Flowers Soho Privacy Policy for Orders

Introduction

This Privacy Policy explains how Flowers Soho collects, uses, and protects your personal data when you place orders with us, either directly or through our agents, within Soho and the surrounding districts. Our practices are designed to comply with the General Data Protection Regulation (GDPR) as applicable to individuals in the United Kingdom and European Union. Please read this policy carefully before placing an order, as it explains your rights and how we comply with our legal obligations to protect your privacy.

Scope of This Policy

This Privacy Policy applies to all customers who place orders for products or services with Flowers Soho in Soho and the surrounding districts. It covers data collected through our website, by telephone, in person, or via any other means when fulfilling and delivering your orders.

What Data We Collect

When you place an order with Flowers Soho, we may collect and process the following types of personal data:

• Contact Information: Your full name, delivery address, and billing address.
• Order Details: Records of the products or services you purchase, delivery instructions, and messages for the recipient.
• Payment Information: Payment method details (such as the last four digits of your card number or payment confirmation), though we do not store full card numbers. Payments are handled via third-party payment processors.
• Communication Data: Any correspondence between you and Flowers Soho relating to your order, including notes on special requests or complaints.
• Technical Data: Data such as IP address, browser type, and device information if you use our website to place your order.

Purpose and Lawful Basis for Processing

Flowers Soho processes your personal data in accordance with the GDPR, relying on the following lawful bases:

• Performance of a Contract: Most of the data we collect is necessary to fulfill your order, arrange delivery, and manage payment. Without this data, we cannot process your order.
• Legal Obligation: We retain certain data to comply with legal obligations, such as accounting and tax regulations.
• Legitimate Interests: We may use your data to improve our services, respond to enquiries, or resolve disputes. Where we rely on legitimate interests, we have assessed those interests to ensure that your rights and freedoms are not unduly impacted.
• Consent: We will seek your consent if we wish to use your information for marketing purposes or for any use not covered by the above grounds. You can withdraw your consent at any time.

How We Use Your Data

Flowers Soho uses your personal data for specific purposes, including:

• Processing orders and payments
• Arranging for delivery of your flowers or products
• Communicating with you about your order and responding to customer service enquiries
• Complying with accounting and record-keeping requirements
• Improving our services and ensuring quality control

Data Retention

Your personal data is retained only as long as necessary for the purposes specified in this Policy, or as required by applicable law. Typically, order and payment data is retained for up to seven years to comply with accounting and tax obligations. Communication and correspondence data may be retained for up to two years for quality assurance or dispute resolution. Technical data may be retained for a shorter period, generally no more than 12 months.

Data Processors and Third Parties

To provide our services, we may share necessary data with carefully selected third-party service providers ("processors") working under our instruction. Processors may include:

• Payment processors handling card transactions securely
• Delivery and logistics companies who deliver orders on our behalf
• IT providers supporting our order management systems and website
• Accounting or legal advisers if required by law

We require all processors to process your data only on our instructions, to keep your data secure, and to comply with GDPR requirements. We do not sell or share your data with third parties for their independent marketing purposes.

Your Rights Under GDPR

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

• The right to be informed: You have the right to know how your data is collected, used, and stored.
• The right of access: You may request a copy of your personal data processed by us.
• The right to rectification: You can request the correction of any inaccurate or incomplete personal data we hold about you.
• The right to erasure: You may request deletion of your data where there is no legal reason for us to retain it.
• The right to restrict processing: You can ask us to suspend processing your information under certain circumstances.
• The right to data portability: Where applicable, you can receive your data in a structured, commonly used format or request its transfer to another provider.
• The right to object: You can object to our processing of your data when we are relying on legitimate interests or direct marketing.
• Rights concerning automated decision-making: You have rights in relation to automated profiling if this were to be used.

To exercise any of these rights, you can submit a request to our team in writing. We may request proof of identity before processing your request.

How We Protect Your Data

Flowers Soho takes security seriously and implements appropriate technical and organisational measures to safeguard your data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. Access to customer data is restricted to employees and processors on a need-to-know basis only. Regular reviews of our security practices and staff training are conducted to ensure ongoing compliance.

Policy Updates

From time to time, we may update this Privacy Policy to reflect changes in how we process your personal data or to comply with legal requirements. When changes are made, we will inform customers through appropriate channels. Please review this Policy each time you place an order to ensure you are aware of how your data is handled.

Contact and Complaints

If you have questions about this Privacy Policy or wish to make a complaint regarding your data protection rights with Flowers Soho, please contact our team directly. You may also contact your local data protection supervisory authority if you are not satisfied with our response.