Poplar Florist Privacy Policy for Customers

Privacy Policy Overview

This Privacy Policy explains in detail how Poplar Florist collects, uses, stores, and protects your personal data when you place an order with us. Our policy is fully compliant with the General Data Protection Regulation (GDPR) and applies to all customers placing Poplar Florist orders from Poplar and the surrounding districts. We are dedicated to ensuring the safe handling and confidentiality of your information, respecting your privacy at all times.

What Data We Collect

When you place an order with Poplar Florist, either online, over the phone, or in person, we may collect the following personal data:

• Customer Details: Full name, billing and delivery addresses, contact numbers, and email address.
• Recipient Information: Name, delivery address, and contact information (if you provide us with details of the recipient of your order).
• Order Information: Purchase details, messages attached to orders (such as card dedications), and delivery preferences.
• Payment Data: Payment confirmation, transaction details (populated by your chosen payment provider; we do not store your card information).
• Technical Data: IP address, browser type, and usage data when you visit our website. This is collected through cookies and similar technologies, strictly for functional and analytical purposes.

Lawful Basis for Processing

Poplar Florist processes your personal information under one or more lawful bases as outlined in the GDPR:

• Contractual Necessity: Processing is required to fulfil your orders, arrange delivery, and communicate updates or issues regarding your purchase.
• Legal Obligation: We may process personal data where necessary to comply with laws (e.g., tax or accounting regulations).
• Legitimate Interests: Basic data about your purchase history or preferences may be used to improve our services, respond to queries, handle complaints, or offer relevant floral products.
• Consent: In limited cases where we seek your marketing consent, you will always have the option to opt out or withdraw consent at any time.

How We Use Your Data

Your data is used strictly for the following purposes:

• Processing orders and arrangements according to your specifications.
• Communicating order confirmations, delivery notifications, and important updates.
• Improving our service by understanding your preferences and feedback.
• Complying with legal requirements, resolving disputes, or enforcing our terms of service.
• Sending occasional promotional offers or information, only if you have explicitly agreed to receive them.

Data Retention

Poplar Florist retains personal data only as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting obligations. Typical retention periods are:

• Order and Delivery Information: Retained for up to 7 years to comply with statutory and tax obligations.
• Customer Account Data: Retained while your customer account remains active or until a deletion request is received.
• Marketing Consent: Retained until you withdraw consent or opt out.
• Technical Data: Kept for a limited period (usually up to 24 months) for analysis and service improvements.

Once the retention period ends, your data will be securely deleted or anonymised unless we are legally required to retain it longer.

Processors and Data Sharing

Your personal data may be shared with trusted third parties and service providers ("processors") only when necessary for the management of your order or continuous service improvement. These may include:

• Payment processing companies for completing transactions.
• Couriers or delivery partners to fulfil your requests.
• IT service providers hosting our website or order management system.
• Professional advisers supporting our business operations (e.g., accountants or legal consultants).

All third party processors are contractually obliged to comply with GDPR, handle your data with strict confidentiality, process data solely as instructed by Poplar Florist, and implement robust data security measures.

We never sell or rent your personal data to other organisations. Your data will not be transferred outside the United Kingdom/European Economic Area unless adequate safeguards are in place, as required by GDPR.

Your Data Rights

Under GDPR, you have the following rights regarding your personal data:

• Right to Access: Request a copy of the personal data we hold about you.
• Right to Rectification: Request corrections if your data is inaccurate or incomplete.
• Right to Erasure: Ask for your personal data to be deleted when it is no longer necessary or if you withdraw consent.
• Right to Restrict Processing: Request limitations on how we process your data under certain circumstances.
• Right to Object: Object to our processing of your data on grounds relating to your situation (e.g., marketing).
• Right to Data Portability: Request transfer of your personal data to you or another provider in a structured, commonly used format.

To exercise any of these rights, please contact us using the appropriate channels identified in the footer of our website or in writing at our main store location. For security and verification, you may be asked to provide proof of identity before your request can be processed.

Data Security

We are committed to ensuring the security of your personal information. Poplar Florist uses a combination of physical, electronic, and managerial procedures to prevent unauthorised access, loss, misuse, or disclosure of your data. Only authorised personnel and trusted processors are permitted to access your personal information, based on business need.

Policy Updates

This Privacy Policy may be updated periodically to reflect changes in law, best practice, or our internal processes. We encourage you to review this policy regularly. Substantial updates will be brought to your attention at the point of order or by notice posted in-store and on our website.

Contacting Us

If you have any questions about this policy or how your data is used, please get in touch through the contact services listed on our website or by visiting our store directly. If you have unresolved concerns, you also have the right to contact the Information Commissioner's Office (ICO).

Thank you for trusting Poplar Florist. We are committed to ensuring your privacy and confidence every time you use our services.