Flowers from the Farm Ltd is committed to protecting personal data. This privacy statement describes why and how we collect and use personal data and provides information about your rights. This privacy statement applies to personal data provided to us, both by you and by third parties.
When collecting and using personal data, our policy is to be transparent about why and how we process personal data.
Who we are:
Flowers from the Farm 7 Bournemouth Road, Chandler’s Ford, Eastleigh, England, SO53 3DA is a not for profit organisation and a limited company registered in England and Wales (07541733). FftF is the ‘data controller’ of the personal data we collect about you and is subject to the Data Protection Act 2018, and the UK General Data Protection Regulation (the UK GDPR).
Flowers from the Farm also operates and manages British Flowers Week. This Privacy Statement also applies to data collected as part of that event.
How we process your data:
To find out more about our specific processing activities, please go to the relevant sections of this statement. Please note that more than one of the sections listed below may apply to you. We therefore would encourage you to read all relevant sections.
Members:
• Membership administration and relationship management
• Regions
• Task & Finish Groups
Non-Members:
• Trade sponsors, exhibitors and advertisers (‘Trade Suppliers’)
• Speakers at FftF events and conferences
• Individual involved in British Flowers Week
• Business suppliers
• Others who contact us
• Visitors to our website
Why do we use your information?
We have set out in each of the processing sections common uses of your information. We will only use your personal information when the law allows us to do so. Although in limited circumstances we may use your information because you have specifically consented to it, we generally use your information in the ways set out in this notice because:
• We need to perform a contract we have entered into with you.
• We need to comply with a legal obligation.
• It is necessary for our legitimate interests (or those of a third party) and your interests and rights do not override those interests.
• We need to protect your interests (or someone else’s interests) or where it is needed in the public interest (although these circumstances are likely to be rare).
We will only use your personal information for the purposes for which we collected it as set out in this privacy statement, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis that allows us to do so.
How long will we keep information about you?
We have set out in each of the processing sections, details of how long we generally keep your information. In some circumstances, it may be necessary to keep your information for longer than that to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from
unauthorised use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal requirements.
Where we consider there to be a risk that we may need to defend or bring legal claims, we may retain your personal information as necessary for our legitimate interests in ensuring that we can properly bring or defend legal claims. We may also need to share this information with our insurers or legal advisers. How long we keep this information for will depend on the nature of the claim and on how long we consider there to be a risk that we will
need to defend or bring a claim. In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to
you.
Your rights
Data protection law gives you a number of rights when it comes to personal information we hold about you. The key rights are set out below. More information about your rights can be obtained from the Information Commissioner’s Office (ICO).
Under certain circumstances, by law you have the right to:
▪ Be informed in a clear, transparent and easily understandable way about how we use your personal information and about your rights. This is why we are providing you with the information in this notice. If you require any further information about how
we use your personal information, please let us know.
▪ Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
▪ Request correction of the personal information we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
▪ Request erasure of your personal information. This enables you to ask us to delete or remove personal information unless there is good reason for us continuing to process it (for instance, we may need to continue using your personal data to comply
with our legal obligations). You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
▪ Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to us using your information on this basis and we do not have a compelling legitimate basis for doing so which overrides your rights, interests and freedoms (for instance, we may need it to defend a legal claim). You also have the right to object where we are processing your personal information for direct marketing purposes.
▪ Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
▪ Request the transfer of your personal information to another party where you provided it to us and where we are using it based on your consent, or to carry out a contract with you, and we process it using automated means.
▪ Withdraw consent. In the limited circumstances where we are relying on your consent (as opposed to the other bases set out above) to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate interest in doing so.
▪ Lodge a complaint. If you think that we are using your information in a way that breaches data protection law, you have the right to lodge a complaint with your national data protection supervisory authority (if you are in the UK, this will be the
ICO).
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal information, withdraw your consent to the processing of your personal information or request that we transfer a copy of your personal information to another party, please contact us. Our contact details are set out below. No fee is usually required. You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
What we may need from you.
We may need to request specific information from you to help us understand the nature of your request, to confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another
appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
Timescale.
Please consider your request responsibly before submitting it. We will respond to your request as soon as we can. Generally, this will be within one month from when we receive your request but, if the request is going to take longer to deal with, we will let you know.
