Hoxton Florist Privacy Policy

Introduction and Scope

This Privacy Policy explains how Hoxton Florist collects, processes, and safeguards the personal data of customers placing orders in Hoxton and the surrounding districts. We are committed to protecting your privacy and ensuring that your personal information is handled in accordance with the General Data Protection Regulation (GDPR) and relevant UK data protection laws. This policy applies to our customers who engage our services through any means, including telephone, in-person, and online orders.

What Data We Collect

To fulfill your orders and provide you with our services, we collect and process data that includes:

• Personal Identification Information: Name, surname, and, if applicable, company name.
• Contact Details: Delivery address, billing address, phone number, and (where provided) email address.
• Order Information: Details of your order, including selected products, delivery instructions, gift messages, and payment confirmation.
• Recipient Information: If delivering to a third party, we also collect recipient’s name, address, and phone number.
• Payment Information: Transaction details processed via secure payment providers, though we do not store card numbers.
• Communication Records: Records of correspondence with you, including order confirmations and customer service interactions.

Lawful Basis for Processing Your Data

We only process your personal data when we have a valid legal basis, as outlined in the GDPR:

• Contractual Necessity: Most of the data we collect is necessary for us to fulfil our contract with you, such as taking your order, processing your payment, and arranging delivery.
• Legitimate Interests: Some processing is based on our legitimate interests, such as improving our services, handling customer queries, and maintaining secure business operations. We always balance these interests with your rights.
• Legal Obligations: We may be required to process data to comply with UK laws, such as tax and accounting requirements.
• Consent: For optional activities, such as sending you marketing communications, we will only do so when you have given your explicit consent, which you can withdraw at any time.

How We Use Your Data

We collect and use your personal data to:

• Process and deliver your orders efficiently
• Communicate with you about your order status or questions
• Provide customer support and resolve complaints
• Improve our floral products and customer service
• Comply with our legal and regulatory obligations
• Send you special offers or updates, if you have opted in

Our Data Processors and Third Parties

To deliver our services, we sometimes need to share your data with trusted third-party processors. These include:

• Payment processing companies (who handle financial transactions on our behalf)
• Delivery and courier partners (for order deliveries)
• IT service providers (who support our website and digital systems)
• Accountants and legal advisors (as required by law)

All data processors engaged by Hoxton Florist are contractually obliged to process your data in accordance with GDPR and only for the purposes stated by us. We do not sell or rent your personal data to external parties.

Data Retention: How Long We Keep Your Information

We retain your personal data only for as long as necessary for the purposes described in this policy and to fulfil our legal and contractual obligations. Typically, order and contact information is kept for six years after your transaction, in line with UK tax and accounting requirements. Information used for marketing will be kept until you withdraw consent or unsubscribe. Once retention periods expire, your data is securely deleted or anonymised.

Your Rights Under GDPR

As a customer within Hoxton and surrounding districts, your rights over your personal data include:

• Right of Access: You have the right to request access to the personal data we hold about you.
• Right to Rectification: You can request corrections to any inaccurate or incomplete information.
• Right to Erasure: In certain circumstances, you may request that your personal data be deleted.
• Right to Restrict Processing: You can request we limit how we use your data in certain situations.
• Right to Data Portability: You may request your data in a structured, commonly-used, and machine-readable format for your own use or to transfer to another service provider.
• Right to Object: You can object to our processing of your data based on legitimate interests or for marketing purposes.
• Right to Withdraw Consent: Where processing is based on your consent, you can withdraw it at any time.

To exercise any of your rights, please contact us using the details found on our website or in-store.

Data Security

We take the security of your data seriously. Hoxton Florist employs physical, digital, and administrative safeguards to protect personal data from loss, misuse, unauthorised access, or disclosure. Our staff are trained in data protection and all third-party processors are required to comply with similar standards.

Changes to This Privacy Policy

Hoxton Florist may update this Privacy Policy occasionally to reflect changes in legal requirements or our business practices. The latest version will always be available in-store and on our website. We encourage customers in Hoxton and surrounding districts to review this policy from time to time.

Contact and Complaints

If you have any questions or concerns regarding this Privacy Policy or your data rights, please contact us through the channels listed on our website or at our premises. You also have the right to file a complaint with the Information Commissioner's Office (ICO) if you believe your data has been mishandled.

This Privacy Policy was last updated on 5 June 2024.