Maida Vale Flowers Privacy Policy

Introduction

This Privacy Policy details how Maida Vale Flowers collects, uses, and protects your personal data in accordance with the General Data Protection Regulation (GDPR) and relevant UK data protection laws. This policy applies to all customers placing orders with Maida Vale Flowers from Maida Vale and surrounding districts. We are committed to safeguarding your privacy and ensuring transparency about how your information is processed.

What Data We Collect

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

• Contact Information: Your full name, delivery address, billing address, and phone number.
• Order Details: Products ordered, special instructions, recipient’s details if applicable, and payment information (processed securely via third-party providers).
• Communication Data: Records of correspondence when you contact us by phone or through our online forms.
• Website Usage Data: Information about your interaction with our website, such as IP address, browser type, and pages viewed. This is collected through cookies or similar technologies to help us improve your experience and protect against security threats.

Lawful Basis for Processing Your Data

We process your personal data only when there is a lawful basis to do so under the GDPR, including:

• Contractual Necessity: To fulfil and deliver your order and provide associated customer service.
• Legitimate Interests: To manage our operations, improve services, and ensure the security of our website and delivery process, provided these interests are not overridden by your rights.
• Legal Obligation: To comply with accounting, tax, and other legal requirements.
• Consent: Where required, for example, if you opt in to receive marketing communications. You can withdraw this consent at any time.

Retention of Data

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected. The specific retention period may vary depending on legal, accounting, or operational requirements:

• Order and Transaction Data: Retained for at least seven years in compliance with UK tax and accounting laws.
• Communication Records: Kept for up to three years to ensure customer service and respond to queries.
• Marketing Preferences: Retained until you withdraw consent or unsubscribe.
• Website Usage Data: Kept for a maximum of two years for analytics and security monitoring.

After these periods, your data is securely deleted or anonymised.

Processors and Data Sharing

To deliver our services effectively, we may share your personal data with trusted third parties ("processors") who act on our behalf. These may include:

• Payment Service Providers: To securely process your payment information.
• Delivery Partners: For delivering your orders to the specified address.
• IT and Website Maintenance Providers: For hosting and technical support of our ordering platform.
• Accountants and Legal Advisors: To assist with our regulatory obligations.

All processors are required to act only on our instructions and comply with relevant data protection safeguards. We do not sell or share your data for commercial purposes with unrelated third parties.

Your Rights Under GDPR

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

• Right of Access: Request a copy of the personal data we hold about you.
• Right to Rectification: Request correction of inaccurate or incomplete data.
• Right to Erasure: Request deletion of your data where there is no further legal justification for retention.
• Right to Restrict Processing: Request us to limit how we use your data in certain circumstances.
• Right to Data Portability: Receive your data in a commonly-used, machine-readable format.
• Right to Object: Object to processing of your data for direct marketing or legitimate interests.
• Right to Withdraw Consent: Where processing is based on consent, you may withdraw this at any time.

If you wish to exercise any of these rights, please contact us using the details provided on our website's contact page. We will respond to your request in accordance with applicable laws.

Security of Your Data

We implement appropriate technical and organisational measures to protect your personal data from unlawful access, loss, or alteration. These include secure servers, encryption, access controls, and regular staff training. All staff and processors with access to your data are required to respect the confidentiality and security of your information.

Children's Personal Data

We do not knowingly collect or process personal data from children under the age of 16. If we become aware that we have done so inadvertently, we will promptly delete such data.

Policy Updates

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we do, we will revise the "Last Updated" date and make the latest version available to you. We encourage you to review this policy regularly.

Contacting Maida Vale Flowers

If you have any questions or concerns regarding this Privacy Policy, your personal data, or if you wish to exercise your rights, please refer to our website contact page for information on how to reach us. We are committed to resolving any concerns you may have regarding your privacy.

Last Updated

This Privacy Policy was last updated in June 2024.