Holland Park Flowers Privacy Policy

Introduction

At Holland Park Flowers, protecting your privacy and safeguarding your personal data is a top priority. This Privacy Policy explains how we collect, use, store, and protect your information when you place an order with us, whether as an individual or on behalf of someone else, from Holland Park and the surrounding districts. We are committed to complying with the General Data Protection Regulation (GDPR) and all relevant data protection laws.

Scope of This Policy

This Privacy Policy applies to all customers who place flower orders with Holland Park Flowers, either online, by phone, or in person, and who are located in Holland Park and the surrounding areas. By placing an order or otherwise submitting your personal data to us, you acknowledge your understanding of and agreement with the terms in this policy.

The Information We Collect

When you interact with Holland Park Flowers, we may collect the following types of personal data:

• Contact Details: Name, delivery address, billing address, and telephone number.
• Order Information: Details regarding your order, such as flower selections, special instructions, and requested delivery date.
• Recipient Information: Name and delivery address of the person receiving flowers, if different from the customer.
• Payment Information: Relevant payment details necessary to process your order. (Note: payment card data is processed securely by our payment processors and is not stored on Holland Park Flowers systems.)
• Communication Records: Any correspondence, such as messages or notes, you send us relating to your order or our services.
• Technical Data: When you interact with our website, we may collect limited technical information such as IP address, browser type, and cookies, to improve site functionality.

Lawful Basis for Processing Your Personal Data

Under GDPR, we rely on the following lawful bases to process your data:

• Contractual Necessity: Processing your data is required to fulfil your order and provide requested services.
• Legal Obligation: We may retain certain data to comply with legal and taxation requirements.
• Legitimate Interests: We may use your information for internal administrative purposes, to improve our products and services, or to send essential updates relating to your order. Our interests never override your rights.
• Consent: For certain marketing communications, we will rely on your explicit consent, which you may withdraw at any time.

How Your Data Is Used

We use your personal information for the following purposes:

• To process and deliver your flower orders effectively, including communicating with you about your purchase.
• To manage payments, billing, and refunds.
• To communicate with you in relation to your orders and to respond to queries or feedback.
• To comply with accounting, tax, and other regulatory requirements.
• To analyse and improve our website, products, and service offerings (using non-identifiable data wherever possible).
• For record-keeping and business administration.
• With your explicit consent, to send you promotional communications.

Who Processes Your Information

Holland Park Flowers may share your personal data with trusted third-party service providers (‘processors’) only when necessary to fulfil your order or operate our business. These may include:

• Payment service providers processing your transaction securely.
• Delivery companies or couriers for fulfilment of your order.
• IT service providers who help us manage our information systems and website.
• Professional advisers, such as accountants or legal counsel, where required for compliance and business operations.

All our third-party processors are contractually bound to protect your data in line with GDPR requirements and only process your data for agreed purposes.

International Transfers

Your data is stored and processed primarily within the UK or European Economic Area (EEA). If your data needs to be transferred outside these regions for operational reasons, we will ensure that adequate safeguards are in place to protect your information as required by GDPR.

How Long We Keep Your Information

We only retain your personal data for as long as necessary to fulfill the purposes for which it was collected and to comply with legal, accounting, and regulatory requirements. Customer and order information is typically retained for up to seven years to satisfy accounting regulations and resolve any disputes. Marketing consent and communication preferences are kept until you withdraw consent or request removal. After these periods, your data will be securely erased or anonymised.

Your Rights as a Data Subject

As an individual whose personal data we process, you have the following rights under GDPR:

• Right to Access: Request a copy of any personal data we hold about you.
• Right to Rectification: Request corrections to inaccurate or incomplete information.
• Right to Erasure ("Right to be Forgotten"): Ask us to delete your data, subject to legal or contractual restrictions.
• Right to Restrict Processing: Ask us to suspend processing of your data under certain circumstances.
• Right to Data Portability: Request the transfer of your data to another service provider in a structured, commonly used format.
• Right to Object: Object to certain types of processing, such as direct marketing.
• Right to Withdraw Consent: Where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.
• Right to Complain: Lodge a complaint with the relevant supervisory authority if you believe your data protection rights have been breached.

To exercise any of these rights, please contact us in writing.

Data Security

We employ suitable technical and organisational measures to safeguard your personal data from loss, misuse, unauthorised access, disclosure, or alteration. While we strive to use commercially acceptable means to protect your data, no method of transmission over the Internet or method of electronic storage is completely secure. We will notify you and any applicable authorities of a data breach where legally required to do so.

Policy Updates

We may update this Privacy Policy from time to time to reflect changes to our practices or relevant laws. The most current version will always be available upon request and will indicate the date it was last revised. Substantial changes will be communicated to customers where appropriate.

Contact and Further Information

If you have any questions about how we handle your data or wish to exercise your rights, please contact us via the contact details available on our website or at our shop premises. We are committed to addressing all concerns and fulfilling our data protection obligations transparently and promptly.