Our Commitment to Your Data Privacy at Flowers Southend on Sea

Introduction

At Flowers Southend on Sea, we are dedicated to maintaining the privacy and security of personal data for all our customers. Whether you are ordering flowers for delivery in Southend on Sea or the surrounding districts, this Privacy Policy explains how we handle your information in compliance with the UK General Data Protection Regulation (GDPR) and other applicable privacy laws.

Scope of This Policy

This policy applies to all customers placing orders with Flowers Southend on Sea, including both residents and business clients in Southend on Sea and surrounding districts. By placing an order, you acknowledge and accept the terms outlined below regarding the collection, processing, and retention of your personal data.

What Personal Data We Collect

We may collect and process the following types of personal data when you interact with Flowers Southend on Sea:

• Identity Data: Name, title, and, where applicable, your relationship to the recipient of the flowers.
• Contact Data: Delivery address, billing address, phone number, and, if applicable, alternate contact details.
• Order Data: Purchase details, order amounts, special instructions, delivery notes, and records of transactions.
• Payment Data: Payment card details and relevant transaction information (processed securely by our payment providers; we do not retain full payment card numbers).
• Correspondence Data: Records of any communication you may have with us, including queries, compliments, or complaints.
• Marketing Preferences: Your stated preferences regarding marketing communications, if you choose to opt in.

We do not intentionally collect sensitive personal data (such as health information or details regarding religious beliefs). Please refrain from sharing such details unless necessary for the service and with full consent.

Lawful Basis for Processing

Flowers Southend on Sea processes your personal data under the lawful bases established by the GDPR:

• Contractual Necessity: Your data is processed when it is necessary for fulfilling your order (e.g. delivering flowers, processing payment, or contacting you with information regarding your purchase).
• Legal Obligation: We process and retain certain records as required to comply with tax laws and other legal requirements.
• Legitimate Interests: Processing is sometimes required for our legitimate business interests, such as preventing fraud, improving customer service, or analysing sales trends, but never at the expense of your fundamental rights.
• Consent: For marketing communications or where required by law, we seek your explicit consent before processing personal data.

How We Use Your Personal Data

Your personal data is used solely for the purposes for which it was collected, which include:

• Processing and fulfilling flower orders and related services
• Delivering your orders to the correct recipient and address
• Managing your account and processing payments securely
• Responding to your enquiries and support requests
• Complying with our legal obligations, such as record-keeping
• Sending marketing communications, where you have provided clear consent
• Enhancing and optimizing our service, based on usage and feedback

Data Retention Periods

We retain your personal data only for as long as necessary for the purposes it was collected, including to satisfy any legal or accounting requirements. In general:

• Order Data and Payment Records: Retained for up to 7 years to comply with tax and accounting regulations.
• Contact and Identity Data: Retained as long as your customer account remains open or as needed to resolve disputes, enforce agreements, or deliver outstanding orders.
• Marketing Preferences: Retained until you withdraw consent.

When your data is no longer required, it will be securely deleted or anonymised.

Data Sharing and Processors

We never sell your data to third parties. Your information may be shared with trusted third-party processors only when necessary to fulfil your order, maintain our systems, or comply with legal requirements. These may include:

• Payment service providers (to securely process your payments)
• Delivery couriers and logistics providers (to deliver your flower orders)
• IT and website support providers (to maintain our online ordering systems)
• Professional advisors (such as accountants or legal counsel, only when strictly required)

All data processors are contractually bound to keep your information secure and confidential and may not use your data for any other purpose. If we are ever required by law to share your data with authorities, we will do so in compliance with applicable regulations.

Your Data Protection Rights

Under the GDPR and data protection laws, you have the following rights regarding your personal data:

• The right to access – You can request a copy of the personal data we hold about you.
• The right to rectification – You may correct or update your information at any time.
• The right to erasure – In certain circumstances, you may request that we delete your information from our records.
• The right to restrict processing – You can request that we pause or limit our processing of your data in certain cases.
• The right to data portability – Where applicable, you may request that we transfer your data to a third party.
• The right to object – You can object to our processing of your data where we rely on legitimate interests or direct marketing.
• The right to withdraw consent – If you have given specific consent (e.g. for marketing), you may withdraw it at any time.

Requests regarding your data rights can be made by contacting us via our website or in writing. We may require you to verify your identity before processing any request to safeguard your information.

Data Security

We take data security seriously and have implemented appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse. These include encryption of sensitive information, access controls, and regular reviews of our data handling practices.

Updates to This Privacy Policy

This policy may be updated periodically to reflect operational, legal or regulatory changes. Any significant changes will be brought to your attention via our website or direct communication, where appropriate. We encourage customers to review this notice regularly to remain informed about how we protect your data.

Contact and Questions

If you have any questions about this Privacy Policy or how your information is handled by Flowers Southend on Sea, please get in touch via our website's contact form or by post. We are committed to addressing your privacy concerns promptly and transparently.