Soho Florist Privacy Policy Notice

Privacy Policy Overview

This Privacy Policy explains how Soho Florist collects, uses, retains, and protects your personal data in accordance with the General Data Protection Regulation (GDPR). It applies to all individuals placing orders with Soho Florist from Soho and the surrounding districts.

What Data We Collect

When you use Soho Florist’s services, we may collect and process the following types of personal data:

• Identity Data: Name, title, and (if applicable) company name
• Contact Data: Delivery address, telephone number, and (where provided) email address
• Order and Transaction Data: Details of flower arrangements ordered, order instructions, recipient name/address, payment confirmation (no payment card details are stored by Soho Florist)
• Usage Data: Information about how you interact with our ordering page (e.g., items viewed, time of purchase, device and browser used, and referring websites)
• Marketing Preferences: Indications of your consent for marketing communications, if you opt in

We do not intentionally collect or process special category data (such as health or religious information) through our ordering process. Any such data you provide in your messages or preferences will be handled confidentially and securely.

Lawful Basis for Data Processing

Our processing of your personal data is always grounded in at least one lawful basis as required by GDPR. These include:

• Contractual Necessity: Data processed to fulfil your purchase and delivery contract (e.g., order fulfilment, delivery, customer service)
• Legitimate Interests: For purposes such as improving services, troubleshooting, preventing fraud, and ensuring the security of operations, without overriding your rights
• Legal Obligations: Where we are required by law to retain or disclose certain data (e.g., record keeping for tax purposes)
• Consent: When you opt in to receive marketing or promotional communications, or if you voluntarily provide additional information

How We Use Your Data

Your personal data is only used for the specific purposes it was collected unless we reasonably consider that we need to use it for another purpose compatible with the original one. Main uses include:

• Processing and delivering your orders, including communicating with you and the recipient as necessary
• Handling payments securely and confirming transactions
• Managing customer queries and providing after-sales support
• Improving our website and your customer experience
• Complying with legal and regulatory requirements
• Sending you marketing materials if you have consented to receive them

Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including legal, accounting, and reporting requirements. Our retention standards are as follows:

• Order and Transaction Data: Retained for up to 7 years to comply with accounting and tax regulations
• Contact and Usage Data: Reviewed every 24 months, and data is deleted or anonymised when no longer needed for the original purposes
• Marketing Preferences: Data held until you withdraw your consent or opt out

If you request deletion of your personal data, we may retain limited information to comply with legal obligations or to resolve disputes.

Processors and Data Sharing

Soho Florist may share your personal data with third-party service providers ("processors") who support our operations. These include:

• Delivery providers used to deliver your flower arrangements
• Payment processing companies (we do not access or store full payment card details)
• IT and data hosting providers who help us securely store and manage data
• Professional advisers (such as accountants), only if legally necessary

All processors are contractually required to comply with data protection laws and to process your data only on our instructions. We do not sell, rent, or trade your personal information with third parties for their marketing purposes. Data sent outside the United Kingdom or European Economic Area (if any) is protected through appropriate safeguards, such as contractual clauses.

Your Rights Under GDPR

You have several important rights regarding your personal data. These include:

• Right of Access: Request a copy of the personal data we hold about you
• Right to Rectification: Request corrections to inaccurate or incomplete data
• Right to Erasure: Request deletion of personal data where there is no longer a valid reason for us to keep it
• Right to Restrict Processing: Request a suspension or limitation of how we process your data
• Right to Data Portability: Request to receive your personal data in a transferable format
• Right to Object: Object to our processing for direct marketing or where it is based on our legitimate interests
• Right to Withdraw Consent: Where processing is based on consent, you can withdraw your consent at any time

To exercise your rights, please contact Soho Florist using the contact details provided on our website or your order confirmation.

Data Security

We take appropriate technical and organisational security measures to protect your personal information from unauthorised access, loss, alteration, or disclosure. Access to data is restricted to authorised personnel only, and our IT systems are regularly reviewed to safeguard data integrity and confidentiality.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in how we handle personal data or to comply with legal obligations. The latest version will always be published on our website, indicating the date of the last update. We encourage customers to review this notice periodically.

Contact and Complaints

If you have any concerns or questions regarding how we use your personal data, or wish to exercise your rights, please refer to the contact information available on our website. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you believe your data has not been processed in accordance with the law.

This policy applies to all customers placing orders with Soho Florist from Soho and the surrounding districts.