Privacy Policy for Barnes Flowers Customers

Introduction

At Barnes Flowers, we are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information when you place an order with Barnes Flowers, whether online, by phone, or in-store. This policy is designed to comply with the General Data Protection Regulation (EU 2016/679), commonly known as GDPR. The policy applies to all customers placing orders from Barnes and surrounding districts.

What Data We Collect

In order to fulfil your flower orders and provide you with a seamless service experience, Barnes Flowers collects the following personal data:

• Identity Data: Name, title, and, where relevant, company details.
• Contact Data: Delivery address, billing address, telephone number(s), and email address if provided.
• Order Details: Items ordered, delivery instructions, and occasion information (such as birthday, anniversary, etc.).
• Transaction Data: Payment method and history, though full card details are not stored by Barnes Flowers and are processed securely by payment providers.
• Communication Data: Any messages, feedback, notes, or communications you send to us, including requests, compliments, or complaints.

We do not knowingly collect personal data from individuals under the age of 18, and our services are not directed at children.

Lawful Basis for Processing Your Data

Under GDPR, we are required to have a lawful basis for collecting and processing your personal information. Barnes Flowers relies on the following lawful bases:

• Contractual Necessity: Processing your personal data is necessary to fulfil your order and provide our services to you.
• Legal Obligation: To comply with relevant legal and regulatory requirements (for instance, record-keeping for tax purposes).
• Legitimate Interests: We may process your data when it is in our legitimate business interests and those interests are not overridden by your privacy rights. For example, to improve our services, respond to your queries, or to prevent fraud.
• Consent: Where you have explicitly given us permission, such as to receive marketing updates. You can withdraw this consent at any time.

How We Use Your Data

Your personal data is used solely for the purpose of fulfilling your orders, contacting you about your delivery, managing payments, handling customer service queries, and, if you have opted in, for marketing our products and offers. We do not use your data for automated decision-making or profiling.

Retention of Your Data

Barnes Flowers retains your personal information only for as long as it is necessary to fulfil the purposes outlined in this policy, and to comply with legal and regulatory requirements. Typically, we keep order records and related correspondence for up to six years from the date of your order, in line with accounting and tax law obligations. Marketing data is retained until you withdraw your consent or request deletion. Once your data is no longer required, it is securely deleted or anonymised.

Processors and Data Sharing

We only share your personal information with trusted third parties and service providers who assist us in providing and improving our services. These may include:

• Payment processors who handle your financial transactions securely
• IT and system administration providers who support our order management systems
• Certain delivery partners who assist in fulfilling and delivering your orders
• Professional advisors such as accountants, auditors, and legal counsel when required

All such third parties are required to comply with data protection laws and to process your information only on our instructions. Barnes Flowers does not sell, rent, or trade your personal data to third parties. Your data is not routinely transferred outside of the United Kingdom or the European Economic Area. Where any data transfer is required, it is protected by adequate safeguards in line with applicable law.

Your Rights

Under the GDPR, you have a range of rights in relation to your personal data. These include:

• Right to Access: You can request a copy of the personal data we hold about you.
• Right to Rectification: You can ask us to correct any incomplete or inaccurate information about you.
• Right to Erasure: You may request deletion of your personal data where there is no good reason for us to continue processing it.
• Right to Restrict Processing: You can ask us to restrict the use of your personal data in certain circumstances.
• Right to Data Portability: You can request that your information be provided to you in a commonly used and machine-readable format or transferred to another service provider.
• Right to Object: You may object to processing of your data on the basis of legitimate interests or direct marketing.
• Right to Withdraw Consent: Where processing is based on consent, you can withdraw your consent at any time.

To exercise your rights, please contact us using your usual method or ask in-store. We may need to verify your identity before responding to certain requests to ensure your privacy and security.

Security of Your Data

Barnes Flowers takes the security of your personal data seriously. We employ appropriate technical and organisational measures to safeguard your data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. Access to your information is limited to staff and authorised processors who require it to provide our services to you.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our data practices or relevant laws. We encourage you to review this policy each time you place an order or use our services. The date of the most recent update will be noted at the end of this document.

Questions or Complaints

If you have any questions about this Privacy Policy or how we process your data, please get in touch through our standard customer service channels or ask in-store. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have not been upheld.

Last updated: June 2024