Archway Flowers Privacy Policy

Introduction

At Archway Flowers, we take your privacy seriously. This Privacy Policy explains how we collect, use, store, and protect your personal information whenever you place an order with us. It applies to all customers placing orders from Archway and the surrounding districts. We are committed to complying with all relevant data protection laws, including the General Data Protection Regulation (GDPR). Please read this policy thoroughly to understand your rights and our responsibilities.

Personal Data We Collect

When you place an order with Archway Flowers, we may collect and process the following personal data:

  • Name: Your first and last name, to identify and address you.
  • Delivery Address: The address where your order is to be delivered.
  • Contact Details: Such as your telephone number and (if you have provided one) your email address, to communicate with you regarding your orders or in the event of any issues.
  • Order Details: Information about the products you purchase, delivery instructions, and any gift messages or notes you include.
  • Payment Information: We process payment data, in compliance with secure processing standards. Sensitive card data is handled through secure payment processors and is not stored by Archway Flowers.
  • Website Usage Data: When you visit our website, we may collect information about your device, IP address, browser type, and how you interact with our site (such as pages viewed), generally through the use of cookies. This helps improve the functionality and user experience of our site.

Lawful Basis for Data Processing

Under the GDPR, we must have a lawful basis for processing your personal data. We rely on the following legal justifications:

  • Performance of a Contract: Most of the data you provide is required to process your order and deliver goods you have purchased. Without this data, we cannot fulfil our services to you.
  • Legitimate Interests: We may use your data to improve our services, handle customer service queries, or prevent fraud. These purposes do not override your fundamental rights and freedoms.
  • Legal Obligations: In some cases, we are required to retain and share certain data due to legal responsibilities, such as tax or accounting regulations.
  • Consent: In cases where you voluntarily provide additional information or explicitly consent to marketing communications, we rely on your consent, which you may withdraw at any time.

How We Use Your Information

Your information is used only as necessary to fulfill the purposes for which it is collected. This includes:

  • Processing and delivering your floral arrangements and orders.
  • Contacting you regarding your order status or to resolve any delivery or payment issues.
  • Personalising your experience, including notes and messages for recipients.
  • Internal analysis to improve our products and customer service (using anonymised or pseudonymised data when possible).
  • Fulfilling our legal and regulatory obligations.

Data Retention

Archway Flowers retains personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Typically, order-related data is kept for seven years to meet accounting and tax obligations. When information is no longer needed, it will be securely deleted or anonymised so it can no longer be linked to any individual. Data used for marketing purposes (with consent) will be retained until you choose to opt out or withdraw your consent.

Third-Party Processors

We may share your personal data with selected third parties where necessary to process your order and operate our business. These third-party processors include:

  • Payment Service Providers: To securely process transactions on our behalf.
  • Delivery Partners: To ensure the flowers reach you or the recipient promptly.
  • IT and Website Support Providers: To maintain the technological security and functionality of our systems.
  • Accountants and Legal Advisors: Where required to meet our compliance obligations.

All processors act under our instructions, must process your data securely, and are prohibited from using your data for their own purposes. No data is sold to third parties.

International Transfers

Your data is stored and processed within the UK and European Economic Area (EEA). Should it become necessary to transfer data outside these areas, we will ensure adequate safeguards are in place in accordance with GDPR requirements.

Your Rights

As a data subject under the GDPR, you have a number of important rights regarding your personal information:

  • Right to Access: You can request a copy of the personal data we hold about you.
  • Right to Rectification: If your information is inaccurate or incomplete, you can request it be corrected.
  • Right to Erasure: In certain circumstances, you can request that your personal data is deleted.
  • Right to Restrict Processing: You may ask us to stop processing your data in some situations.
  • Right to Data Portability: You may ask for your information to be provided in a structured, commonly used digital format.
  • Right to Object: You can object to processing based on legitimate interests or direct marketing purposes.
  • Right to Withdraw Consent: Where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, please contact us using the communication methods shown on our website or at our physical store premises. We will respond to your request within one month, as required by law.

Security of Your Data

We employ appropriate technical and organisational measures to protect your personal data. This includes secure IT systems, strict access controls, and staff training. Although all reasonable efforts are made, no transmission of data over the internet is ever completely secure; we urge you to take care when providing payment or sensitive information online.

Changes to This Policy

We may update this Privacy Policy to reflect changes to our practices or for other operational, legal, or regulatory reasons. Please review this policy regularly to stay informed. The most recent effective date will always be displayed at the top of the policy.

Contact and Complaints

If you have any concerns about how your data is collected or used, or wish to lodge a complaint, you can contact us through the details provided on our website or in person at our Archway Flowers location. If you are unsatisfied with our response, you may also contact the UK Information Commissioner's Office (ICO) for further guidance.