�IMPORTANT INFORMATION�
PLEASE READ, particularly Terms & Conditions. GDPR Policy, Terms & Conditions & General Information
The EU General Data Protection Regulation (GDPR)
The Digital Florist
The General Data Protection Regulation (GDPR) applies from 25th May 2018, when it supercedes the UK Data Protection Act 1998. It expands the rights of individuals to control how their personal data is
collected and processed, and places a range of new obligations on organisations and businesses to be more accountable for data protection. The business benefits of GDPR
• Built customer trust
• Improve brand image and reputation
• Improve data governance
• Improve competitive advantage. UK organisations handling personal data will still need to comply with GDPR, regardless of BREXIT. The GDPR will come into force before the UK leaves the EU, and the Government has confirmed that the regulation will continue to apply. Personal Data
• Name
• Address
• Email address
• Photographs
• IP address
• Location data
• Online behaviour (cookies)
• Profiling and analytics data
Personal data must be processed according to the six data principles:-
• Processed lawfully, fairly and transparently
• Collected only for specific legitimate purposes
• Adequate, relevant and limited to what is necessary
• Must be accurate and kept up to date
• Stored only as long as is necessary
• Ensure appropriate security, integrity and confidentiality
The Digital Florist only communicates with customers via the page inbox or Messenger. The Digital Florist does not store email addresses, and does not email customers. The Digital Florist does not compile mailing lists as no targeted marketing takes place. The Digital Florist collects customer information as needed to fulfil an order. If photographs are sent to appear on an order, they are kept in a secure folder on a PC, which is password protected and only used by The Digital Florist. Once an order is completed (“completed” is when safe receipt has been confirmed), inbox messages are deleted, including any photographs that may have been sent as part of an order, or to appear on an order. Any photographs that were sent as part of an order or to appear on an order, which were copied to the secure folder on the PC, are also deleted. The recycle bin is emptied daily. The Digital Florist does not print any customer information. The Digital Florist does not share or screenshot any customer messages. Accountability and Governance
• Be able to demonstrate compliance with GDPR
The Digital Florist demonstrates this by deleting all data compiled from customers, through messaging the The Digital Florist page, by deleting those messages once a customer order is complete. The Digital Florist only accepts payment via PayPal, who have assured all business users that they too are GDPR compliant, and storage of customer data is kept to a minimum and not shared with any other third party. Lawful Processing
Identify and document the lawful basis for any processing of personal data. The lawful bases are:-
• Direct consent from the individual
• The necessity to perform a contract
• Protecting the vital interests of the individual
• The legal obligations of the business
• Necessity for the public interest
• The legitimate interests of the business
By contacting The Digital Florist and proceeding with an order, you are giving direct consent that The Digital Florist can store your personal data until the order is complete. Any customer queries that do not lead to an order are deleted once a conversation has finished and an order is not forthcoming. If orders are placed for the future, it is mutually agreed that the message thread is kept live until the time comes for order details to be discussed. The order is then processed in the usual way, and messages deleted once the order is completed. PCI Compliance
What is PCI DSS (Payment Card Industry Data Security Standard) and who needs to comply? Consumers are becoming increasingly aware of the dangers of identity theft, and PCI compliance shows that a business has secure procedures in place that keeps customer payment information safe and secure. PCI DSS is a set of 12 requirements that all businesses who handle credit or debit card payments must comply with. It provides a “minimum safety standard”. As a merchant (business) accepting card payments, the business is required to comply with PCI DSS. As a service provider, PayPal is also required to comply with PCI DSS. The Digital Florist does not take payments directly from customers in any form. The Digital Florist only accepts payments via PayPal invoice (Goods & Services). The Digital Florist uses a service provider, PayPal, who are PCI DSS compliant.
�Terms, Conditions & General Information�
All designs are created from scratch for each customer. All floral arrangements and designs are copyrighted to The Digital Florist/Nikki Dancey, and therefore copying them on any item is strictly prohibited. Action will be taken if any designs are copied and/or used elsewhere. Using photographs of my products and implying they are your own is strictly prohibited. Anyone found doing so will be asked to remove them immediately, and failure to do so will result in further action.
