Privacy Policy for Customers of Cockfosters Flowers

Introduction and Scope

At Cockfosters Flowers, safeguarding your personal data is of the utmost importance to us. This Privacy Policy describes how we collect, use, process, and store your information in compliance with the General Data Protection Regulation (GDPR). The policy applies to all customers placing orders with Cockfosters Flowers for delivery or collection within Cockfosters and surrounding districts. By placing an order with us, you consent to the processing of your personal information as described herein.

What Data We Collect

Cockfosters Flowers collects personal information provided by customers during the ordering process. The types of data we may collect include:

  • Contact details – your name, delivery address, and telephone number
  • Order information – details about the products you select, preferred delivery date and time, and any messages to recipients
  • Payment details – payment method and transaction information (note: financial details such as credit card numbers are collected and processed securely by our payment processor and not stored by us)
  • Correspondence – any communication you send regarding your order or aftercare
  • Website usage data – technical information such as IP address, browser type, and cookies usage, for customers placing orders online

Lawful Basis for Processing Your Personal Data

Cockfosters Flowers processes customer data in alignment with GDPR’s specified lawful bases, primarily:

  • Contractual necessity: To process and fulfil your order, arrange delivery, and communicate order statuses
  • Legal obligations: To comply with applicable laws, such as record-keeping for tax and accounting purposes
  • Legitimate interests: For improving our products and services, handling queries or feedback, and maintaining the security of our operations
  • Consent: Where required, we will seek your explicit consent before processing your data for marketing communications or special offers. Such consent can be withdrawn at any time

How We Use Your Information

We use your personal data to:

  • Process your floral order and manage delivery or collection
  • Contact you for clarification about your order if necessary
  • Handle payment processing securely
  • Respond to your enquiries, requests, or complaints
  • Maintain accurate business records
  • Improve the services we provide and undertake business analysis

Data Retention Policy

Cockfosters Flowers retains your personal data only for as long as necessary to fulfil the purposes for which it was collected, including for satisfying legal, accounting, or reporting requirements. Generally, we adhere to the following retention periods:

  • Order and transactional data: Retained for up to seven years from the date of your order for compliance with accounting and tax regulations
  • Contact data and correspondence: Retained for up to two years from your last order or enquiry, unless further retention is required by law
  • Marketing consent records: Retained until you withdraw your consent
  • Website usage data: Retention periods vary according to the type of cookie and analytics tool in use; details are available upon request

Once data is no longer required, it will be securely deleted or anonymised.

Data Sharing and Processors

In order to provide our services, we may securely share your data with selected trusted third parties who act as "data processors" on our behalf under written agreement. These include:

  • Payment service providers – to process your payments securely
  • IT and website service providers – to support our ordering system, communications, and website hosting
  • Delivery partners – to fulfil your order, where external drivers are used
  • Professional advisors (accountants, auditors, legal advisors) – where required for compliance and business management

All processors are required to maintain the confidentiality and security of your personal data and act only on our instructions. We do not sell or rent your personal information to any third party for marketing purposes.

International Data Transfers

Your personal data is processed within the United Kingdom and European Economic Area (EEA). Should it become necessary to transfer your data outside the EEA, we will ensure appropriate safeguards are in place to protect your data to at least an equivalent GDPR standard.

Your Rights Under GDPR

As a customer of Cockfosters Flowers, you have the following rights over your personal data:

  • Right to access: You may request a copy of the personal information we hold about you
  • Right to rectification: You may request that we correct or complete incorrect or incomplete data
  • Right to erasure: You may request deletion of your data where there is no legal reason for us to continue processing it
  • Right to restrict processing: In certain circumstances, you may request restriction of how we process your personal data
  • Right to object: You may object to the processing of your data for direct marketing purposes or on grounds related to your particular situation
  • Right to data portability: Where applicable, you may request the transfer of your data to you or another provider

You also have the right to lodge a complaint with the Information Commissioner’s Office if you believe your data has not been handled in accordance with the GDPR.

Security Measures

We are committed to keeping your data secure. Cockfosters Flowers employs technical and organisational measures to protect your personal information against loss, unauthorised access, disclosure, or alteration. These measures are reviewed and updated regularly.

Policy Updates

We may update this Privacy Policy as operational or legal requirements change. Any significant updates will be communicated on our website or via other appropriate means. We encourage you to review this page periodically to stay informed about how we protect your privacy.

Contact and Further Information

If you have any questions, requests concerning your data, or would like to exercise any of your GDPR rights, please contact us through the channels provided on our website or in-store. We are always happy to address your concerns promptly.