Poplar Privacy Notice

Last Updated: 04/03/2020

Thanks for using Poplar. We know you value your privacy, so we want to take a few moments to explain what information we collect from you and how we use it.

Poplar is a tool to create augmented reality experiences (“Poplar“) which is accessible via https://poplar.studio/ (our “Website“). We make augmented reality content creation simple, quick and affordable. Our augmented reality content creators (“Content Creators“) create engaging, interactive and immersive experiences (each, a “Brief“) for brands (“Brands“).

Since you might be reading this on a mobile device, we will keep it short and give you just a quick summary here. If you want more information, click “Tell me more” under each section. 

  • Who are we? We’re Poplar (“we“, “our” or “us“) and we’re a controller of the personal information collected through Poplar and our Website.

Our full details are FF Poplar Limited registered at 45-47 Clerkenwell Green, London, England, EC1R 0EB and with company number 11563470. 

  • What information do we collect? We collect certain information that directly identifies you (such as your name and email address) when you enter your details when joining Poplar as a Content Creator or submit an enquiry as a representative of a Brand. If you are joining Poplar, we also ask for information relating to your work status and your experience and will ask if you are happy to share your telephone number and your location (at a city level).

    We also collect further information via our Website relating to your interactions with our Website and with Poplar (“Usage Information“). You can disable our collection of some of this information but doing this is likely to have an impact on your experience of accessing Poplar and using our Website.

Personal information you use to join Poplar 

When you join Poplar, we will ask you for your name and email address and for information about your work status and experience. We will also ask you if you are happy to provide your telephone number and your location (at a city level). 

We ask for this information so that we can fulfil our contract with you by confirming to Brands where you have applied for a Brief and by contacting you about Briefs for which you are being considered, or have been chosen.

The legal ground for processing your personal information for this purpose is that the processing is necessary in order for us to perform our contract with you.

We will display your name and experience, and your location (at a city level) if you choose to provide it, in a profile that is visible to all users of Poplar and the Website. The legal ground for processing your personal information for this purpose is that it is within our legitimate interests as an organisation to list the Content Creators using Poplar.

We will also use your name and email address to send emails to you about Poplar. The legal ground for processing your personal information for this purpose is either that the processing is necessary in order for us to perform our contract with you or that it is within our legitimate interests as an organisation to send emails to you about Poplar.

Personal information you use to submit an enquiry as a representative of a Brand

When you submit an enquiry to us as a representative of a Brand, we ask for your name, email address, company name and information about your enquiry.

We ask for this information so that we can fulfil our contract with you by contacting you in relation to Briefs and arranging for Content Creators to fulfil those Briefs. 

The legal ground for processing your personal information for this purpose is that the processing is necessary in order for us to perform our contract with you.

Personal information that we process when you communicate with us

If you contact us using the form at https://poplar.studio/contact-us/ or otherwise, then we may collect personal information such as your name, phone number, email address and contact preferences so that we can resolve any issues you may be having. We use this information to provide you with support. The legal ground for processing this information for these purposes is our legitimate interests in providing quality support.

Usage Information

We collect information from you about your interactions with Poplar and our Website. The types of analytical information we collect include user behaviour (e.g., features used, frequency of use), session length, device state information, device model, location, hardware and operating system (like iOS or Android), and information relating to how Poplar and our Website function. We use this information to improve the quality and functionality of Poplar and our Website; to develop and features that best serve you and others; to maintain the security and integrity of Poplar and our Website and to help identify and fix stability issues and any other usability problems as quickly as possible.

We use aggregated Usage Information (which does not identify individual users) for our own legitimate business interests – to:

analyse usage trends,
administer Poplar and our Website,
debug Poplar and our Website in case of problems;
protect the security or integrity of Poplar and our Website; and
gather demographic information about our user base as a whole (e.g., number of users in a particular country or region), so that we can improve Poplar and our Website.

We use Google Analytics and Hotjar to provide analytics and similar services and to track statistics and user demographics, understand usage of Poplar and our Website, and identify and resolve the root causes of any crashes. Find out more information about Google Analytics and Hotjar

  • Who do we share personal information with? If you are a Content Creator, we will display your name and experience, and your location (at a city level) if you choose to provide it, in a profile that is visible to all users of Poplar and the Website.

    We will also share your personal information with our third party service providers for the sole purpose of them providing their services to us. We have utilised appropriate safeguards to ensure that your personal information will remain protected in accordance with this Privacy Notice.

If you are a Content Creator, we will display your name and experience, and your location (at a city level) if you choose to provide it, in a profile that is visible to all users of Poplar and the Website. We do this so that Brands can see that you are a Content Creator with Poplar and so that you can be considered for fulfilment of Briefs.

We will share your personal information with third-party vendors, consultants and other service providers or partners who are working on our behalf on Poplar and our Website and need access to your information to carry out their work for us. These entities have agreed to maintain the confidentiality, security, and integrity of the personal information they obtain from us, and not to use your personal information for any purpose other than as described in this Privacy Notice or as required or permitted by applicable law.

We may also share your information with other organisations when we believe doing so is necessary or appropriate:

to comply with applicable law or regulation or legal process or to respond to lawful requests of competent legal authorities; 
to exercise, establish, defend or protect our rights or property and our employees, agents, users and other third-parties, including to enforce our agreements and policies and protect against fraudulent, abusive, inappropriate, or unlawful use of Poplar and our Website; 
to protect your vital interests or those of any other person or to protect the safety of Poplar, our users or any third-party; and 
in connection with, or during negotiations of, any actual or proposed merger, sale of company assets, bankruptcy or reorganisation, financing or acquisition of all or a portion of our business to another company, provided that we inform the buyer it must use any of your personal information only for the purposes disclosed in this Privacy Notice.

  • How long do we keep your personal information? We keep the personal information we collect from you as long as we have an ongoing legitimate business need to do so.

If we do have any of your personal information, we keep it for as long as reasonably necessary to fulfil the purposes outlined in this Privacy Notice and in accordance with our retention policies, as applicable, unless a longer retention period is required by applicable laws and/or regulations.

We retain personal information for 5 years from the time of collection and remove it from our systems after this point if the relevant user account is no longer active (classified as a period of 3 years without interaction with our platforms).

  • Where will your personal data be processed? We use international organisations to help us run Poplar and our Website so your personal information may be transferred outside the European Economic Area (EEA). Where this happens, we will make sure that it is protected in accordance with European data protection standards.

We also use international organisations such as Hubspot, Facebook and Amazon Web Services to help us run Poplar and our Website but have taken appropriate safeguards to require that your personal information will remain protected in accordance with this Privacy Notice.

  • What are my rights? You can ask us to access, update and erase any personal information we hold about you. In addition, you can object to the processing of your personal information, ask us to restrict the processing of your personal information or request portability of your personal information. 

    If we have collected and processed your personal information with your consent, you can withdraw your consent at any time. 

    Contact us using the details below if you wish to exercise any of these rights. You also have the right to complain to a data protection authority (such as the ICO in the UK, contact details for data protection authorities in the European Economic Area are available here) about our collection and use of your personal information. For more information, please contact your local data protection authority.

That’s it for now. We hope we’ve answered your most burning questions. If you want to know more, feel free to email us at privacy@poplar.studio. When we update this Privacy Notice, we will take appropriate measures to inform you, consistent with the significance of the changes we make. We will obtain your consent to any material Privacy Notice changes if and where this is required by applicable data protection laws.