Privacy Policy for Customers Ordering from Westminster Flowers

Privacy Policy Overview

This Privacy Policy sets out how Westminster Flowers collects, uses, stores, and protects your personal information. It applies to all customers placing orders with Westminster Flowers, whether for delivery or collection, within Westminster and neighboring districts. We are committed to processing your data in accordance with the General Data Protection Regulation (GDPR) and other applicable privacy laws.

What Information We Collect

To provide our floral goods and services, Westminster Flowers processes personal data you provide when placing an order or contacting us. The information we may collect includes:

• Contact details: Such as your full name, delivery address, billing address, and phone number.
• Order details: Items ordered, special requests, and delivery instructions.
• Payment information: Payment method details, although card data is processed securely by our payment processors and not stored by Westminster Flowers.
• Recipient information: Name and address of the person receiving flowers and accompanying message (if applicable).
• Communication records: Any correspondence with our team relating to your order or inquiries.
• Technical information: IP address, browser type, and device details if you use our online ordering system.

We do not knowingly collect personal data from children under 16 years of age.

Lawful Basis for Processing Your Data

Westminster Flowers processes your personal data based on at least one of the following lawful grounds as required by GDPR:

• Contractual necessity: Most data we collect is necessary to fulfill your order, deliver flowers, and communicate with you regarding your purchase.
• Legitimate interests: For business administration, record-keeping, fraud prevention, and improving our services, provided these interests are not overridden by your rights or interests.
• Legal obligations: We may need to retain certain data to comply with accounting, tax, and other legal requirements.
• Consent: Where required, such as for direct marketing by email or SMS, we will seek your consent, which you can withdraw at any time.

How We Use Your Data

Your personal information is used for:

• Processing and fulfilling your floral orders.
• Contacting you regarding your purchase, delivery, or collection details.
• Personalizing messages to recipients as requested.
• Handling your requests, feedback, questions, or complaints.
• Complying with legal and regulatory requirements.
• Managing business operations and internal record keeping.
• Conducting internal analysis to improve our products and services (in an anonymized form where possible).

Retention of Your Data

Westminster Flowers will retain your personal information only for as long as is necessary to fulfill the purposes described above, unless a longer retention period is required by law. Retention periods include:

• Order information: Retained for up to 7 years for legal and accounting purposes.
• Communication records: Retained for up to 3 years after your last contact.
• Marketing consent data: Retained until you withdraw your consent or unsubscribe.

After these periods, data is securely deleted or anonymized.

Sharing Your Information

Your data is shared only as necessary and in accordance with GDPR. Circumstances where your data may be shared include:

• Delivery services: Providers involved in delivering your order will receive relevant data to complete delivery.
• Payment processors: For secure transaction handling. We do not store full card details ourselves.
• IT service providers and web hosting: To support our online ordering, communication, and data storage systems.
• Professional advisors: For compliance with legal and accounting requirements.
• Legal authorities: Where required by law or to protect our business and customers.

Our third-party processors are thoroughly vetted and agree to strict data protection and confidentiality terms. Data is not transferred outside the UK or EEA without appropriate safeguards.

Your Rights Under GDPR

As a customer of Westminster Flowers, you have the following rights regarding your personal data:

• The right to be informed: Clear information about how your data is used (as provided in this policy).
• The right of access: You can request a copy of your personal data we hold.
• The right to rectification: Ask us to correct or update incorrect or incomplete data.
• The right to erasure: In certain circumstances, ask us to delete your data.
• The right to restrict processing: Request that we limit how we use your data in specific situations.
• The right to data portability: You can request transfer of your data to another provider in a structured format.
• The right to object: Object to certain processing, such as for direct marketing.
• Rights related to automated decision-making: We do not undertake automated decisions with legal or significant effects using your data.

If you wish to exercise any of these rights, please submit your request to our team. We will verify your identity before responding and aim to respond within one month as required by law.

Security of Your Data

Westminster Flowers implements physical, technical, and organizational measures to protect your personal data from unauthorized access, loss, unauthorized disclosure, or alteration. These safeguards are regularly reviewed to ensure ongoing security.

Changes to This Privacy Policy

This Privacy Policy may be updated occasionally to reflect changes in our practices or legal requirements. The most recent version is always available upon request or with your next order.

Contact and Complaints

If you have any questions, concerns, or complaints regarding your personal data or this policy, please contact us. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you are not satisfied with our response.

Scope of Policy

This Privacy Policy applies to all customers placing orders with Westminster Flowers within Westminster and its surrounding districts. By placing an order, visiting our website, or communicating with our team, you acknowledge the practices described here.