Balham Flowers GDPR Privacy Policy

Introduction

This Privacy Policy outlines how Balham Flowers complies with the General Data Protection Regulation (GDPR) when handling the personal data of all customers placing orders with us in Balham and the surrounding districts. Ensuring your privacy is important to us, and this policy explains what information we collect, the lawful basis for processing your data, who processes your information, retention periods, and your rights as a data subject.

What Data We Collect

Balham Flowers collects and processes personal data necessary to fulfil your order and provide the best possible service. The categories of data we collect include:

  • Contact Details: Your full name, billing and delivery addresses, and contact telephone number(s).
  • Order Information: Details of the products and services you order from us, as well as any instructions you may provide (for example, card messages).
  • Payment Information: Payment card details or other payment method details. Please note, we do not store your card details beyond the immediate processing of your transaction.
  • Correspondence: Any communications you send to us, such as queries, feedback, or complaints.
  • Recipient Details: Name, delivery address, and contact number for the recipient of your flower order, when applicable.

We do not intentionally collect special categories of personal data (such as health information) unless you provide such information willingly for specific order requests.

Lawful Basis for Processing

Under the GDPR, we must have a lawful basis for processing your personal data. We typically rely on the following lawful bases:

  • Performance of a Contract: Most of the data processing we carry out is necessary to fulfil our contract with you, such as when you place an order for flowers or gifts and we arrange delivery.
  • Legal Obligation: In certain situations, we may need to process your data to comply with legal obligations, including record-keeping for tax or accounting purposes.
  • Legitimate Interests: We may process your data based on our legitimate interests, provided that these interests are not overridden by your data protection rights. For example, we have an interest in ensuring our services are provided efficiently and securely, and occasionally in sending relevant service communications about your orders.
  • Consent: Where required, for instance in relation to marketed communications, we will ask separately for your consent before using your data for these purposes. You can withdraw this consent at any time.

How Your Data Is Used

Your personal data is used by Balham Flowers for the following purposes:

  • Processing orders and arranging delivery of products.
  • Managing payments and addressing payment queries.
  • Corresponding with you regarding your order or services.
  • Customer support and dispute resolution.
  • Fulfilling legal and regulatory obligations.
  • Improving our products, services, and customer experience.

Processors and Data Sharing

To operate our service efficiently, we sometimes share your data with trusted third parties who act as processors, always under strict data protection terms. These include:

  • Payment Providers: For processing transactions securely (for example, card payment gateways).
  • Delivery Partners: For the delivery of your order to the requested address.
  • IT and Systems Providers: Companies supplying the software or cloud services we use to manage orders and communications securely.

In all cases, these processors are required to comply with legal requirements and this Privacy Policy. We do not sell or rent personal data to third parties for marketing purposes.

Retention of Your Data

We retain personal data only as long as necessary for the purposes described above and to fulfil our legal obligations. Typically, this means:

  • Order and transaction records are kept for up to seven years to comply with tax, accounting, and legal requirements.
  • Contact and address details may be retained for customer service and repeat ordering for up to three years from your last order.
  • Marketing consent, if given, is reviewed every two years or until you withdraw your consent.

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

Your Data Rights

As a data subject, you have several rights under the GDPR regarding your personal data. These include:

  • Right to Access: You may request a copy of the personal data we hold about you and information on how it is processed.
  • Right to Rectification: You may request correction of data that is inaccurate or incomplete.
  • Right to Erasure: You may ask us to delete your data where there is no legal reason for us to retain it.
  • Right to Restrict Processing: You may ask us to restrict the way we use your data in certain circumstances.
  • Right to Data Portability: You can request that we transfer your data to you or another provider in a structured, commonly used, and machine-readable format.
  • Right to Object: You may object to certain types of processing, such as marketing or decision-making based solely on automated processing.

If you wish to exercise any of these rights, please contact us using the details on our website or in store. We will respond to all legitimate requests within one month and may request specific information to help us confirm your identity and process your request.

Security Measures

Balham Flowers takes appropriate security measures to protect your personal data from accidental loss, unauthorised access, or disclosure. This includes using secure IT systems, limiting access strictly to necessary personnel, and regular staff training on data protection and privacy.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, best practices, or our internal processes. Any significant changes will be communicated via our website or in-store notices. We recommend that you review this policy periodically to stay informed about how we are protecting your data.

Who This Policy Applies To

This Privacy Policy applies to all individuals placing orders with Balham Flowers from Balham and surrounding districts, including both senders and recipients whose information is provided to us in the context of order fulfilment.

Contact and Queries

Should you have any questions, concerns, or wish to exercise your rights regarding your personal data, please contact us using the details found on our website or by visiting us in store. Your privacy matters to us, and we are committed to handling your data in accordance with the highest standards of compliance and care.