Castelnau Florist Privacy Policy

Introduction

This Privacy Policy explains how Castelnau Florist collects, uses, and protects your personal data when you place an order with us, whether you are based in Castelnau or any of the surrounding districts. We are committed to complying with the General Data Protection Regulation (EU) 2016/679 (GDPR) and local data protection laws, ensuring your privacy and personal data are protected.

Scope of the Policy

This policy applies to all customers placing orders with Castelnau Florist, whether via our website, by telephone, or in-person, from Castelnau and nearby areas. By placing an order, you agree to the terms described in this Privacy Policy.

What Personal Data We Collect

To fulfil your floristry orders and provide you with our services, we may collect the following types of personal data:

• Identity Data: Name, title, delivery recipient name
• Contact Data: Delivery address, billing address, postcode, telephone number, and delivery recipient's contact details
• Transaction Data: Details about orders you have placed, including products, delivery dates, and order value
• Payment Data: Limited payment details such as payment method, transaction references (note: we do not store full payment card numbers, which are processed securely by third-party payment providers)
• Communications Data: Any communication or correspondence with us (such as special delivery instructions, card messages, or customer service queries)
• Marketing Preferences: Your preferences in receiving marketing information from us (if you opt-in)

Lawful Basis for Processing Your Data

We process your personal data under the following lawful bases, as defined by the GDPR:

• Contractual Necessity: The majority of the data we collect is required to fulfil your order and provide our service, such as processing payment and delivering your flowers.
• Legal Obligation: In some instances, we are required to retain certain data to comply with tax laws and accounting requirements.
• Legitimate Interests: We may use your data to improve our services, handle customer service issues, or, in limited circumstances, to send marketing communications where permitted by law, unless you opt out.
• Consent: Where we rely on consent (for example, for certain types of marketing communications), you have the right to withdraw this consent at any time.

How We Use Your Personal Data

Your personal data is used for the following purposes:

• Processing and fulfilling your order
• Managing payment, refunds, and accounting processes
• Coordinating delivery, including providing drivers or delivery partners with necessary contact details
• Providing customer service and handling feedback or complaints
• Complying with legal or regulatory obligations
• Notifying you about changes to our services
• Sending marketing communications based on your preferences (with your consent where required)

Who Processes Your Data

To deliver your order and operate our business, we may need to share your personal data with trusted third parties, known as data processors. These include:

• Payment Service Providers: Secure payment handling (we do not store full payment card details)
• Delivery Partners or Couriers: For delivery fulfilment purposes
• IT and Hosting Providers: Who support website, order processing, and data storage
• Professional Advisors: Such as accountants or legal professionals, where required by law

All third-party processors are required to process your data securely, only as instructed by Castelnau Florist, and in line with the GDPR and local laws. We do not sell, rent, or trade your personal data to third parties for marketing purposes.

Data Retention

We retain your personal data only as long as necessary for the purposes for which it was collected. The specific retention periods are as follows:

• Order and transaction data: Retained for up to 7 years to comply with accounting and tax obligations.
• Contact and communication data: Retained for up to 2 years after your last interaction unless needed for legal obligations.
• Marketing preferences: Kept until you unsubscribe or withdraw consent.

At the end of these periods, data will be securely deleted or anonymised.

Your Rights Under GDPR

Under data protection legislation, you have several important rights with regard 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 inaccurate or incomplete data.
• Right to Erasure (‘Right to be Forgotten’): You can request the deletion of your personal data, subject to certain legal and contractual obligations.
• Right to Restrict Processing: You have the right to request limited use of your data under certain circumstances.
• Right to Data Portability: You can request your personal data in a commonly used, machine-readable format for transfer to another provider.
• Right to Object: You may object to the processing of your data in certain situations, such as for direct marketing.
• Right to Withdraw Consent: Where processing is based on your consent, you may withdraw this at any time.

To exercise your rights, please contact us using the contact details provided when you place your order or visit our premises. We may need to verify your identity before fulfilling your request.

Data Security

We implement appropriate technical and organisational measures to keep your data safe and protect against loss, misuse, unauthorised access, or disclosure. Our staff are trained in data protection, and all third parties handling your data are contractually obliged to ensure data security.

International Data Transfers

In general, your personal data is stored and processed within the United Kingdom or European Economic Area (EEA). If we need to transfer your data outside these areas, we will ensure appropriate safeguards are in place to maintain its security and your privacy rights.

Policy Changes

This Privacy Policy may be updated from time to time to reflect legal, regulatory, or operational changes. Any significant changes will be communicated clearly to customers as appropriate, and the latest version will always be available upon request at our shop or when placing an order.

Contact Us

If you have any questions about this policy or wish to exercise your rights, please refer to the contact details provided at the time of your order placement or visit our shop in Castelnau. We are committed to resolving any complaints or concerns you may have regarding your data privacy.