PRIVACY POLICY

PetalBud Limited. (referred to as “PetalBud,” “our,” “we,” or “us” in this privacy policy).

We collect and process certain Personal Information and Non-Personal Information to provide this website and our services. We will only ask for specific personal data to provide you with the services, products, or services you request. For example, if you purchase, request to receive communications, create an account, contact our consumer services, participate in our contests, competitions, or events, or use our Platform. Some services may not require registration.

The Personal Information we may collect includes:

• Your contact information, including your name, email, phone number, billing address, and shipping address
• The recipient’s name, address, email, and phone number, where you have either sent a bouquet to a recipient or saved their details in your Account
• Memorable occasions, names, and dates
• Demographic information such as your postcode, preferences, and interests
• Login and account information, including username, password, and unique user ID (Please note that password info is encrypted in our systems, and we are not able to see its content)
• Personal details, including date of birth and purchase history
• Billing or payment information such as the last 4 digits of your credit card number, name, and postcode (Please note we do not store full credit card numbers in our systems)
• Images, photos, and videos
• Online activity, such as the pages you visited
• Your marketing communication preferences
• Information relevant to our customer surveys and/or any offers or competitions
• Information connected with reviews you leave us.
• Social network information, including any credentials and information from your public posts about PetalBud or your communications with us

We use various methods to collect data from and about you, including: by you using our website, filling in forms, or corresponding with us by post, phone, email, or otherwise.

We may receive additional information about you, including your demographic data and fraud detection information, from third-party service providers and/or partners and combine it with information we have about you to improve your service and marketing received from us, to the extent permitted by applicable law.

We may also collect Non-Personal Information like anonymous, aggregate, summary, or statistical data to improve our website and services. For example, this may include statistics regarding the popularity of certain web pages, or information regarding types of internet browsers used to access the website.

We collect information, which may include personal data when you use our Platform. We use a variety of methods to collect information, such as cookies and pixel tags, which may include your:

• IP addresses, data identifying your web browser and version, referrer headers, web beacons, tags, and interactions with our Platform
• Cookies, including unique cookie information, cookie identifiers, and information regarding whether your device has software to access various features
  Device IDs, call status, network access, storage information, and battery information
• Operating system and system settings
• Previously visited websites
• Information regarding your interaction with our Platform, such as click behaviour, purchases, indicated preferences, referring URLs, and access times.

When you use our Platform, some technology and advertising partners may also collect your personal data. These partners have committed to act on PetalBud’s behalf and only use your personal data for PetalBud’s purposes as described in this policy. The legal basis for using cookies is our legitimate interest and your consent.

Our Platform also allows you to log in with or connect your PetalBud Account with a third-party social media or partner account. If you do so, you use their technology within our Platform and are subject to their policies, terms, and conditions.

We use these pixel tags and cookies to track Platform usage and understand our customer’s preferences. This enables us to provide services and improve our customers’ online experience.

We also use pixel tags and cookies to obtain aggregate data about Platform traffic and interaction, identify trends, and obtain statistics to improve our Platform. There are 3 categories of cookies that we generally use:

• Functional: These cookies are are required for basic Platform functionality. They are anonymous and don’t track browsing activity across other websites. They are permanently enabled or ‘persistent cookies’ and conform to regulations. These include cookies remember language, location and user preferences. They also assist in making the shopping cart, checkout process and security issues.
• Performance: These cookies help us to improve our Platform’s functionality. They track usage, and sometimes, they improve the speed with which we process your requests and allow us to remember your selected platform preferences. Refusing these cookies may result in better-tailored recommendations and slow Platform performance. These can sometimes include Persistent, Third Party and Session cookies.
• Social media and Advertising: Social media cookies are usually third-party persistent cookies that allow you to connect your social networks and enable you to share content from our Platform through social media channels. They collect information improve and tailor targeted advertising in accordance with your interests. In some cases, these cookies may involve processing your personal data. Refusing these cookies may result in less relevant advertising, inability to connect effectively with social networks, and/or not allowing you to share content on social media.

