Privacy Policy for Kingston Florist Customers

Introduction

At Kingston Florist, your privacy is of utmost importance to us. This Privacy Policy outlines how we collect, use, store, and protect your personal data when you place an order with us, either online, by phone, or in person. This policy is in accordance with the General Data Protection Regulation (GDPR) and applies to all customers placing orders from Kingston and surrounding districts.

What Data We Collect

When you interact with Kingston Florist to place an order or make an enquiry, we may collect the following personal data:

• Identity Data: Full name, delivery recipient’s name.
• Contact Data: Billing address, delivery address, telephone number.
• Transaction Data: Details of products purchased, order date and time, and payment method details (note: we do not store your full payment card details).
• Communication Data: Instructions for delivery, card messages, customer service communications.
• Technical Data: Browser type, device information, anonymised IP addresses (collected for website analytics only).

Lawful Basis for Processing Personal Data

We process your personal data under a number of lawful bases as defined by the GDPR:

• Contractual Necessity: Most information is processed so that we can fulfill your order and provide our services to you.
• Legal Obligations: Some information is retained as required by law, including invoicing and tax requirements.
• Legitimate Interests: We may process data for internal analysis, service improvements, and fraud prevention, provided these do not override your rights.
• Consent: Where required, we will seek your explicit consent, for example, for direct marketing communications. You may withdraw consent at any time.

Data Retention

We retain personal data only for as long as necessary to fulfill the purpose for which it was collected, including for the purposes of satisfying legal, accounting, or reporting requirements:

• Order information is kept for 7 years to meet legal and tax obligations.
• Enquiry information not resulting in an order is kept for up to 12 months for operational purposes.
• Marketing preferences are stored until you withdraw your consent or update your preferences.

At the end of retention periods, data will be securely deleted or anonymised.

Data Processors and Sharing

Kingston Florist may share your data with selected third parties where necessary for order fulfillment and business operations. These third parties act as data processors and are contractually obligated to handle your data securely and in compliance with the GDPR. Examples include:

• Payment processors for secure payment handling (we do not store your full card details).
• Delivery partners for the purpose of delivering your flowers.
• IT and cloud service providers hosting our website and managing order data.
• Professional advisers such as accountants and legal consultants where required by law.

We do not sell or share your personal information with third parties for their own marketing purposes. All data is processed within the United Kingdom or the European Economic Area (EEA) unless otherwise stated and subjected to adequate safeguards if transferred internationally.

User Rights

Under the GDPR, you have several rights in relation to your personal data. These include:

• Right to Access: You have the right to request a copy of the personal information we hold about you.
• Right to Rectification: You can request that we correct any inaccurate or incomplete data.
• Right to Erasure: You may request deletion of your data where there is no legal basis for us to retain it.
• Right to Restrict Processing: You can request we suspend processing of your personal data under certain circumstances.
• Right to Data Portability: You can request we transfer your personal data to you or to another service provider.
• Right to Object: You can object to processing based on our legitimate interests or direct marketing.
• Right to Withdraw Consent: Where we rely on consent, you have the right to withdraw it at any time.

To exercise any of your rights, please submit your request in writing to Kingston Florist. We may require verification of your identity before we act on your request. We will respond within the timelines set out in the GDPR (typically within one month). If you have concerns about our use of your data, you have the right to lodge a complaint with the relevant supervisory authority.

Security of Your Data

We employ a range of physical, technical, and organizational safeguards to protect your personal data against unauthorized or unlawful access, loss, destruction, or damage. These measures are reviewed and updated to ensure ongoing resilience and compliance with best practices. However, no method of data transmission or storage is completely secure, and all transmissions are at your own risk.

Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our business, legal requirements, or data processing activities. The most current version will always be made available to customers and will include the effective date of the update. By continuing to use our services, you agree to the terms of the updated policy.

Contacting Us

If you have any questions about this Privacy Policy or how your personal data is handled, please contact Kingston Florist through the methods published on our official materials or ask in-person at our store.