Where we will store your information.
We will take all steps reasonably necessary to ensure that your personal information is treated securely and in accordance with this privacy statement. Our administration office is in Ross-on-Wye (Herefordshire, UK) and our data centre is also located in the UK.
We use Mailchimp as our data processor for newsletters and are signed up to the Mailchimp EU/EAA data processing agreement allowing for information to be securely transferred to the USA.
Sharing your information.
As part of the administration of our relationship with you, and to you provide you with the associated benefits and services, personal data collected about you may be shared with the following groups:
▪ FftF employees, volunteers and others under our direct authority, all of whom will be required to use your personal data only in accordance with our instructions.
▪ Our contractors, who are also required to use your data only in accordance with our instructions and, as relevant, with other appropriate contractual protections and to keep that data secure: These include our administrative services contractor and our
website providers.
Additionally if you:
▪ are a Conference sponsor, exhibitor or speaker, we may share your details with our PR and media representatives for Conference publicity.
▪ submit an event or blog to our website we may share your details with our PR and media representatives to promote Flowers from the Farm or British Flowers Week.
We may need to share your personal information with other third-party service providers (including contractors and designated agents) so that they can deliver services to you on our behalf. For example, if you are attending a catered for event your dietary needs and name may be shared with the venue provider for catering purposes.
We may also share your personal information with other third parties if we are under a duty to disclose or share your personal information in order to comply with any legal obligation, or in order to enforce or apply our agreements with you, or to protect the rights, property, or safety of us, our customers, or others or where we have another legitimate interest in doing so. This may include exchanging information with other companies and organisations for the
purposes of fraud protection and credit risk reduction.
All our third-party service providers are required to take appropriate security measures to protect your personal information. Where third parties process your personal information on our behalf as “data processors” they must do so only on our instructions and where they have agreed to treat the information confidentially and to keep it secure.
Data Security
We have put in place appropriate internal security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those FftF volunteers, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. We have also put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where necessary.
Changes to this Privacy Statement.
Any changes we make to our privacy statement will be posted on the privacy statement page of our website and, where appropriate, notified to you by e-mail or otherwise. Please check back to see any updates or changes to our privacy statement. This privacy statement was last updated on [8th April 2025].
Contacting Us.
If you have any queries about this Privacy Statement or how we process your personal information or if you wish to exercise any of your rights under applicable law, please contact us:
▪ by email: compliancelead@flowersfromthefarm.co.uk
▪ by post: Flowers from the Farm, Katepwa House, Ashfield Park Avenue, Ross-on Wye, HR9 5AX.
Our Specific Processing Activities
Our policy is to collect only the personal data necessary for agreed purposes and we only ask for personal data where it is needed for those purposes.
We do not sell your personal data.
Personal data will be retained by FftF for as long as it is necessary for the purposes set out below.
Members Membership Administration and Relationship Management
How we collect your information
We collect your personal data in various ways:
▪ Directly from you when you make an initial application for membership or on renewal
▪ When you take part in FftF organised events or activities, such as Conferences
The types of information we collect. We collect the following types of personal data about you:
▪ Contact details (name, postal addresses, telephone numbers and email address)
▪ Membership History
▪ Event records. When you take part in Conferences Where appropriate, we may also collect other information about your attendance, this may include dietary needs and any feedback you have provided on the event;
▪ Information about your engagement with FftF for example if you volunteer for a role or Task & Finish Group
▪ Your communication and contact preferences
▪ Financial information – We do not store your bank details (for your membership direct debit), or credit card details for payments made via the website as we use third party payment providers.
All information we hold about you is available for you to edit in your profile when you log on to our website and you have full control to make this publicly available (or not) depending on the information entered
How we use personal information
Your personal data collected and processed by us is used for the following purposes:
▪ Administration of our membership records and our relationship with you, in line with our legitimate interests which include to:
a. support and promote the interests of FftF and of our membership
b. encourage and promote the professional skills of our members
c. communicate to membership information as may be deemed useful
d. encourage and facilitate networking between members.
▪ Fulfilling contracts you enter into with us for the supply of goods or services, for example attending a Conference.