Your browser can help you manage cookies. You can have your computer warn you each time a cookie is sent, or you can turn off all cookies. This can be done through your browser settings on your devices’ browsers. Each browser is different, so look at your browser’s Help menu to learn how to modify cookies. If you turn all cookies off, you may not have access to the many features that make our Platform efficient, and some of our services may need to be fixed. For more information on opting out of interest-based advertising, please refer to websites such as youronlinechoices.com/uk/

Similarly, you could adjust your advertising preferences on your mobile device at the device level. For example, visit Settings > Privacy > Advertising > Limit Ad Tracking to adjust your advertising preferences in OS. To change your preferences in Android, see Settings > Google > Ads > Opt out of interest-based ads.

Personal data is used primarily to improve our services. It is also used with regard to advertising, marketing, determining in which of our products or services you would be interested, analysing our products and services, contacting you to offer discounts and special promotions, measuring the performance of our marketing campaigns, security reasons and sharing data within PetalBud Limited.

You may opt out of receiving our marketing communications by following the unsubscribe instructions included in our communications or by changing your notification settings within your account.

We may use personal data on the basis of the following legal grounds:

• Your consent
• The necessity to use personal data to enter into a contract to which you are a party or at your request before entering into a contract
• To pursue our legitimate interests or the interests of a third party
• To comply with a legal obligation
• To protect either your or someone else’s vital interests
• The necessity to process your data for the performance of a task that is carried out in the public interest

PetalBud uses your personal data in accordance with legitimate interests and the applicable data protection laws, in particular, the EU’s General Data Protection Regulation (“GDPR”), UK’s Data Protection Act 2018 (“DPA”), and only as described in this Privacy Policy.

We use personal data to understand your needs and provide a better service, in particular for the following reasons:

1. To provide the requested product or service when you use our Platform, e.g., if you purchase or participate in an event or promotion on PetalBud.com, we will use the contact information you have provided us to communicate with you with regard to any purchases, promotions, advertising, or events.
2. Suppose you or your recipient contact our customer services. In that case, we will use the information provided, including delivery, payment information, or regarding the product you purchased, to assist in resolving a problem or question.
3. We may use the information for internal record-keeping to comply with our legal obligations.
4. To communicate information regarding our products, events, services, and other promotional purposes for our legitimate interests
5. We may use your contact details provided to send marketing communications about similar PetalBud products and services where it is permitted by applicable law (unless you have opted out). Sometimes, we ask for your consent to send you marketing information.
6. We may periodically send out promotional emails about our new products, special offers, or other information which you may find interesting using the email address you have provided. We may personalise this content based on what we believe to be of interest to you for our legitimate interests and, where necessary, your consent.
7. We may use the information to operate, improve and maintain our business, products, and services.
8. We may use personal data regarding how you use our products and services to enhance your user experience and help us diagnose any technical and service problems and administer our Platform.
9. From time to time, we also use your information to contact you by email, phone, or mail for market research for our legitimate interests.
10. We may use the data to customise the Platform according to your interests.
11. We may use the information to send you relevant, personalised communications by post about updates, offers, services, and products. We’ll do this based on our legitimate business interests. You are free to opt out of hearing from us by post at any time by writing to or emailing us at privacy@petalbud.com
12. From time to time, we may use remarketing and behavioural targeting services, where necessary, based on your consent and otherwise for our legitimate interests. To do these, we collect cookies and usage data as described in the “Cookies and Pixel Tags” section. These cookies connect activity on this website or app with select advertising networks.
13. We may use the information for the purposes of fraud detection and prevention and enhancing safety on our website and app for the purpose of our legitimate interests.
14. We may use the information provided to share content on social media if you have provided your social media account credentials.
15. We may use data about how our visitors use our Platform to understand customer behaviour or preferences to better understand and improve product offerings.
16. We may use your personal data in various other ways and will provide you with specific notice of this at the time of collection and obtain your consent where necessary.
17. When functionality allows, you can store memorable occasions in your Account. We may process this data, including the recipient’s names, occasions, and related dates, and send you reminder emails. You may opt out by following the unsubscribe instructions at the bottom of each email we send. The legal bases are to provide you with our services, your consent, and our legitimate interest.
18. If you have subscribed to our newsletter, we will use your email address and, if applicable, your name to send you information about products, promotions, competitions, and news and for customer satisfaction surveys. You will find the unsubscribe link at the end of each newsletter.
19. When you leave us a testimonial, comment, review, or any other contribution, you may share, we may display specific personal data (e.g., post images, photos, and videos) or share details about our services. Your consent is obtained when you submit your testimonial, comment, etc., to us. You can at any time withdraw your consent by contacting us at. Please remember that the personal data you submit is publicly viewable, and do not submit personal data or sensitive information you would not want to be available. The legal basis for processing is our legitimate interest and your consent.

