Brent Florist Privacy Policy

Introduction and Scope

At Brent Florist, we are dedicated to protecting your personal data and upholding your privacy rights. This Privacy Policy explains how we collect, use, store, and protect the information you provide when placing orders with Brent Florist. It applies to all customers placing orders from Brent and the surrounding districts, whether these orders are made online, in-person, or by telephone. We are fully committed to compliance with the General Data Protection Regulation (GDPR) and relevant UK data protection laws.

What Data We Collect

When you interact with Brent Florist, we may collect the following types of personal data to process your orders and provide a positive customer experience:

• Identity Data: Name, delivery recipient name, and, where applicable, company name.
• Contact Data: Delivery address, billing address, postcode, telephone numbers, and, if applicable, email address.
• Order Information: Details of the floral products and related gifts/services you order, delivery instructions, and preferences.
• Transaction Data: Proof of purchase, payment status, and related order details (please note, we do not store full payment card details).
• Communication Data: Any correspondence with us, feedback, or queries submitted through contact forms or other communication channels.
• Technical Data: IP address, device type, and usage data if you use our website (used for analytics, troubleshooting, and security).

We collect data directly from you when you place an order, contact customer support, or interact with us online. Some information, such as basic analytics data, may be collected automatically via website technology.

Lawful Basis for Processing

Brent Florist processes your personal data under the following lawful bases as outlined in the GDPR:

• Contractual Necessity: Most data is collected and processed in order to fulfil our contract with you, such as processing orders, arranging delivery, and providing customer support.
• Legal Obligation: Data such as transaction records are processed to comply with tax, accounting, or other legal requirements.
• Legitimate Interests: We may use customer data for purposes such as service improvement, fraud prevention, addressing enquiries, and delivering a better user experience. Our interests are balanced against your rights and freedoms.
• Consent: In some cases, we may seek your explicit consent to process optional data (such as for marketing communications). When your consent is required, we will provide a clear option to opt-in and the ability to withdraw consent easily at any time.

How We Use Your Data

We use your personal information in the following ways:

• To process and deliver your floral orders and related requests.
• To communicate with you about your order, delivery arrangements, or to respond to your enquiries.
• To manage customer relationships and improve our products and services.
• To comply with our legal and regulatory obligations.
• For internal record-keeping, analytics, and quality assurance.
• If you have opted-in, to send information about promotions, special offers, or updates (with the ability to unsubscribe at any time).

Data Retention

Your personal data is retained only as long as necessary for the purposes for which it was collected:

• Order Information: Retained for up to 7 years to meet tax and accounting regulations, after which it is securely deleted or anonymised.
• Marketing Data: Retained until you withdraw consent or unsubscribe, after which it is promptly erased.
• Customer Correspondence: Kept no longer than 3 years after your last contact, unless required by law or for legitimate business needs.

We review our data retention practices periodically to ensure we do not keep your data longer than necessary.

Data Security and Processors

Protecting your data is a top priority. We use industry-standard technical and organisational measures designed to safeguard your personal information against accidental loss, unauthorised access, alteration, or disclosure. Your data is only accessible to employees and trusted service providers who need it to carry out their duties.

We may share your data with selected third-party service providers that act as data processors on our behalf. These may include:

• Payment processing providers (to securely handle transactions).
• IT and hosting partners (to support our website and systems).
• Delivery services (to arrange delivery of your orders).
• Marketing and analytics partners (if you have opted in).

All processors are contractually obliged to handle your data securely, confidentially, and only for the specified purpose. We do not sell your personal data to third parties or transfer your data outside the UK/EEA without adequate safeguards.

Your Data Subject Rights

Under GDPR, you have important rights regarding your personal data. As a Brent Florist customer, you can:

• Access: Request information about the data we hold on you and how it is used.
• Rectification: Ask us to correct inaccurate or incomplete data.
• Erasure: Request erasure of your personal data when no longer relevant, unless we are required to retain it by law.
• Restriction: Request the restriction of certain data processing under specific circumstances.
• Objection: Object to processing based on our legitimate interests or for direct marketing purposes.
• Data Portability: Receive a copy of your data in a structured format, where applicable.
• Withdraw Consent: Where we rely on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.

We will respond to all valid requests within one month and take reasonable steps to verify your identity.

Updates to This Privacy Policy

We reserve the right to update this Privacy Policy from time to time to reflect changes in the law, our services, or our data handling practices. The latest version will always be available on our website and significant changes will be communicated to customers where appropriate.

Contact and Queries

If you have any questions about this Privacy Policy, your rights, or how your data is handled, please use the standard contact methods provided through our website or contact our store directly. We are committed to resolving your concerns and upholding your privacy rights as a Brent Florist customer.