Flowers Woking Privacy Policy

Introduction

This Privacy Policy sets out how Flowers Woking (“we”, “us”, “our”) manages, processes, and protects your personal data. It applies to all customers placing orders with Flowers Woking from Woking and the surrounding districts. We are committed to maintaining the privacy of our customers and ensuring that your data is collected and used in a lawful, fair, and transparent manner, fully compliant with the General Data Protection Regulation (GDPR).

What Data We Collect

To fulfill your orders and provide our services, we may collect the following personal data:

  • Contact Information: such as your name, addresses (both delivery and billing), and telephone number.
  • Order and Transaction Data: details of the flowers, gifts, or related services you order, transaction value, and dates.
  • Payment Information: card/payment method details via our payment processor, although we do not retain your full payment card information ourselves.
  • Recipient Information: delivery name, delivery address, and contact details for recipients you select.
  • Communication Data: records of correspondence when you contact us (for example, requests, queries, or complaints).
  • Technical Data: your IP address, browser type, and device information for website functionality and security.

Lawful Basis for Processing Personal Data

Under GDPR, we only process your personal data when a lawful basis applies. Our key bases are:

  • Contract Performance: Most of our data processing is necessary to fulfil our contract with you—providing ordered products, managing payments, delivering flowers, and notifying you about your order.
  • Legal Obligation: We may process data to meet legal and regulatory requirements (for example, for tax records or fraud prevention).
  • Legitimate Interest: To improve our products, services, and user experience—provided these interests are not overridden by your rights and freedoms.
  • Consent: We rely on your consent if you agree to receive marketing information from us. You can withdraw consent at any time.

How We Use Your Data

Your personal data is processed for the following main purposes:

  • Accepting, processing, and fulfilling your flower orders and related services.
  • Communicating order updates, confirmations, and responding to enquiries or complaints.
  • Processing payments and preventing fraudulent transactions.
  • Managing delivery logistics and contacting recipients as specified in your order.
  • Improving our website, products, and customer service.
  • Complying with legal obligations, such as record retention and tax requirements.

Data Retention

We only retain your personal data for as long as necessary to fulfil the purposes outlined in this policy. Typically, this means:

  • Order and transaction data are held for up to 7 years to satisfy accounting, tax, and legal recordkeeping requirements.
  • Contact and delivery information relating to specific orders are retained for the duration necessary to administer your order and address any queries related to that order.
  • Correspondence data related to customer support is stored for up to 2 years from the date of last communication.
  • Marketing data is retained until you withdraw your consent.

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

Processors and Data Sharing

We use carefully selected third-party processors to support our business functions. These third parties are contracted to process personal data only on our instructions and in accordance with data protection law. Examples include:

  • Payment Processors: Securely handling card and online payments.
  • IT and Web Service Providers: Hosting, website development, and data storage services.
  • Delivery & Logistics Partners: Delivering flowers and gifts to specified addresses, using provided recipient details.
  • Professional Advisors: Accountants or auditors for compliance and legal purposes.

We do not sell or rent personal data to third parties for marketing purposes. Data sharing is strictly limited to fulfilling your orders, compliance with the law, or with your explicit consent.

International Data Transfers

Your data is primarily processed within the United Kingdom or European Economic Area (EEA). Where our third-party processors transfer data outside these jurisdictions, we ensure appropriate safeguards are in place—such as Standard Contractual Clauses or equivalent protections required by data law.

Your Rights under GDPR

As a customer, you have important data protection rights. You can:

  • Access: Request a copy of the personal data we hold about you.
  • Correction: Request that we correct any inaccurate or incomplete data.
  • Erasure: Ask us to delete your data when there is no longer a legitimate reason for continued processing.
  • Restriction: Request that we limit how your data is used in certain circumstances.
  • Objection: Object to certain types of processing, such as marketing communications.
  • Portability: Ask for your data to be transferred to another provider where technically feasible.
  • Withdraw Consent: Withdraw your consent at any time where consent is the legal basis for processing.

To exercise your rights or for more information about how we handle your data, please write to us using the contact details provided on our website. We aim to respond to all rights requests promptly and within the timeframes required by law.

Policy Updates

This Privacy Policy may be updated from time to time to comply with changes in legislation or business practices. The most current version will always be available on our website. We encourage you to review this policy regularly to stay informed of how we protect your information.

Contact and Further Information

If you have any questions or concerns about how we process your data, or if you wish to make a complaint, please use the contact details published on our website. If you remain dissatisfied, you may also lodge a complaint with the UK’s Information Commissioner’s Office (ICO).

Thank you for trusting Flowers Woking with your personal information. We value your privacy and are dedicated to upholding your rights and ensuring your security when using our services in Woking and surrounding areas.