If you make a purchase, your payment will be processed via the payment service providers PayPal, Inc. or Stripe Inc. Payment data will solely be processed through PayPal or Stripe, and we have no access to any Payment Data you may submit. The legal basis for providing a payment system is establishing and implementing the user contract for using the service.

Your data may also be stored in our customer relationship management system (“CRM system”) provided by Engage Bay.

We will not disclose or otherwise distribute your Personal Data to a third party unless it is a) necessary for the performance of our services, for example, with our web host (see below) or with DPD or Royal Mail to deliver your order, b) you have consented to the disclosure for example if you send someone a personal message along with an order, c) if we are legally required to do so, e.g., by court order or if this is necessary to support criminal or legal investigations or other legal investigations or other legal proceedings; as required by law or regulation; d) if PetalBud (or a part of PetalBud) is sold to or merged with another company; e) or to fulfill our legitimate interests.

Where any personal data relates to a third party, you represent and warrant that it is up-to-date, complete, and accurate and that you have obtained the third party’s prior consent for our use, collection, and disclosure of their personal data for the purpose of our legitimate interest.

Sometimes, in order to provide our services, we may be required to share your information with our trusted third-party partners, for example:

1. Our supply and fulfilment partners ensure we can process and complete your order to perform a contract with you and/or our legitimate interests.
2. Service providers processing personal data for business purposes described in Why and How Do We Use Personal Data on PetalBud’s behalf, such as processing credit cards and payments, shipping and deliveries, hosting, management and service of data, distribution emails, analysis, research, analytics, advertising, brand management, product promotions and the administering certain services and features.
3. Our marketing partners in order to offer you services and products that may interest you for our legitimate interests.
4. Our technology partners ensure we can provide a safe and secure site and improve the performance and relevance of our site to you for our legitimate interests.
5. Our customer service platform providers so you can interact with our customer service team for the purpose of the performance of a contract with you and/or our legitimate interests.
6. Our professional services partners in order to comply with our legal obligations.
7. We may also expand our group of companies. In this scenario, we may share your data within our group in order to improve our products and services and because some of our internal support services may be shared across the group. This is in our legitimate interests of cost efficiency and growing our business. Where this occurs, we will post a link to all group companies and their locations in this Privacy Policy. We do not sell your personal data.
8. We will cooperate with all third parties to enforce their intellectual property or other rights. We will also collaborate with law enforcement requests from within or outside your country of residence to comply with our legal obligations or, for the purpose of our legitimate interests, prevent any illegal uses of our Platform or any violations of our Platform’s Terms and conditions and our policies; defend ourselves against third-party claims; and assist in fraud prevention or investigations.
9. To any other third party to whom you have provided your consent.
10. When you use certain social media features on our Platform, you can create a profile that may include personal information such as your screen name, profile picture, and hometown. You can also share content with friends or the public, including information about your PetalBud activity. We encourage you to use the tools provided for managing PetalBud’s social sharing to control what information you make available through PetalBud’s social features.

Occasionally, we may need to transfer your data within our group of companies or to trusted third-party partners in countries outside of the UK to complete the activities listed above. In such an event, we will ensure that those third-party partners comply with all relevant data protection legislation in the UK from time to time. Appropriate safeguards are in place to provide adequate data protection.

We are committed to ensuring your information is secure. To prevent any unauthorised disclosure or access to your information, we have endeavoured to establish suitable procedures to secure and safeguard the information we collect online.

Our website uses SSL or TLS encryption to ensure data processing security and to protect the transmission of confidential content, such as orders, login data, or contact requests you send us.