1. Pricing. The price includes a bespoke floral arrangement, which will be sent to you for approval, or for reasonable adjustments to be made, and will not be printed until your final approval is received. If you decide you would like a different shaped floral, or change your mind regarding colours which would mean a complete re-design, extra charges will be incurred. No design work is undertaken until a deposit has been paid. Once printed, they cannot be changed or removed. Please ensure that all spellings and details for personalisation are correct, as once printed they cannot be removed or changed. If I make an error with spelling or details, I will replace the item free of charge. The price also includes full personalisation. The price is the same for orders where just wording is applied.
2. Please note that colours will vary due to the different screens (phone/PC/tablet) on which they are viewed. Designs are applied using dye sublimation, to fabric and other substrates. This can also mean a slight change in colour to how a design is viewed on screen, depending on the substrate. Please also note that any white designs/florals will not show as white unless they are printed onto a white substrate/fabric, and on darker fabrics will appear faded/muted. Sublimation is transparent and will take on an element of the colour it is pressed onto. Different types of satin/polyester can also print up differently, and this is out of my control, particularly if the items are sourced from a range/supplier not regularly used. The same applies to prints on candles and other items that are not sublimated. Sublimated garments can also sometimes have faint 'pizza wheel' marks. This is due to the high release inks used to produce the prints, and also due to sublimation paper having a 'soft' coating so that ink transfers to the substrate, meaning it soaks up any small amount of ink on the rollers. Steps are taken to avoid this, by optimising print settings according to the ink and paper manufacturers guidelines. However, pizza wheel marks are not visible on the print, and only appear when the print is pressed onto the garment, so are unavoidable. They are only faint, and cannot be seen from even a short distance, and are beyond my control. They are more likely to happen when black is used for initials and wording. Please ask if you would like a different colour wording to minimise the risk of pizza wheel marking even more. Please also note that the ruffle cami's are not an exact colour match for the thick luxury satin robes. They are available in the same colours, but are not a true match., and are an exact colour match for the ruffle robes only. The satin PJ's and nightshirts are an exact colour match for the thick luxury satin robes. Due to sizing restrictions with different suppliers, to meet your requirements it may be necessary to mix suppliers to obtain your desired sizings. This may result in colour/shade and detailing differences.
3. Payment is made via PayPal Invoice only (Goods & Services). If you do not have a PayPal account, you can check out as a guest. Postage is printed from PayPal, and you must ensure that your correct address is recorded on your PayPal account. If your correct address is not recorded on your PayPal account, I take no responsibility for items posted to a wrong address. It is against PayPal's Terms & Conditions to post to any address other than that held on the PayPal account. It is your responsibility to check the invoice upon receipt and ensure it is correct. I am happy to accept payment in instalments to spread the cost of your order. A deposit of 25% must be paid to secure your order and to order your items in. Payments can be made against the invoice at any time for any amount, so are completely flexible. However, please note that orders are not printed up or applied until the final payment has been made. If you have paid a deposit/made payments against the invoice and your order is ready to be made up, I will ask you for final settlement prior to making up. If final payment is not received in time for me to get your order shipped in time for your Wedding/event, I take no responsibility for it not arriving on time, and no refund will be given. I will send you reminder messages and advise that your order may not arrive in time, and will also advise upgrading postage (at your cost) to a guaranteed service. If you do not upgrade your postage to a guaranteed service, I take no responsibility for your order not arriving in time and no refund will be given.
4. Robe Ordering. I order robes in batches, but usually on a weekly basis, on a Sunday. If robes are not in stock with my suppliers, they order them from the factories in China on a Sunday, unless they are their monthly orders (plus sized lace edge robes and some other lines, in which case they are ordered by the supplier on the first Sunday of the month). If the robes are coming from China, they can take 4-6 weeks to arrive with me, depending on the many different factors around long distance shipping my suppliers may experience. If I haven't received your deposit or full payment, your robes do not go on my order, and will only be ordered on the following Sunday after you have paid your deposit or full payment. Invoices remaining unpaid/without a deposit after one month will be cancelled, unless prior agreement for a delay in payment/deposit has been agreed. Invoice reminders are usually sent weekly.