▪ Where we have your consent to do so, sending you marketing communications by email, about membership benefits, events and activities organised by the Society or by others which we think may be of interest to you, including tailoring our messages
to you to ensure our marketing messages are relevant to you.
Communicating with you
You have the opportunity unsubscribe from email newsletters every time we contact you. We will always act upon your wishes about the newsletters you want to receive from us. If you exercise your right to unsubscribe, you can choose to re-join our email
communications list at any time by contacting adminsupport@flowersfromthefarm.co.uk.
There are, however, some communications that we need to send to you regardless of your marketing preferences. These administrative communications are necessary as part of our legitimate interests as a membership body, or to fulfil our contract obligations to you. Examples of these types of communication include sending you:
▪ membership mailings such as your renewal notification
▪ transaction notifications and payment receipts
▪ AGM notices to our members.
Where you have elected not to receive email communications, we may send you administrative communications by post.
We may also communication with you via a closed Facebook and/or WhatsApp group if you have agreed to join such a group.
How long we keep your information
In the absence of other specific legal, regulatory, or contractual requirements, we retain your membership records and other documentary information created during your membership for a period of up to 7 years after your membership ends, or your last interaction with us, if later, for accounting, tax, and record keeping purposes. After this time, except as noted below, data on your membership record is deleted or, if the data is required for statistical purposes, we will anonymise your personal information so that it can no longer be associated with you. We continue to hold Members’ names and addresses for a period of ten years after membership ends to comply with Companies Act requirements relating to the Register of Members (as each member of Flower from the Farm is in effect a shareholder).
Regions
When you become a member we will share your contact information including your name, membership details and email address with the Regional Co-ordinator for the Region you select.
How we use personal information:
In line with our legitimate interests, your personal data may be used within the Region for the following purposes:
a. to support and promote the interests of FftF and of our membership
b. to encourage and promote the professional skills of our members
c. encourage and facilitate networking between members.
Communicating with you
We will communicate with you via email, and/or via a closed Facebook and/or WhatsApp group if you have agreed to join such a group.
How long we keep your information
We will only hold your personal contact details at regional for as long as you are a member of FftF. The administrative records about your participation in the group and communications between you and the Region may be retained for up to a year after you leave FftF.
Task & Finish Groups
You may choose to join one or more Task & Finish Groups. When you join a such a group we will collect information about you such as:
• Contact and communication information including your name and email address.
• Records of communications and interactions you have with the Cluster Group
How we use personal information:
In line with our legitimate interests, your personal data may be used within the Task & Finish Group for the following purposes:
a. to enable discussions about the issue the Task & Finish Group has been created to resolve
Communicating with you
We will communicate with you via email, and/or via a closed Facebook and/or WhatsApp group if you have agreed to join such a group.
How long we keep your information
We will only hold your personal contact details at regional for as long as you are a member of the Task & Finish Group. The administrative records about your participation in the group and communications between you and the Task & Finish Group may be retained for up to a year after you leave the Group or the Group closes.
Non-Members
Trade sponsors, exhibitors and advertisers (‘Trade Suppliers’)
How we collect your information
We collect your personal data in various ways:
▪ when you contact our office or when you attend an event organised by us
▪ when you agree to sponsor or exhibit at an event
The types of information we collect
We may collect the following types of personal data about you:
▪ Contact and communication information including your name, employer name, contact title, phone, email and postal address and other business contact details and where appropriate your communication preferences.
▪ Records of communications and interactions we have had with you
▪ Certain other information which you provide for example when you take part in one of our events, this may include dietary needs and any feedback you have provided on the event.
▪ Financial information – We do not store credit card details where payments are made via the website, as we use third party payment providers.
How we use personal information
Your personal data collected and processed by us may be used for the following purposes
▪ Fulfilment of our sponsorship, exhibitor or advertising agreements with you
▪ Administration of our relationship with you, in line with our legitimate interests which include to:
a. to support and promote the interests of FftF and of our membership
b. to encourage and promote the professional skills of our members
c. communicate to our membership information as may be deemed useful.
▪ Administering, managing, and developing our business and services to our members
▪ Unless you have asked us not to, providing you with information about FftF events (such as our Conferences), and other opportunities, services or products that we consider will be of interest to you.
Communicating with you
You have the opportunity unsubscribe from email communications whenever we contact you. We will always act upon your wishes about the marketing communications you want to receive from us. We will always act upon your wishes about the newsletters you want to receive from us. If you exercise your right to unsubscribe, you can choose to re-join our email communications list at any time by contacting adminsupport@flowersfromthefarm.co.uk.
There are, however, some communications that we need to send to you regardless of your marketing preferences. These administrative communications are necessary as part of our legitimate interests or to fulfil our contract obligations to you. This includes communications about any current sponsorship, exhibitor, advertising or other agreement we have with you, including transaction notifications and payment receipts.
If you are attending a catered for event, your dietary needs and name may be shared with the venue provider for catering purposes.
How long we keep your information
In the absence of other specific legal, regulatory or contractual requirements, we will retain records and other documentary information created during our relationship with you for a period of up to 7years after your last interaction with us, for accounting, tax and the Society’s record keeping purposes.
Speakers at FftF Events
How we collect your information
We collect your personal data as part of our arrangements with you to speak at one of our Conferences.
The types of information we collect
We may collect the following types of personal data about you:
▪ Contact and communication information including your name, employer name, job title, phone, email and postal address and other business contact details
▪ Records of communications and interactions we have had with you.
▪ Financial details for payment processing purposes.
▪ Your profile for our event publicity.
▪ Where applicable we will also collect details of any guests accompanying you, and if you are attending a dinner, dietary needs for you and any guests.
How we use personal information
Your personal data collected and processed by us may be used for the following purposes
▪ Administering, managing, and developing our business and services to our members.
▪ Administration of our relationship with you, in line with our legitimate interests which include to:
a. to support and promote the interests of FftF and of our membership
b. to encourage and promote the professional skills of our members
▪ Fulfilment of our agreements with you.
▪ Communicating with you
We will normally communicate with you by email as part of our legitimate interests or to fulfil our contract obligations to you, for example communications about our current agreement with you. We may send you promotional emails about the event you are involved in as an event speaker.
How long we keep your information
We may retain details of your name and profile for a period of up to 15 years for the purposes of administering, managing, and developing our business and services to our
members. In the absence of other specific legal, regulatory or contractual requirements, we will retain the records and other documentary information created during our relationship with you for a period of up to 7 years after your last interaction with us, for accounting, tax and the
Society’s record keeping purposes.
Business Suppliers
How we collect your information
We collect personal data about our suppliers directly from our suppliers. The types of information we collect
We will collect the following types of personal data about our suppliers,
▪ Contact and communication information, including any subcontractors and individuals associated with our suppliers and subcontractors.
▪ Financial information for payment processing purposes.
▪ Information about our engagement with you including transaction records and any communications with FftF.
How we use personal information
We use the information we collect and process about you in order to manage our relationship and contract with you and as part of our legitimate interests for administering, managing, and developing our business and services to our members.
Communicating with you
We will communicate with you via email for administrative purposes. We do not send you marketing emails in your role as one of our business suppliers.
How long we keep your information
In the absence of other specific legal, regulatory or contractual requirements, we will retain your records and other documentary information created during our relationship with our suppliers for a period of up to 7 years after your last interaction with us, for accounting, tax and record keeping purposes.
Others who get in touch with us
We may collect personal data when you contact us with an enquiry, comment or feedback. This might be via our website, or in person at an event, for example at a Show. We will collect personal details to enable us to process and respond to you, such as you name, contact details and contents of the communication. In these cases, you are in control of the personal data shared with us and we will only use the data for the purpose of responding to the communication.
Visitors to our websites
When you visit our websites, our web server will record technical information such as the IP address of the network you are connecting from, along with your web browser details, operating system and platform, pages visited. We have implemented Google Analytics, which makes use of “cookies” in order to provide statistics on visitor numbers and interaction, so that we understand how our websites are being used and where we can make improvements. Please see the Cookie Policy on our website for further details.
Please note that the Flowers from the Farm is not responsible for the content or privacy practices of third-party websites to which the Flowers from the Farm web site may link.