Information We Collect

When you reach out to us for corporate floral arrangements or gift services, we gather information you willingly share. This includes your name, company name, email address, phone number, delivery addresses, and any specific requests for your floral needs. Payment details are also collected when you place orders, though processing occurs securely through our payment partners.

For our corporate clients, we may obtain additional business information such as company registration details, preferred delivery timings, and budget considerations. This helps us deliver a tailored service that aligns with your business requirements.

Our website automatically gathers certain technical information when you visit. This includes your IP address, browser type, device details, and how you navigate our site. We use this data to enhance site performance and understand how clients discover our services.

How We Use Your Information

We primarily use your personal information to fulfill orders and deliver excellent customer service. This includes processing orders, coordinating deliveries, sending order confirmations, and following up to ensure your satisfaction.

• Processing and fulfilling your flower orders and gift arrangements
• Communicating about order status and delivery timelines
• Providing customer support and responding to your inquiries
• Improving our services based on your feedback and preferences
• Sending relevant updates about our services (with your consent)
• Keeping records for business and legal compliance purposes

We also use aggregated, non-personal information to understand market trends and enhance our operations. For example, we might analyze which types of arrangements are most popular during different seasons to better prepare our inventory.

With your explicit consent, we may send information about seasonal offerings, special promotions, or new services that could be of interest to your business. You can opt out of these communications at any time by clicking the unsubscribe link in our emails or contacting us directly.

Information Sharing and Disclosure

We do not sell, rent, or trade your personal information to third parties for their marketing purposes. Your data remains within our business ecosystem and is shared only when necessary to provide our services or to comply with legal obligations.

We collaborate with trusted service providers who help us deliver our services. This includes payment processors, delivery partners, and floral suppliers. These partners are contractually obligated to protect your information and use it solely for the specific services they provide to us.

We may disclose your information if required by United Kingdom law, court orders, or government regulations. This includes compliance with GST regulations, business licensing requirements, and other legal obligations applicable to our operations in London and across United Kingdom.

Data Security and Protection

We take data security seriously and implement multiple layers of protection. Our systems employ encryption for sensitive data transmission, secure servers for data storage, and regular security updates to guard against threats.

Physical security measures protect our office systems, and access to personal information is limited to employees who need it for their work. Our team receives ongoing training on privacy practices and data handling procedures.

Payment information is processed through secure, encrypted systems that meet industry standards. We do not store full credit card numbers on our systems; this information is handled by certified payment processors specializing in secure financial transactions.

While we employ strong security measures, no system is completely risk-free. We continuously monitor and update our security practices to address evolving threats and maintain the highest protection standards possible.

Your Rights and Choices

You have several rights regarding your personal information. You may request to view what data we hold about you, ask us to correct any inaccuracies, or request deletion of your data when legally permissible.

• Access your personal information and understand how we use it
• Request corrections to inaccurate or outdated information
• Ask us to delete your personal information (subject to business and legal requirements)
• Opt out of marketing communications while continuing to receive service-related messages
• Request information about how your data has been shared
• File complaints about our privacy practices

We retain your information only as long as needed for business purposes and legal obligations. Order records are usually kept for accounting and warranty reasons, while marketing preferences remain until you ask us to remove them.

When we no longer require your information, we securely delete or anonymize it. Some data may be kept longer if required by United Kingdom business laws or for legitimate interests like fraud prevention.

Cookies and Website Technology

Our website uses cookies to enhance your browsing experience and to help us understand how visitors use our site. Cookies are small files stored on your device that remember preferences and enable certain website features.

Essential cookies are necessary for our website to function correctly – they enable basic features like navigation and access to secure areas. These cookies do not collect personally identifiable information and are automatically enabled when you use our site.

We use analytics cookies to learn how visitors interact with our site. This helps us identify popular content, optimize page performance, and improve user experience. This information is collected in aggregate form and does not identify individual users.

You can control cookie settings through your browser preferences. However, disabling certain cookies may affect some website features and your overall browsing experience.

Business Transfers and Changes

If Soft Sage Trace undergoes significant business changes such as mergers, acquisitions, or asset sales, your personal information may be transferred as part of the transaction. We will notify you of any such changes and ensure that your information remains protected under privacy standards consistent with this policy.

In the unlikely event that we cease operations, we will ensure that your personal information is either securely transferred to a successor business (with appropriate privacy protections) or securely deleted in accordance with data protection best practices.

Updates to This Privacy Policy

We may periodically update this privacy policy to reflect changes in our practices, services, or legal requirements. When substantial changes occur, we will notify you by email or by posting a notice on our website before the changes take effect.

Minor updates for clarity or administrative adjustments may be made without prior notice. We encourage you to review this policy regularly to stay informed about how we safeguard your privacy.

Children's Privacy

Our services are intended for businesses and adult consumers. We do not knowingly collect personal information from individuals under 18. If we become aware that we have inadvertently collected data from someone under 18, we will promptly delete it from our systems.

Parents or guardians who believe we may have collected information from their child can contact us using the information below, and we will address the matter promptly.

International Data Considerations

Our primary operations are based in United Kingdom, and data is stored and processed within United Kingdom's jurisdiction. However, some of our service providers may process data internationally. When this happens, we ensure appropriate safeguards are in place to protect your information according to applicable privacy laws.

We comply with United Kingdom data protection laws and regulations, including those related to business operations, financial transactions, and customer data handling. Our practices align with evolving privacy standards in United Kingdom's digital economy.