Correspondence: any messages, special instructions, or communications you send to us regarding your order.
• Technical Data: when ordering online, we may collect IP address, browser type and version, and information about your device.

Lawful Basis for Processing Your Data

We only process your personal data when permitted by law. Data processing by Ruislip Flowers is justified by one or more of the following lawful bases under GDPR:

• Performance of a Contract: where data processing is necessary to fulfill your order and provide our services to you.
• Legal Obligations: for compliance with relevant legal and taxation requirements.
• Legitimate Interests: to improve our services, secure our business, and communicate necessary updates, provided these interests are not overridden by your rights.
• Consent: where you provide explicit consent for marketing communications. You may withdraw this consent at any time.

How We Use Your Personal Information

Your personal information is used for the following purposes:

• Processing and fulfilling your order.
• Arranging and ensuring delivery to your chosen recipient.
• Communicating with you about your order (confirmation, updates, queries).
• Managing your preferences and responding to your enquiries.
• Complying with our legal and tax obligations.
• Improving our products and services through customer feedback and internal analytics (where anonymised).
• If you have provided consent, sending you marketing updates or special offers.

Data Retention Periods

We retain your personal data only for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying legal, accounting, or reporting requirements. Specifically:

• Order and contact details are retained for a maximum of 7 years to comply with tax regulations and resolve potential disputes.
• Payment card data is processed securely at the time of transaction and is not stored.
• Marketing preferences are retained until you opt out or withdraw your consent.
• Correspondence or special requests related to your order may be kept for up to 1 year after order completion for customer service purposes.
• Technical data collected via the website is retained for a maximum of 6 months in anonymised format for analytics purposes.

Processors and Third Parties

Ruislip Flowers may use trusted third-party service providers ("processors") to assist us in running our business and providing services to you. These may include:

• Payment processing providers for secure card payments.
• Delivery and courier services to fulfil your order.
• IT and system administration providers who support our website or manage data storage.
• Legal and accounting professionals assisting with compliance obligations.

We require all our processors to respect the security of your personal data and process it in accordance with GDPR. Processors are only permitted to process your data on our instructions and for specified purposes.

International Data Transfers

Your data is processed within the United Kingdom and the European Economic Area (EEA) and is not routinely stored or transferred outside these regions. If in the future we engage processors outside the UK or EEA, we will ensure appropriate safeguards, such as the adoption of Standard Contractual Clauses, are in place to protect your data.

How We Protect Your Data

We implement a range of technical and organisational measures to maintain the security of your personal information, including:

• Secure systems and encryption for data transmission and payment processing.
• Limited access to personal data to only those employees or partners who need it to perform their work.
• Regular review and update of privacy and security procedures.

Your Rights as a Customer

Under the GDPR, you have several important rights over your personal data, including:

• The right to access – You can request a copy of the personal data we hold about you.
• The right to rectification – To correct inaccurate or incomplete data.
• The right to erasure – To request deletion of your data, subject to legal requirements.
• The right to restrict processing – In certain circumstances, to limit how we use your data.
• The right to object – To object to processing for marketing or based on legitimate interests.
• The right to data portability – To receive your data in a commonly-used format for transfer.

To exercise any of these rights, please contact us using the details provided in-store or on your order documentation. We may need to verify your identity to respond to your request.

Policy Updates

From time to time, we may update this Privacy Policy to reflect changes in our practices or relevant laws. The current version will always be available in our shop and on our website. Please review it periodically to stay informed about how your data is protected.

Contact and Complaints

If you have any queries or concerns about this Privacy Policy or how Ruislip Flowers handles your data, please contact us in-store or at the contact details provided on your order confirmation. You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed.