How Flowers Reading Handles Your Data Legally and Safely

Flowers Reading Privacy Policy

Introduction

This Privacy Policy explains how Flowers Reading collects, uses, and safeguards your personal data when you place an order with us. It applies to all customers ordering from Flowers Reading within Reading and the surrounding districts. We are committed to maintaining your trust by protecting your privacy and upholding your rights under the General Data Protection Regulation (GDPR).

What Data We Collect

When you place an order with Flowers Reading, we collect the following personal data:

Contact Information: Name, delivery address, billing address, and phone number.
Order Details: Products selected, message card contents, special instructions, and recipient information.
Payment Information: Payment method and partial transaction details (we do not store full payment card numbers; secure processors handle this).
Communication Data: Any correspondence you send to us, such as feedback or questions regarding your order.
Technical Data: IP address, device information, browser type, and interactions with our website. This data is collected using cookies and similar technologies where you have consented to their use.

Lawful Basis for Processing Your Data

Flowers Reading relies on several lawful bases for processing your personal data, as set out under GDPR:

Contractual Necessity: To process your order, deliver flowers, manage payment, and communicate service updates. Without this data, we cannot provide our services.
Legal Obligations: We may need to retain certain data for tax and accounting purposes, and to comply with UK law.
Legitimate Interests: To manage and improve our services, respond to your inquiries, and protect against fraud. We ensure these interests do not override your rights and freedoms.
Consent: Where required, such as for marketing communications, we obtain your clear consent in advance. You may withdraw this consent at any time.

How We Use Your Data

Your data is used for the following purposes:

Processing and delivering your order accurately to the specified address.
Managing your account and communicating relevant updates or order confirmations.
Responding to queries or requests you send us.
Fulfilling our legal and regulatory obligations.
Improving our website and services through aggregated analytics.
Where you have provided consent, sending you information about promotions or offers relevant to Flowers Reading.

Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes outlined above, including satisfying legal, accounting, or reporting requirements. The specific retention periods are as follows:

Order Data: Retained for up to 7 years to comply with tax and contractual obligations.
Communication Data: Retained for up to 2 years after order fulfilment.
Marketing Preferences: Retained until you withdraw consent or inform us you no longer wish to receive marketing information.
Website Analytics Data: Retained for a maximum of 26 months from collection, after which it is deleted or fully anonymised.

After these periods, your data will be securely deleted or anonymised to prevent you from being identified.

Data Processors and Third Parties

Flowers Reading uses third-party data processors to assist in providing services. These include payment service providers, delivery partners, website hosting companies, and analytics providers. All processors are contractually required to comply with GDPR and process your data strictly on our instructions.

Your data is not sold or shared for commercial purposes. Data transfers outside the UK/EEA, where necessary (e.g., for cloud hosting), are protected with adequate safeguards such as Standard Contractual Clauses or equivalent legal mechanisms.

Your Rights Under GDPR

You have the following rights regarding your personal data:

Right of Access: You may request a copy of the personal data we hold about you.
Right to Rectification: You can ask us to correct any inaccurate or incomplete information.
Right to Erasure: You can request the deletion of your data where there is no overriding legal reason to retain it.
Right to Restrict Processing: You may ask us to pause processing of your data in certain circumstances.
Right to Data Portability: You have the right to obtain your data in a structured, commonly used, and machine-readable format.
Right to Object: You may object to the processing of your personal data in specific situations, such as direct marketing.
Right to Withdraw Consent: Where we rely on consent, you can withdraw this at any time without affecting the lawfulness of processing before withdrawal.
Right to Lodge a Complaint: You can lodge a complaint with a data protection authority if you believe your rights have been infringed.

Security of Your Data

Flowers Reading implements physical, technical, and organisational measures to safeguard your data against unauthorised access, accidental loss, or alteration. All personal data is stored securely, and access is restricted to trained personnel and trusted processors who require it to perform their duties.

While we strive to ensure the integrity and security of your data, no method of transmission over the internet is 100% secure. We therefore encourage you to take care when providing personal information online.

Policy Updates

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Any significant changes will be communicated clearly on our website or during ordering. We encourage you to review this policy each time you use Flowers Reading’s services.

Contact and Further Information

If you have any questions about this Privacy Policy, your rights, or wish to exercise those rights, please get in touch by using our website’s contact form or writing to our registered address. We aim to respond to all requests and queries as promptly as possible.

This policy is effective as of 1st June 2024 and applies to all orders placed with Flowers Reading from Reading and surrounding districts.