Privacy Policy for Chalk Farm Flowers Customers

Introduction

This Privacy Policy explains how Chalk Farm Flowers collects, uses, stores, and protects your personal data when you place orders from Chalk Farm and surrounding districts. As a responsible provider of floral arrangements and delivery services, Chalk Farm Flowers complies with the General Data Protection Regulation (GDPR) and applicable UK data protection laws. Please review this policy carefully to understand your rights and our obligations regarding your information.

Scope of This Policy

This Privacy Policy applies to all customers placing orders with Chalk Farm Flowers, whether online, over the phone, or in person, for delivery in Chalk Farm and neighbouring districts. By placing an order with us, you acknowledge and agree to the terms set out in this document.

What Personal Data We Collect

We collect only the minimum personal data required to fulfil your floral order and provide related services. The types of personal data we may collect include:

• Name: To address you and deliver the order.
• Contact Details: Such as your address, phone number, and in some cases, your email address, for confirmations and delivery notifications.
• Recipient Details: Name, delivery address, and (if provided) contact number for recipients.
• Payment Information: For processing payments (please note we do not store card details beyond payment processing requirements).
• Order History: To enable customer service, returns, or repeat orders.
• Correspondence: Records of communications regarding your order, including queries and complaints.

Lawful Basis for Processing Your Data

Chalk Farm Flowers processes your personal data on the following legal bases as per GDPR:

• Contractual Necessity: The primary basis for processing your data is to fulfil our contract with you, i.e., to process and deliver your floral order as requested.
• Legitimate Interests: We may use your information to improve our products, handle customer service interactions, or prevent fraud.
• Legal Obligations: Certain information may be retained or processed to comply with our legal responsibilities, such as tax reporting.
• Consent: Where required (e.g., for marketing communications), we will seek your explicit consent and give you clear options to withdraw consent at any time.

How We Use Your Data

Your information is used exclusively for the following purposes:

• Processing, fulfilling, and delivering your orders.
• Communicating with you about your order status, confirmation, or queries.
• Providing after-sales support, addressing complaints or returns.
• Improving and customising our products and customer experience.
• Fulfilling any legal or professional obligations (e.g., accounting records).
• With your explicit consent, sending occasional news or offers.

Data Retention

We retain your personal data for as long as necessary to fulfil the purposes it was collected for, including for satisfying legal, accounting, or reporting requirements. Typically, order records and related customer information are held for up to seven years to comply with HMRC requirements and resolve any future queries. Where your information is used for marketing with consent, it will be retained until you opt out.

Data Processors and Sharing

Your information may be shared with trusted third parties (data processors) strictly for the purpose of processing your order or managing our business. These may include:

• Payment service providers (for secure processing of card payments).
• External delivery or courier partners (where used to fulfil your delivery).
• IT and system support providers, for managing our order and communications systems.

All third-party processors are bound by strict contractual obligations to protect your data, act only on our instructions, and comply with GDPR. Chalk Farm Flowers does not sell or rent your data to third parties for marketing purposes.

International Transfer of Data

Your data is stored and processed within the UK or the European Economic Area (EEA) wherever possible. Should it ever be necessary to transfer data outside the UK/EEA, we will ensure appropriate safeguards are in place according to GDPR standards.

How We Protect Your Data

Chalk Farm Flowers takes the security of your data seriously. We implement organisational and technical measures to protect your personal data from unauthorised access, alteration, theft, or disclosure. This includes secure storage, restricted access, regular system updates, and staff training on data protection. We review these measures regularly to maintain a high standard of security.

Your Data Protection Rights

As a customer of Chalk Farm Flowers, you have the following rights under GDPR:

• Right to Access: You may request a copy of the personal data we hold about you.
• Right to Rectification: You can ask us to correct or update inaccurate or incomplete information.
• Right to Erasure: You have the right to request deletion of your data, though this may be limited by legal retention obligations.
• Right to Restrict Processing: You can ask us to restrict the processing of your data in certain circumstances.
• Right to Data Portability: Where applicable, you may request your information in a portable format to transfer to another provider.
• Right to Object: You can object to processing based on legitimate interests or direct marketing.
• Right to Withdraw Consent: Where consent is required, you may withdraw it at any time without affecting previous processing.

To exercise any of these rights, please contact us using the details provided in your order confirmation or by visiting our shop in Chalk Farm.

Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements or our business processes. The latest version will always be available for your review at the point of order and on request.

Contacting Us

For any questions regarding your personal data, your rights, or this Privacy Policy, please contact us using the methods provided at the time of order or by visiting Chalk Farm Flowers in person. We will respond to data-related enquiries in line with GDPR guidelines and within statutory timeframes.

This Privacy Policy was last updated in June 2024.