You can recognise an encrypted connection if your browser’s address line contains an “https://” instead of an “http://” and a lock symbol. If SSL or TLS encryption is activated, third parties cannot read the data you transmit to us.

We have also implemented numerous security measures (“technical and organisational measures”), for example, encryption or need-to-know access, to ensure the most complete protection of Personal Data processed through this website.

Your personal information is retained behind a secure network. It is only accessible by a limited number of people given special access to information appropriate to perform specific jobs and tasks (e.g., customer service), and all communication is confidential. We use a secure server when an order is placed, or your personal data is accessed. All sensitive/credit information supplied is transmitted via Secure Socket Layer (SSL) technology and then encrypted into our databases to only be accessed as stated above.

We retain personal data only for as long as necessary to fulfil the purposes described in this policy unless permitted by law or otherwise required. For example, we may keep your profile information for as long as you keep your PetalBud Account. We may retain your order history longer to comply with our legal obligations.
Despite our efforts, no website, application, or system is completely secure or “hacker-proof.” You can help us to keep your data safe by taking reasonable steps to protect your personal information against unauthorised disclosure or misuse. If we experience a data breach, we will notify all affected individuals whose Personal Data may have been compromised as soon as possible after discovering the breach.

You also have the right to request access to the personal data that we collect. You may also correct your personal data if it is incomplete or inaccurate or delete or restrict your personal data in certain circumstances as provided by applicable law. We do not sell your personal data. We will not discriminate against you in any way for exercising these rights. If your request regarding your personal data cannot be resolved from your account settings, please get in touch with us using the contact details in the contact section.

We will verify your request by asking you to provide information that matches what we have for you on our system or by sending a message to the email address you provided associated with your Account (please ensure you have access to this email account). If you decide to delete your Account, you may create a new account on our Platform at any time.

Managing your content: You may request that your posted User Generated Content on the Platform be removed, but please note that removal may not encompass all possible locations, including when sharing by other users has been initiated before removal.

Log files: Each time a user accesses our website and each time a file is retrieved, data about this process is temporarily processed in a log file. We store the following data for each access/retrieval: a) Date and time of the retrieval (timestamp); IP address of the accessing device or server; b) request details and destination address (protocol version, HTTP method, referrer, User Agent string), c) name of the retrieved file and transferred data volume (requested URL incl. query string, size in bytes) and d) Message as to whether the retrieval was successful (HTTP status code).

Processing: Based on our legitimate interest in a secure website, we store this data to protect against attacks for up to 7 days beyond your visit. This data is analysed and required for legal and criminal prosecution in the event of attacks on communications technology. The data is deleted as soon as it is no longer necessary for the performance of tasks.

Retention and Storage: We retain your Personal Data as described in this Privacy Policy with the purposes and in accordance with the UK’s Statutory Retention Periods and other applicable laws for up to 6 years.
If you have a PetalBud account, you can opt out of receiving PetalBud’s marketing communications by modifying the preferences in your account settings. Alternatively, you can opt-out by following the opt-out or unsubscribe instructions in the message or by contacting us.

This website is not intended to be used by children as they are not eligible for our services. Protecting the privacy of children is very important to us. We do not collect or maintain Personal information from people we know are under 16, and no part of our Site or Service is designed to attract people under 16. Anyone under the age of 16 should not transmit any Personal Data to us without the consent of their parents or legal guardians. We do not request Personal Data from minors and children and do not knowingly collect or pass such data on to our third parties.

Unless specifically required and consent is obtained for a particular service, we do not process data that reveals religious or philosophical beliefs, racial or ethnic origin, political opinions, trade union membership, genetic data, or biometric data.

Our Platform allows you to interact with various other digital products and services. For example, our Platform can integrate with third-party devices for social networks and other digital services.

If you connect your PetalBud Account to a third-party account or device, your privacy rights on the third-party platforms will be subject to their policies. For example, if you choose to share your PetalBud activity on a third-party social media platform, the policies of those platforms govern the data that resides there.
Our Platform may provide links to other (third-party) websites and apps for your convenience or information. Linked sites and apps have privacy notices or policies, which we strongly encourage you to review. To the extent any linked websites or apps are not owned or controlled by us, we are not responsible for their content, any use of the websites or apps, or the privacy practices of the websites or apps.

Hosting: To provide our website, we use the services of Cloudways Ltd., which processes all data to be processed in connection with the operation of this website on our behalf. The legal basis is our legitimate interest.

We are committed to protecting your personal information, and the rights set out in this policy reflect your rights under applicable laws.

Applicable laws for the purpose of this policy include the Data Protection Act 2018, the Privacy and Electronic Communications (EC Directive) Regulations 2013, and the General Data Protection Regulation or GDPR (Regulation (EU) 2016/679) until such time as it might cease to apply in the UK, to the extent applicable, any legislation ratifying or otherwise adopting the GDPR in the UK, and any applicable associated or supplementary data protection laws or regulations.

We recognise that some of our customers are residents of other countries outside the UK. In certain circumstances, local laws of these jurisdictions may, by way of their application, give rights to a customer in respect of the personal data they provide to us. We anticipate that the rights set out in this policy also provide you with such protection in relation to your personal information. Please email us to discuss any additional questions you may have.

You have the following rights to the personal information we hold about you:

The Right to Access
You may also access certain information by logging onto your Account and visiting your account profile. If you request a copy of our information about you, we will provide this free of charge.

The Right to Correct
If the information we have about you needs to be more accurate or complete, you have the right to ask us to correct it. You may also update your information directly by logging onto your Account. If that data has been passed to a third party with your consent or for legal reasons, we can also ask them to rectify it.

The Right to Delete
Also referred to as “the right to be forgotten.” If you want us to erase all your personal data, we will do so unless we have a legal reason to continue to process and hold it.

The Right to Restrict Processing
It is within your rights to ask us to restrict how we process your data. When this happens, we can store your data but not process it further. We may need to keep some data to respect your future request.

The Right to Data Portability
We acknowledge your right to acquire and also to reuse your personal information for your own purposes across services safely and securely without affecting your data’s usability. However, this right only applies to personal data you provided (e.g., the data must be held by us by consent or for the performance of a contract).

The Right to Object
You have the right to object to how we process your data, even if it is based on our legitimate business interests, the exercise of official authority, direct marketing (including data aggregation), and processing for the purpose of statistics.

The Right to Withdraw Consent
If you have given your consent for us to process your data but subsequently change your mind, you have the right to withdraw your consent , and in doing so, we will stop processing your data.

If you wish to exercise your rights, please get in touch with us by mail or email at the address or email listed below. Please include your full name, phone number, and email address associated with your Account and a detailed description of your data request. We will need to verify your identity to process your request.

Our practices and applicable law change over time. We will post these changes on our Platform if we update our privacy policy. We provide you with prior notice if we change how we process your personal data, or where legally required, we will request your consent before implementing changes. We strongly recommend that you read our privacy policy and inform yourself of our practices.

We welcome questions, comments, and concerns about our privacy policy and practices.

If you believe that the information we hold about you is inaccurate or request its rectification, deletion, or object to its processing, please do so by contacting us using the email or address listed below.

To make a Data Subject Access Request, get in touch with us by using the contact details below. Please include your full name, phone number, and email address associated with your Account, along with a detailed description of your data request. We will need to verify your identity to enable us to process your request, and we may call you. We will respond to requests regarding access and correction as soon as reasonably possible. Should we be unable to respond to your request within 45 days, we will tell you why and when we can respond. If we cannot provide you with any Personal Data or make a correction requested by you, we will notify you.

You have the right to complain about our processing of Personal Data to a supervisory authority responsible for data protection. The UK supervisory authority is: The Information Commissioner’s Office (ICO) is located at Wycliffe House, Water Ln, Wilmslow SK9 5AF, UK www.ico.org.uk.

If you wish to provide feedback you have questions or concerns or want to exercise your rights related to your personal data, please get in touch with us by mail at:

PetalBud, Privacy Team, Bourne Enterprise Park, Tunnel Bank, Bourne, Lincolnshire, PE10 0DJ

Email: privacy@petalbud.com