Flowers Potters Bar Privacy Notice

Our Commitment to Your Privacy

At Flowers Potters Bar, safeguarding your privacy and the confidentiality of your personal information is a top priority. This Privacy Policy explains how we collect, use, store, and safeguard your data when you place flower orders with us, either directly or through our official ordering channels. This policy applies to all customers and recipients placing or receiving orders from Potters Bar and the surrounding districts in the United Kingdom.

What Data We Collect

To fulfil your flower orders and provide a high-quality service, Flowers Potters Bar may collect the following personal data:

  • Identity Data: Your full name and, when necessary, the recipient's name.
  • Contact Data: Address (for delivery), postcode, and any applicable delivery instructions; telephone number; and, when relevant, your email address for order communication and confirmation.
  • Order and Payment Data: Details of the products you have ordered, delivery date and times, payment method (processed securely via third-party payment processors), and transaction reference numbers. We do not store your full payment card details.
  • Correspondence: Any inquiries, feedback, or messages you communicate to us regarding your orders or our services.

We do not intentionally collect sensitive personal data, such as health, race, or religious information, unless you provide it voluntarily, for example, in a personalised message or delivery note.

Lawful Basis for Processing Your Data

Under the UK General Data Protection Regulation (GDPR), we process your personal data using the following lawful bases:

  • Performance of a Contract: Most data collection and processing is necessary to fulfil your order or to take steps at your request prior to entering into a contract.
  • Legal Obligations: We may process your data to comply with applicable laws, such as record-keeping and tax regulations.
  • Legitimate Interests: We may use your data for minimal marketing communications (such as informing about changes to services) and internal analytics, provided that such interests do not override your rights and freedoms.
  • Consent: Where required by law, we will request your explicit consent before processing your data for certain purposes, for example, where you optionally sign up for marketing or newsletters. You may withdraw your consent at any time.

How We Use Your Information

Your personal information is used for the following purposes:

  • Processing, confirming, and delivering your flower orders;
  • Communicating with you about your order, including confirmation, delivery info, or any issues arising;
  • Handling payment and fraud prevention (via secure third-party payment processors);
  • Resolving queries or complaints you raise about our products or services;
  • Complying with legal, accounting, and tax requirements;
  • Improving and developing our products, services, and customer interactions.

Who Processes Your Data

Flowers Potters Bar limits access to your personal information to authorised staff and trusted service providers (data processors) who work on our behalf, including:

  • Delivery Staff or Couriers: To ensure your flowers reach the correct recipient and address.
  • Payment Processors: For secure handling of financial transactions. We do not store your card details.
  • IT and Order Management Systems: Third-party providers who support our website, customer databases, and communications infrastructure.

We require all our third-party suppliers and processors to comply with UK GDPR, use your data only for the purposes we specify, and to maintain appropriate security measures. Your data is not sold or shared for unrelated third-party marketing purposes.

Data Retention

We retain your personal data only for as long as necessary to fulfil your order and legal obligations, and for a reasonable retention period thereafter:

  • Order Records: Data relating to orders is kept for up to 7 years to comply with HMRC tax and accounting regulations.
  • Correspondence: Customer service messages are retained for up to 3 years to help resolve any ongoing issues or complaints.
  • Marketing Preferences: If you opt in for marketing, your details are kept until you opt out or withdraw consent.

After the relevant retention periods, personal data is securely deleted or anonymised so it cannot be linked to you.

Your Rights Under GDPR

Under GDPR, you have certain rights over your personal data processed by Flowers Potters Bar:

  • Right to Access: You can request a copy of your personal data we hold, including details on how it is used.
  • Right to Rectification: You can request correction of any incomplete or inaccurate data we have about you.
  • Right to Erasure: Also known as the right to be forgotten. In certain circumstances, you can ask us to delete or remove your data, especially if we no longer need it or if you withdraw consent.
  • Right to Restriction: You can ask us to restrict processing of your personal data in certain situations, such as if you contest its accuracy.
  • Right to Object: You may object to our processing of your data if relying on legitimate interest, for direct marketing, or profiling.
  • Right to Data Portability: Upon request, we will provide your data to you or another organisation in a structured, commonly used, machine-readable format where feasible.

To exercise any of these rights, please contact us using our official communication channels or by post to our business address. We may need to verify your identity before actioning your request. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) in the United Kingdom if you have concerns about how your data is handled.

Security of Your Information

We take your data security seriously. We implement both technical and organisational measures to protect your information from loss, destruction, access, or misuse. This includes restricted access to personal data, use of secure payment gateways, encryption of digital records where appropriate, and regular system reviews.

Policy Changes

We may amend this Privacy Policy from time to time in order to reflect changes to the law, our business practices, or improvements in our services. The latest version will always be available through our official ordering channels. We encourage you to review this policy periodically to remain informed about how we protect your personal information.

Contacting Us

If you have any questions, require clarification about our use of your personal information, or wish to exercise any of your legal rights, please reach out via our official customer service channels or in person at our Potters Bar shop premises. We are dedicated to responding promptly and respectfully to all privacy-related inquiries.