Clapham Florist Privacy Policy

Introduction

This Privacy Policy explains how Clapham Florist ('we', 'our', or 'us') collects, uses, stores, and protects the personal information of our customers when they place orders from Clapham and the surrounding districts. Our commitment is to manage your personal information lawfully, transparently, and securely in accordance with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

Scope of This Policy

This policy applies to all customers who place Clapham Florist orders from Clapham and surrounding districts, whether ordering via our website, by phone, or in person. By placing an order, you acknowledge you have read and understood this Privacy Policy.

What Personal Data We Collect

We routinely collect the following categories of personal data:

• Contact Information: Name, delivery address, billing address, and telephone number
• Order Details: Product selections, card messages, recipient information (including their name and delivery address), special instructions
• Payment Information: Details required to process payments (handled by third-party payment processors)
• Communication History: Records of your communications with us, such as enquiries or feedback
• Technical Data: Information about your device, browser, and usage of our website (collected via cookies and analytics tools)

We do not intentionally collect special category data such as health-related or sensitive information, except where you directly provide it for order customisation (for example, allergies).

Lawful Bases for Processing Your Data

Under the GDPR, we must have a lawful basis to collect and process your data. Clapham Florist processes your personal information using the following bases:

• Contract: To fulfil and manage your orders, process payments, deliver flowers, and communicate order updates
• Legal Obligation: To comply with applicable financial, tax, and consumer protection laws
• Legitimate Interests: To enhance our products and services, manage business operations, and protect against fraud
• Consent: Where required, such as sending marketing communications, we ask for your explicit consent, which you may withdraw at any time

How We Use Your Personal Information

Your personal data is used only for the purposes for which it is collected. Specifically, we use your data to:

• Process, confirm, and deliver your orders
• Communicate with you about your orders or enquiries
• Respond to your feedback or handle complaints
• Enable payment processing via trusted third parties
• Enhance customer service and improve our website
• Meet our legal and regulatory obligations
• Send marketing materials, but only where you have opted in

Retention of Your Data

We will store your personal data only for as long as necessary to fulfil the purposes we collected it for, including satisfying any legal, accounting, or reporting requirements. Typically, we retain order and contact information for up to seven years from the date of purchase to comply with UK tax law.

Marketing preferences are retained until you withdraw your consent or opt out. After the applicable retention period, personal data will be securely deleted or anonymised.

Processors and Sharing of Data

To provide our services, we may share your information with selected third-party service providers (processors), including:

• Payment providers for processing debit or credit card transactions
• IT and cloud hosting suppliers who maintain our website and systems
• Delivery partners for order fulfilment
• Professional advisors (such as accountants or legal advisors) when required for business operations or regulatory purposes

All third-party processors are contractually obliged to handle your personal data in accordance with the GDPR, using it only as necessary to provide their services to Clapham Florist and not for their own purposes.

We do not sell your data or transfer your information outside the UK or European Economic Area (EEA) unless adequate safeguards are in place, as required by law.

Your Rights Under GDPR

The GDPR grants you certain rights regarding your personal data. These include the right to:

• Access: Ask for a copy of the personal information we hold about you
• Rectification: Request correction of any incomplete or inaccurate data
• Erasure: Ask for your personal data to be deleted in certain circumstances (the 'right to be forgotten')
• Restriction: Request we limit how we use your data
• Portability: Receive your data in a structured, commonly used, and machine-readable format
• Objection: Object to our processing of your data where we rely on legitimate interests
• Withdraw Consent: Where you have given consent (e.g., for marketing), you may withdraw it at any time
• Complain: Lodge a complaint with the UK Information Commissioner’s Office (ICO) if you believe your rights have been infringed

Security Measures

We take appropriate technical and organisational security measures to protect your personal data from unauthorised access, disclosure, alteration, or destruction. These measures include secure servers, encryption, restricted access, and regular staff training. Where practical, we anonymise or pseudonymise data to further protect your privacy.

Updates to This Policy

This Privacy Policy may be revised to reflect changes in the law, our business processes, or customer feedback. The latest version is always available to customers placing orders from Clapham and surrounding districts. We encourage you to review this Policy regularly.

Contacting Us

If you have any questions about this Privacy Policy, your data, or wish to exercise any of your rights, please contact us using the methods provided on our official website or at our physical store in Clapham. We are committed to addressing your questions and concerns promptly and transparently.