Petals & Roses (“we/us/our”) respects your privacy and is committed to protecting your personal data.
1. Important information and who we are
This document set out the detail on how we collect and process your personal data through your use of this website – www.petalsandroses.com – or through your other interactions with us (e.g. purchasing our products, making enquiries or participating in promotions or competitions).
This website is not intended for children. We do not require, nor will we knowingly collect, personal data relating to children.
We are trading as Petals & Roses, a company incorporated and registered in England and Wales under company number 07772767 and with its registered office at Lynn South Farm, Lynn, Newport, Shropshire, TF10 9BB. We are the controller of your personal data and are responsible to you for its protection. We are currently registered with the Information Commissioner’s Office as a data controller under registration number A8316583.
Our full contact details are:
Full name of legal entity: Shropshire Petals Limited
Contact person: Marketing Manager
Email address: firstname.lastname@example.org
Postal address: Lynn South Farm, Newport, Shropshire, TF10 9BB
Telephone number: 01428 400111
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us and we will update our records accordingly.
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow those third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website via one of these links, we encourage you to read the privacy notice of the website(s) that you visit.
2. The personal data that we collect about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you, which we have grouped together follows:
We do not collect any Special Categories of Personal Data (i.e. details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
If you fail to provide personal data
Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, or provide incomplete or inaccurate data, we may not be able to perform the contract we have, or are trying to enter into, with you. In this case, we may have to cancel your order, but we will notify you if this is the case at the time.
3. How we collect your personal data
We use different methods to collect data from and about you as set out in this section:
4. How we use your personal data
We can only use your personal data on certain bases – the “lawful bases”. The lawful bases are as follows:
Most commonly, we will use your personal data under the lawful bases identified in 1, 2, 3 and 6 above. Please see the Glossary in section 10 below for an explanation of the lawful bases in 2, 3 and 6.
Purposes for which we will use your personal data
The table below shows what uses we make of the personal data that we collect, what category of data is relevant to each use and the lawful basis on which we can carry out such uses.
|Use/Activity||Data Required||Lawful Basis|
|To register you as a customer||(a) Identity |
|Performance of a contract|
|To store your contact information on our secure customer database||(a) Identity |
|Legitimate interests (to enable us to have an accurate record of our customers for easier management)|
|To process and deliver your orders for products. This includes managing payments, fees and charges; engaging carriers and liaising with you for delivery; and collecting money owed||(a) Identity |
|(a) Performance of a contract |
(b) Legitimate interests (to recover debts due to us)
(d) Marketing and Communications
|(a) Performance of a contract |
(b) Compliance with a legal obligation
(c) Legitimate interests (to keep our records updated, to ensure quality control of our products and to study how customers use our products/services)
|To administer and protect our business and this website. This includes website troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data||(a) Identity |
|(a) Legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise) (b) Compliance with a legal obligation|
|To use data analytics to improve our website, products/services, marketing, customer relationships and experiences||(a) Technical (b) Usage||Legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)|
|To make suggestions and recommendations to you about goods or services that may be of interest to you||(a) Identity |
|Legitimate interests (to develop our products/services and grow our business)|
Marketing and Promotions
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. Only where you have given your consent for us to do so, we may then contact you from time to time about our products and with promotional offers. We will only ever contact you in relation to our own products and do not pass any personal data to third parties to market their products or services to you.
You will receive marketing communications from us if you have requested information from us or purchased goods from us and, in each case, you have not opted out of receiving that marketing. You can ask us to stop sending you marketing messages at any time – please use the functionality contained within the emails that we send to you, or contact us using the details given above.
Third Party Marketing
We do not give your personal data to third parties for marketing purposes without your express opt-in consent.
Change of Purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use if for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purposes is compatible with the original purpose, please contact us using the details given above.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note, however, that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
5. Disclosures of your personal data
Pursuant to the uses and activities set out in section 4 above, we may share your personal data with the organisations set out below. If any of these organisations are based, or have group or affiliated companies that are based, outside of the European Economic Area, then section 6 below sets out the basis on which your personal data is transferred to them.
We recommend that for the named third parties set out above, you visit their respective websites and read their privacy policies, which will set out in more detail these organisations’ own approach to the protection of your personal data and privacy.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. All disclosures are subject to confidentiality and non-disclosure obligations, whether arising under contract, law or professional conduct rules.
6. International Transfers
Some of the third parties identified in section 5 above are based outside the European Economic Area (EEA), or have group or affiliated companies based outside of the EEA, so their processing of your personal data may involve a transfer of data outside the EEA.]
We will not transfer your personal data outside of the EEA unless we are sure that it will be protected to a standard at least equivalent to those within the EEA. This means that any transfer of data outside of the EEA will be:
Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.
7. Data Security
We have put in place appropriate technical and security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed, including firewalls and the use of encryption software. Electronic access to your personal data is password protected. All access, whether to electronic or hard copies, is limited only to those employees, agents, contractors and other third parties who have a business need to know. In the case of third parties, they will only process your personal data on our instructions and they are subject to a duty of confidentiality.
Hard copies of any personal data that you have provided to us is stored in locked cabinets and is securely destroyed when no longer needed. All our employees are trained in data protection and information security.
Where we have provided you with a password to access an account with us, it is your responsibility to keep this password safe and secure.
Where we know or suspect that there has been a personal data breach, we will notify you and any applicable regulator of the breach promptly where we are legally required to do so.
8. Data Retention
We will only retain your personal data for as long as necessary to fulfil the purposes for which we originally collected it, including for the purposes of satisfying any legal, accounting, or reporting requirements.
This means in particular that your Contact, Identity, Financial and Transaction Data will be held securely for 6 years after you cease being an active customer of ours for tax and accounting purposes. Furthermore, your Identity, Contact and Marketing and Communications Data will be held for no longer than 6 years from the moment that you lasted opted-in to receive marketing communications. If you opt-out before the expiry of 6 years, we record that fact so as to ensure that you are not contacted any more, but your personal data is not removed from our systems until the retention period has expired or unless you specifically request it.
After the relevant retention period has expired, we will securely delete or destroy your personal data and ensure that any third parties to whom we may have disclosed your personal data does so too.
In some circumstances you can ask us to delete your data before the retention period has expired – the Right to Erasure. Please see section 9 below for more information.
9. Your Legal Rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data. These rights are to:
If you wish to exercise any of the rights set out above, please contact us using the contact details given above.
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
NO FEE USUALLY REQUIRED
You will not have to pay a fee to exercise any of the above rights. However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
WHAT WE MAY NEED FROM YOU
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
TIME LIMIT TO RESPOND
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Legitimate Interest means the interest of our business in conducting and managing out business to enable us to give you the best service/product and the best and most secure experience. We make sure that we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us using the details given above.
Performance of a Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation to which we are subject.