Ickenham Florist Privacy Policy Statement

Introduction

This Privacy Policy describes how Ickenham Florist collects, uses, shares, and protects the personal data of customers placing orders with Ickenham Florist in Ickenham and surrounding districts. We are fully committed to complying with the UK General Data Protection Regulation (GDPR) and ensuring transparency regarding the processing of your personal information.

Who This Policy Applies To

This policy is relevant to all customers who place orders through Ickenham Florist for delivery or collection in Ickenham and neighbouring areas. By placing an order, you acknowledge the practices outlined herein.

Personal Data We Collect

When you order from Ickenham Florist, we collect and process the following categories of personal data:

• Identity Information: Full name, title (Mr, Mrs, etc.) of sender and recipient.
• Contact Details: Address, phone number (where provided), and delivery address.
• Order Details: Products ordered, card messages, delivery preferences, special instructions.
• Payment Information: Payment method, transaction reference, and payment status. (We do not store card details; these are handled by third-party payment processors.)
• Correspondence: Any information you provide through calls, contact forms, or written communications.

Lawful Basis for Processing Data

Under GDPR, we are required to specify the legal bases on which we process your personal data. Ickenham Florist relies on the following lawful grounds:

• Contractual necessity: Most information you provide is necessary to process and fulfil your floral order, including organizing payment and delivery.
• Legal obligation: In some cases, we may be required to retain data for tax or accounting purposes.
• Legitimate interests: We may process your data to improve our services, communicate regarding your order or in limited marketing contexts, ensuring this does not outweigh your own rights and freedoms.
• Consent: For optional marketing communications beyond essential service messages, we will request your explicit consent.

How We Use Your Personal Data

Your personal data is used solely for the following purposes:

• Processing and delivering your floral orders and associated products or services
• Communicating with you about your order, including confirmations, queries, or issues
• Managing customer relations and handling your enquiries or complaints
• Ensuring compliance with legal and regulatory obligations
• Internal analytics, service monitoring, and business improvement (without direct identification wherever possible)

How Long We Keep Your Data

Personal data is retained only as long as necessary to fulfil the purposes outlined in this policy, and to comply with any legal or accounting requirements. Typically, we retain customer and order records for up to six years to meet UK tax and record-keeping obligations. After this period, data is securely deleted or anonymised unless there is a legitimate business reason to retain it longer.

Data Processors and Sharing Your Data

Ickenham Florist may share or transfer parts of your personal information to trusted third-party processors only where necessary to:

• Process payments (via secure, reputable payment processors)
• Support IT infrastructure and cloud-based customer management systems
• Comply with government or regulatory authorities when required by law

All processors acting on our behalf do so under contract and are required to comply with data protection regulations, maintain confidentiality, and security standards. We do not sell or trade your personal data.

International Transfers

Ickenham Florist primarily stores and processes your data within the United Kingdom; should any personal data leave the UK for processing by a service provider, we ensure that appropriate safeguards are in place to protect your rights and privacy as required by the GDPR.

Your Rights Under the GDPR

You have certain legal rights regarding the personal data we hold about you, including:

• Right of access: You can request a copy of your personal data we hold.
• Right to rectification: You may request corrections to inaccurate or incomplete data.
• Right to erasure: You can request deletion of your personal data when it is no longer necessary for us to keep it, subject to legal retention requirements.
• Right to restrict processing: You can ask us to limit the use of your personal data under specific circumstances.
• Right to object: You may object to certain types of processing, including direct marketing.
• Right to data portability: You may request to receive your data in a structured, commonly used, and machine-readable format.
• Right to withdraw consent: If processing is based on consent, you may withdraw it at any time.

Requests or queries to exercise these rights can be submitted by contacting us via the methods provided in our store or at the point of order. We may require proof of identity before fulfilling such requests.

How We Protect Your Data

Ickenham Florist takes data security seriously. We implement technical and organisational measures designed to prevent loss, misuse, unauthorised access, disclosure, alteration, or destruction of your personal data. This includes physical security, restricted access, staff training, and secure deletion of data when appropriate.

Updates to This Policy

We reserve the right to update this Privacy Policy to reflect changes in our practices or legal requirements. The most current version will be available in-store and on our digital communications. We encourage customers to review this document regularly.

Contact and Complaints

If you have concerns, queries, or wish to exercise your rights regarding your personal data, please use the contact methods provided at the point of order or in the shop. If you are dissatisfied with our response, you have the right to complain to the Information Commissioner’s Office (ICO) in the United Kingdom.