5. Postage. From time to time I may not know how much your postage will be when quoting your order, due to not knowing the exact dimensions and weight of your order. In this case, I will inform you of the postage charge when I know what it will be, and will invoice separately for that. I only ever charge the flat standard postage rate for your parcel, and postage is quoted without tracking and added protection. If you wish to have your parcel tracked and have protection added, please let me know, and be aware that this will incur additional charges. If a courier is required, I will source the cheapest rate I can by using a comparison site. I am also happy for you to source your own courier and arrange collection from me. Please also note that if you request your order is sent to an address different to the one on your PayPal account, I am not held responsible if your items do not arrive or go missing. Please note that I do NOT ship internationally.
6. Returns and Cancellations. Returns are not accepted. If your order arrives damaged, upon photographic evidence I will discuss replacement as appropriate. You must notify me within 7 days of receiving your order that there is a problem. If I have made a mistake with your order, I will rectify/replace free of charge. If you cancel your order and have not made payment of either a deposit or the full price, I will cancel your invoice. If you cancel your order and have paid a deposit, as long as no designing has taken place and your robes have not been ordered, I will refund your deposit in full. If you cancel your order and I have created your floral and ordered your robes, the deposit is non-refundable. I will also require an email sent to my email address stating that you will not send or give my design to anyone else to use or print. Once the email is received, if you have paid in full you I will refund you minus the deposit. If you cancel your order and I have ordered your robes, and they are not a popular colour (ie navy, maple red, mauve, black, purple, burgundy or other dark colours), the deposit is non-refundable. If you have paid in full I will refund you minus the deposit.
7. Turnaround. Turnaround times are approximately 6-12 weeks, but this can vary. During exceptionally busy times (from April to September) I may need to prioritise orders by Wedding date as opposed to order date, and prioritise designing for fully paid orders above those where the final balance is outstanding. I also work in the NHS, and this can affect turnaround times. If your order is urgent, please discuss with me and I will make it a priority. If you have placed an order, and have any questions or queries, never hesitate to message me. I am extremely busy, both in my day job and my business, and messages get pushed to the bottom of my message thread. I work from weekly lists, but there is a possibility I may forget something, so never worry about messaging or nudging me! If you have already ordered, you can add to your order at any time before your order is sent out. If I have completed and sent your order and you require more items, this will count as a new order with turnaround times as stated above, unless it is an urgent addition, in which case I will prioritise.
8. Garment Care. From time to time, marks can be on your robes from where they were packed/handled in the factory. All items are inspected before pressing and afterwards, but it's possible we may miss a small mark. If you notice any marks on your items, you must notify me within 7 days of receipt and submit photographic evidence. I will advise you to wash the item, which must be done within 30 days of receipt of the item, and if the mark remains I will require the item to be sent back to me. This must be done within 14 days of washing. Once I have received the marked item, I will inspect it and if appropriate, replace the item or issue a refund for that item.
9. Washing. All garments can be washed on a delicate wash, and ironed on a low heat setting, except for the feather trim robes which have to be dry cleaned only. Do not tumble dry. For garments/items where heat transfer vinyl has been applied, these can also be washed on delicate, but please iron inside out and do not tumble dry. Keep all garments away from fire. Cold Cups can only be hand washed - please do not put them in a dishwasher. All other hard items can be hand washed or wiped with a clean cloth.
10. Hangers & slippers. I buy hangers and slippers in bulk, to keep their cost as cheaply as I can. I have used many suppliers in the past, and find it very common for a large proportion of the hangers I buy to either only have one 'good' side, or none at all. I always choose the 'good' side to add your design and personalisation on, but you may find that the other side is either not painted properly, or has marks. This is frustrating for me as I buy them in their 100's, and more often than not, cannot use at least a quarter of them at all. If you would prefer your hangers to have two 'good' sides, please let me know and I will try and source luxury hangers for you. This will however incur extra cost. Slippers are spa slippers and are not intended to be luxury items, to keep costs as low as possible for customers. If you would prefer luxury slippers, please let me know and I will try and source them for you, but please be aware that as these would not be bulk items, and as such pricing would be more and variable.
11. Messaging me. Please be aware that I cannot always respond immediately to messages and enquiries. This is partly due to my NHS day job, three days per week, but also because if I am busy working on making up orders, I am not sat in front of my PC or with my phone in my hand. Orders require concentration and hands on work, which takes time. Please be patient and I will respond to you when I have a spare moment, but always within 24 hours.
