Berrylands Flowers Privacy Policy

Introduction

This Privacy Policy explains how Berrylands Flowers ('we', 'us', or 'our') collects, uses, stores, and protects your personal information when you place flower orders from Berrylands and surrounding districts. We are committed to safeguarding the privacy of our customers and handling your personal data in accordance with the United Kingdom General Data Protection Regulation (UK GDPR) and other relevant data protection laws.

Who This Policy Applies To

This policy applies to all customers who place orders with Berrylands Flowers, whether online, by phone, or in person, within Berrylands and the surrounding districts. By ordering with Berrylands Flowers, you consent to the practices described in this Privacy Policy.

What Data We Collect

To fulfil your flower orders and provide a personalised customer experience, we may collect the following categories of data:

  • Contact Information: such as your name, delivery address, billing address, telephone number, and postal code.
  • Order Details: including details of the products and services you order, recipient’s name and delivery address, order notes, and card message.
  • Payment Information: such as payment method, partial card information (handled securely), and transaction reference numbers.
  • Communication Records: records of correspondence when you contact us with queries, complaints, compliments, or feedback about your order.
  • Marketing Preferences: your preference to receive marketing communications from us.
  • Technical Information: limited technical information collected through website cookies, such as browser type, IP address, and device identifiers, when you use our online ordering system.

Lawful Basis for Processing Your Data

We process your personal data only where there is a lawful basis to do so under UK GDPR. The relevant bases under which we process your data include:

  • Contractual Necessity: Processing is necessary to enter into or perform a contract with you (for example, to process and deliver your flower order).
  • Legal Obligation: In some circumstances, we may be required to process your data to comply with legal obligations (such as tax or accounting rules).
  • Legitimate Interests: We may also process your data for our legitimate business interests, such as managing and improving our services, unless your interests override these.
  • Consent: We will seek your explicit consent before processing your data for optional purposes, such as Direct Marketing. You have the right to withdraw this consent at any time.

How We Use Your Personal Data

Your information is only used for purposes directly related to your order and experience with Berrylands Flowers, including:

  • Processing and delivering your flower orders.
  • Managing payments and refunds.
  • Communicating with you regarding your order or queries.
  • Personalising your customer experience.
  • Sending marketing communications, where you have opted in.
  • Meeting our legal and accounting obligations.
  • Improving our website, products, and services through limited analytics.

Disclosure to Data Processors and Third Parties

To deliver services effectively, we may share your data with trusted third party providers acting as Data Processors. These may include:

  • Payment processing providers (to securely handle debit and credit card transactions).
  • IT and web hosting providers to support our systems and website.
  • Delivery partners or couriers that deliver flowers on our behalf.

Each processor is required to maintain adequate security measures and only process your data in accordance with our instructions and applicable law. We only share the minimum necessary information.

We will not sell, rent, or trade your personal data to third parties for marketing purposes.

How Long We Keep Your Data (Retention Policy)

We retain your personal information only for as long as necessary to fulfil the purposes for which it was collected, meet our legal and regulatory obligations, or resolve disputes. Specifically:

  • Order and transaction data are typically retained for up to 7 years to comply with tax, accounting, and other legal requirements.
  • Marketing preferences are retained until you withdraw your consent or request deletion.
  • Technical and cookie data is retained for a limited period as set by our cookie policy.

After these periods, your data will be securely deleted or anonymised.

Your Rights Under GDPR

As a customer placing orders with Berrylands Flowers, you have the following rights regarding your personal data:

  • The right to be informed – You have the right to be informed about how your data is collected and used (as set out in this Privacy Policy).
  • The right of access – You can request a copy of the personal data we hold about you.
  • The right to rectification – You can ask us to correct inaccurate or incomplete information.
  • The right to erasure – In certain circumstances, you may request that we delete your data.
  • The right to restrict processing – You can ask us to suspend processing your data under essential circumstances.
  • The right to data portability – Where applicable, you can request a copy of your data in a commonly used format.
  • The right to object – You may object to processing based on legitimate interests or to receiving direct marketing from us.
  • Rights in relation to automated decision-making – Berrylands Flowers does not rely on automated decision-making that produces legal or similarly significant effects on customers.

To exercise any of these rights, please contact us using the contact details provided at the end of this Privacy Policy.

Security of Your Data

Berrylands Flowers takes data security seriously. We implement appropriate technical and organisational measures to protect your data from loss, misuse, unauthorised access, disclosure, alteration, or destruction.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, regulatory, or operational changes. Please review this policy periodically. Any significant changes will be communicated to you where possible.

Contact and Complaints

If you have any questions about this Privacy Policy or how your data is handled, please contact us. If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) or your local data protection authority.