Privacy Policy for Customers – Romford Flowers

Our Commitment to Privacy

Romford Flowers values the privacy and security of our customers’ personal information. This Privacy Policy outlines how we collect, use, store, and protect your data when you place an order with Romford Flowers either online, by phone, or in person. This policy applies to all Romford Flowers customers located in Romford and its surrounding districts.

What Data We Collect

When you place an order or make an enquiry, Romford Flowers may collect the following categories of personal data:

• Contact Details: Name, delivery address, billing address, and any other address information you provide.
• Communication Details: Any information you send to us in the context of your enquiry or order (such as order notes, preferences, or instructions).
• Payment Information: We process payment details, but do not directly store full payment card numbers. Payment processing is handled securely by trusted third-party payment processors.
• Order History: Information about products ordered, dates, and delivery instructions.
• Digital Data: IP address, device information, and usage data when you access our website, for security and analytics purposes.

Purposes and Lawful Basis for Processing

We process your personal data only where we have a legitimate reason to do so in accordance with the UK General Data Protection Regulation (GDPR). The primary lawful bases we rely upon include:

• Contractual Necessity: Processing your data is necessary to perform our contract with you when you place an order or make an enquiry, so we can fulfil your purchase and deliver your flowers.
• Legitimate Interests: We may process your contact information for improving our services, responding to your queries, and ensuring delivery of your order. Our legitimate interests do not override your interests or fundamental rights.
• Legal Obligations: Certain records must be kept for tax and compliance purposes as required by law.
• Consent: In circumstances where we wish to use your data for purposes such as marketing, we will only do so with your clear consent, which may be withdrawn at any time.

Retention of Your Personal Data

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting or reporting obligations. Our standard retention periods are as follows:

• Orders and Transactional Data: Retained for up to 7 years to comply with financial regulations.
• Correspondence and Enquiries: Retained for up to 2 years after resolution for quality control and to respond to potential follow-up questions.
• Marketing Data: Retained only as long as you remain opted-in to receive communications from us. You can withdraw this consent at any time.
• Website Analytics Data: Generally kept in an anonymised or aggregated form for up to 2 years.

Data Sharing and Processors

We only share your personal data where necessary for the delivery of our services or to comply with legal obligations. Data is shared with trusted third party processors, including:

• Payment Processing Providers: To securely process your card payments.
• Delivery Couriers: For fulfilling and delivering your order to the specified address.
• Professional Advisers: Including accountants and consultants for business administration and legal compliance.
• IT Service Providers: Who host our website, manage our system security, and provide communications infrastructure, under binding confidentiality agreements.

We ensure all processors process your personal data in compliance with GDPR and require them to maintain appropriate security measures. Your data is not sold or shared with third parties for their own marketing purposes.

Your Data Protection Rights

As a customer of Romford Flowers, you are entitled to the following rights under GDPR:

• Right of Access: Request a copy of the personal data we hold about you.
• Right to Rectification: Request corrections to inaccurate or incomplete personal information.
• Right to Erasure: Request that your data be deleted where no longer required or where consent is withdrawn.
• Right to Restrict Processing: Ask us to restrict the processing of your data in certain circumstances.
• Right to Data Portability: Ask for a structured, commonly used, and machine-readable copy of your data to be transferred to you or another provider.
• Right to Object: Object to our processing of your personal data where we rely on legitimate interests.
• Right to Withdraw Consent: You may withdraw your consent for marketing communications at any time.

To exercise these rights, please contact us using the methods provided on our website or in-store. We aim to respond to all legitimate requests within one month.

Data Security Measures

We are committed to protecting your personal data against loss, misuse, or unauthorised access. Our safeguards include secure payment gateways, regular website security audits, use of password-protected systems, and limiting access to your data to authorised staff only.

Policy Scope and Updates

This Privacy Policy applies to all customers placing orders with Romford Flowers in Romford and the surrounding districts. We may update this policy from time to time to reflect changes in legal requirements, our business, or technology. Any updates will be made available via our website and will take effect as soon as posted.

Contact and Complaints

If you have questions, concerns or would like to exercise your data protection rights regarding your personal data, please contact us using the details provided on our website or in our shop. If you are not satisfied with our response, you have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection authority.

Thank you for trusting Romford Flowers with your data. We are committed to keeping your personal information safe, secure, and used responsibly.