Most visitors to our company website are customers or prospective customers of Poppulo, and the data collected is for our own use. In this sense, Poppulo is the data controller of this information.
Browsing the website
As an anonymous visitor to our website we collect no personally identifiable information about you. We use temporary third party Google Analytics or HubSpot cookies to collect an anonymous record of your site page views and to recognise return visits (also anonymously) using a unique cookie that Google Analytics or HubSpot stores in your browser.
We use the collected page-view information to understand how visitors use the website and to help us improve access to its information and functionality.
Submitting website forms
We have a number of (entirely optional) data collection forms on the company website. These include the forms used by customers to “Book a Live Demo” or for example the “Contact Us” form.
If you submit your details on the Request a Free Trial form, Book a Demo form, Contact Us form, or any other similar form we may implement in the future, we will save your personal details in our Customer Relationship Management (CRM) database.
We also record this activity with a temporary third party Google Analytics or Hubspot cookie to provide a best estimate of where you came from before you visited the Poppulo website e.g. a Google advertisement, Adcampaign, a search listing, or an external link to our site.
When you register for a Free Trial via that form, we ask you to choose a password, and we then record an encrypted copy of this. We do not know your password, and it is entirely your responsibility to keep it secret and to ensure your account is accessed only by authorized individuals.
Other information submitted via the Free Trial form will be stored in our CRM system, and used by our sales or support people to make contact in relation to your request for a demo, trial or other inquiry. We may use your information to contact you again in future if we believe we have an offer that may be relevant to you. We may also analyze collected contact information in aggregate form to better inform our future marketing efforts. We record your origin to allow us analyze the effectiveness of our marketing and search engine optimization efforts.
Subscribing to communications
We have a number of (entirely optional) subscription forms on our company website. These include, for example, subscribing to a newsletter which we call the Business of Email.
When you subscribe to the Business of Email we record and save your email address, whether you are a customer or prospective customer, in addition to your format preference. This data is used only to enable us to send you a bimonthly issue of the newsletter in your preferred format.
Poppulo tracks email ‘opens’ using an invisible 1×1 pixel- unique image that is placed in each email sent by our system i.e. not a cookie. These 1×1 pixel tags enable us to send email messages in a format customers can read, and they tell us whether mail has been opened. We may use this information to reduce or eliminate messages sent to customers. We use temporary session cookies in microsites, which are necessary for the operation of the system.
If you receive the HTML formatted version of the newsletter and your email client is configured to download images, we will be notified each time you open the email, and this information will be saved with your subscriber record. We also record your clicks on links in the newsletter and in the companion website with your subscriber record.
Issues of the newsletter may carry a survey and if you respond your answers are saved with your subscriber record and are used to prevent multiple entries by an individual.
We use the stored open, click and survey information in aggregated form to give us an indication of the popularity of the content and to help us make decisions about future content and formatting. We may also use the information to publish more relevant content to individual newsletter readers in future issues.
You may cease receiving our newsletters at any time by using the Unsubscribe link included in every issue sent. Your email address may be retained to ensure you no longer receive communications, unless you choose to actively re-subscribe.
Commenting on our blog
When you comment on our blog, cookies are sometimes used. For example, so that you won’t need to retype all your information when you want to leave another comment.
Using our SaaS platform
If you wish to become a paying client of Poppulo, we will request sufficient additional contact and other information such as billing details from you to allow us provide a contract-based service to you. This information will be used solely to enable the provision of our email newsletter publishing service to you.
When you use the Poppulo system, we record a log of all significant actions taken by you while logged in, together with related information such as browser and OS type, and IP address. We use this information to estimate system load, and to plan for system and product enhancements. The information can also be used to allow us to investigate incidents such as those involving compromised login credentials.
Data storage and sharing
Personal information, as collected on our company website, is securely stored in our servers and the servers of selected third-parties (like Google and Hubspot). We will never share personal information with other third parties, except where we are required to do so by law.
We and our providers employ industry-accepted levels of security on all data storage and transmission. This includes the use of HTTPS/TLS (Transport Layer Security encryption) when interacting with secure areas of our website, and SMTP/TLS (email encryption) when interacting via email. Personal information stored on any portable media (for example portable backup media or laptops) is subject to FDE encryption (Full Disk Encryption).
Your contact, billing and other details will never be shared or stored with third parties, except where we are legally obliged to do so, or where we make use of an external service to operate some aspect of our business, such as credit card processing, or CRM. In such instances, the storage of your data on third party systems will be solely for the purpose of operating our business to provide you with the contracted service, and never for the direct benefit of the third party, who will never have any other right of use to your data.
Where we make use of an external service in this way, we will require the same commitment to the protection of your data as we ourselves implement.
We retain personal information only as long as required to fulfil the purpose for which it was collected as outlined in this policy, or as long as we are legally obliged to do so.
You may request a copy of any personal information we may hold about you. You can do this by using the contact details at the end of this policy. You may request that any incorrect data be amended, or alter your communications preferences at any time. Your requests for this type of access or amendment will be subject to the relevant data protection legislation.
Last updated: September 2017