Flowers Poplar Privacy Policy

Introduction

This Privacy Policy explains how Flowers Poplar collects, uses, processes, and protects your personal information when you place an order with us, either from Poplar or surrounding districts. Our commitment is to transparency, legal compliance, and safeguarding your rights under the EU General Data Protection Regulation (GDPR). This policy covers all customers who order with Flowers Poplar, whether you are a resident or are sending flowers to someone in Poplar or its neighboring areas.

What Personal Data We Collect

Flowers Poplar collects a range of personal data necessary to fulfil your flower order and provide you with an optimal customer experience. The categories of data we may collect include:

• Contact Information: Name, delivery address, billing address, and phone number of both the customer and the recipient.
• Order Information: Details of products ordered, personalised messages, special instructions, and payment transaction data (handled through secure third-party gateways).
• Account Information: If you create an account, we may hold your log-in details and preferences.
• Communication Data: Records of communications via our website forms, customer service channels, or feedback submissions.
• Technical Data: IP address, browser type, and device identifiers for site analytics and fraud prevention.

We do not collect sensitive categories of personal data (such as health or biometric data) unless you specifically choose to provide this information as part of an order, for instance, in a message for the recipient.

Lawful Basis for Processing

Processing your personal data is done strictly in accordance with one or more lawful bases as defined by GDPR:

• Contractual Necessity: The majority of our processing is required to fulfil our contract with you — for example, using your name, address, and payment information to deliver your order and confirm your purchase.
• Legal Obligation: Certain data, such as transaction records and invoices, are retained as required by relevant tax and accounting laws.
• Legitimate Interests: We may process your data to improve our services, prevent abuse or fraud, or send service-related communications, always ensuring your privacy rights are protected.
• Consent: For specific activities, such as direct marketing, we will only use your data where you have given explicit consent. You can withdraw this consent at any time.

Purpose and Use of Your Data

Your information is used for the following distinct purposes:

• To receive, confirm, and process your flower orders.
• To deliver flowers to the correct address and recipient.
• To provide customer service, order updates, and resolve any issues arising from your purchase.
• To improve our online services and customer experience through analysis of anonymized data.
• To comply with legal or regulatory requests and obligations.
• Where applicable, and with your consent, to send promotions or newsletters.

How We Store and Retain Your Data

Your personal data is stored securely in electronic formats, protected from unauthorized access, alteration, or disclosure. We retain personal data for as long as necessary to fulfill the purposes described:

• Order and Delivery Records: Usually retained for up to 6 years, fulfilling legal and accounting requirements.
• Account Information: Maintained for as long as you maintain an account, or until you request deletion.
• Marketing Data: Will be erased upon withdrawal of consent.

When retention is no longer necessary, personal data is securely deleted or anonymized.

Data Processors and Third Parties

To operate efficiently, Flowers Poplar works with service providers (data processors) who may process your data on our behalf. These may include:

• Payment Providers: To handle card and online payment processing securely.
• Courier and Delivery Services: To ensure timely and accurate delivery of your flower orders.
• Technical Providers: To maintain our website, customer management, and communications systems.
• Professional Advisors: Such as accountants, legal and security advisors, as required.

All data processors are thoroughly vetted and required to treat your data in accordance with GDPR, maintain confidentiality, and never use your data for their own purposes. We do not sell or share your personal data with third parties for their independent use.

Your Rights as a Data Subject

Under the GDPR, you have the following rights regarding your personal data held by Flowers Poplar:

• Right to Access: You can request a copy of your personal data and information on how it is processed.
• Right to Rectification: If data we hold about you is inaccurate or incomplete, you have the right to request correction.
• Right to Erasure: In specific circumstances, you can request the deletion of your personal data (the 'right to be forgotten').
• Right to Restrict Processing: You can ask us to pause the processing of your data while concerns are investigated.
• Right to Data Portability: You may request that we provide your data in a machine-readable format for transfer to another provider.
• Right to Object: You have the right to object to our processing on grounds relating to your particular situation or where data is processed for direct marketing.
• Right to Withdraw Consent: Where you have given consent, you may withdraw it at any time, without affecting prior processing.
• Right to Lodge a Complaint: You also have the right to lodge a complaint with a data protection authority if you believe your rights have not been respected.

Policy Scope and Updates

This Privacy Policy applies specifically to all customers placing orders with Flowers Poplar for deliveries in Poplar and surrounding districts. We reserve the right to update or amend this policy as needed to reflect changes in legal requirements or operational practices. Any significant updates will be communicated clearly, and the latest version will always be available to you before you place an order.

Contact and Further Information

If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, please use our website's contact form or customer service channels. Our team is committed to responding promptly and transparently to all such requests.