Background

(A) Alkaline Solutions Limited trading as popcorn CRM.

(B) popcorn is a provider of CRM and marketing services, in particular, the provision of sales, marketing tools, management information, storage and support.

This policy sets out the information that we are likely to collect from users of popcorn’s website and subscribed services, how we store it and what we use the information for.

If you have any questions about any of the information here, feel free to get in touch with our Data Protection Officer, Simon Washbrook, at data@popcornmail.co.uk

How do we collect information?

We collect information that you provide to us voluntarily when you fill in the forms on our site or subscribe to our services. We also receive information from you when you get in touch with us for assistance or to ask about our services. We may also collect information from you when we contact you regarding sales calls.

We also collect information about your browsing habits and patterns from your computer when you visit our site or open our emails. This information is collected automatically.

We may also receive your information from current subscribers to popcorn’s services who have referred you to us because you have expressed interest in our services.

The data collected is no more than what is needed for popcorn to fulfil the services that have been contractually agreed between both parties and what is in the legitimate interest of carrying out day to day business. popcorn will endeavour to ensure that any information collected is for the sole purpose of providing the best possible service in accordance with the terms and agreement of service.

What information do we collect?

The information we collect depends on how you interact with popcorn CRM and which services or integrations are being used.

Information about our customers and prospective customers

We may collect information such as your name, email address, telephone number, company name, job title and other information that you choose to provide to us when you enquire about, subscribe to or use our services.

We may also collect technical information associated with your use of our website and services, such as your IP address, browser and device information, login and account activity and information about how you interact with our website or platform.

Information stored by our customers within popcorn CRM

As a CRM platform, popcorn enables our customers to store and manage information about their own contacts, leads, prospects and customers. This may include names, email addresses, telephone numbers, company and job information, notes, sales opportunities, communications, activities and other information that our customers choose to store within their popcorn CRM account.

When a customer uses popcorn to send email or other communications, we may also store the contact lists, campaign information and content of those communications within our secure systems for the purpose of providing the service.

Engagement and interaction information

When a contact interacts with an email or WhatsApp communication sent through popcorn CRM, we may collect certain technical and engagement information associated with that interaction. This may include the date and time of the interaction, IP address, approximate location derived from technical information, browser or device information and, where technically available, a device or browser identifier.

Where enabled by the popcorn CRM customer, this information may also be associated with subsequent activity on that customer’s website. This can include pages viewed and other website engagement information and is used to help the customer understand engagement with their communications and website.

This type of engagement information is associated with contacts already held within the relevant customer’s popcorn CRM account rather than being used to create contact records for unidentified website visitors.

Information received through integrations

Because popcorn CRM can connect with third-party services, we may receive information about a customer’s contacts, leads or prospects from services that the customer has chosen to connect to their popcorn CRM account.

For example, where a customer connects LinkedIn Lead Sync, we may receive information voluntarily submitted through LinkedIn Lead Gen Forms. This may include a person’s name, email address, telephone number, company and job information, responses provided through the form and information identifying the relevant form, campaign or lead source.

We may also process account identifiers, authorisation information and other technical information necessary to securely connect and maintain third-party integrations.

Information obtained through an integration is only received where the relevant popcorn CRM customer has chosen to connect and authorise that service.

Access to customer data

Because of the nature of our CRM services, popcorn CRM processes information about our customers’ contacts on behalf of those customers. This information may have been entered directly by the customer, imported by them or received through a third-party service or integration that they have authorised.

popcorn CRM does not access or use the contents of a customer’s CRM data except where necessary to provide the service, maintain security, provide authorised support, comply with legal obligations or carry out processing that the customer has instructed us to perform.

Why do we collect and process this information?

The information that we collect, and process are all necessary to allow us to fulfil our obligations to you.

To provide you with the services you have subscribed to.

As a subscriber, you would need to continually access your account, and receive support when you need it. You would also want us to keep you updated about how our services are working for you and we need to be able do this for you. To allow us to do this, we need information that allows us to identify and contact you such as your name, phone number and email address.

For the legitimate interest of our business. Keeping you informed about our service package and deals through marketing emails are a part of our normal business functions and do not materially impact on your rights, freedoms or interests. For example, if we are offering a deal on the services we provide, we will send that to you via email as an expected part of us running our business. You have the right to object to us processing your data for this anytime you want.

We are also able to process your data because you have consented to us storing and processing this information about you. For example, we send you our monthly newsletter because you said yes when it was offered to you. You have the right to withdraw your consent to this at any time.

How will the data be used?

For those who subscribe to use popcorn’s services, your personal data will be used to customise the software they receive, as well as to send emails regarding the services that they have signed up for. Your personal data will also be used to provide the right support to you to help you achieve your sales and marketing goals.

For anyone who has contacted us for an enquiry, the information provided will be used to get back in touch with a response.

The data that is provided by prospective customers and users of the websites will be used to send target marketing information and a monthly newsletter.

For information gathered through sales calls, the data we have will be used to follow up on these calls and may be used for screensharing (you get to see our screen) so we can show you a demonstration of our software.

When we have your data stored, we may also process it to get in touch with you from time to time to make sure that the data we have on you is accurate and still relevant for our processing.

Linkedin Lead Sync integration 

When a customer enables this integration, popcorn CRM may receive information that an individual has voluntarily submitted through a LinkedIn Lead Gen Form. This may include information such as name, email address, telephone number, company, job information, answers provided through the Lead Gen Form, and information identifying the relevant LinkedIn form, campaign or lead source.

We may also process LinkedIn account identifiers, authorisation information and other technical information required to securely connect and maintain the customer’s authorised LinkedIn integration.

Information received through LinkedIn is used to provide CRM and lead-management services to the popcorn CRM customer who authorised the integration. This may include:

• creating a new CRM contact or updating an existing matching contact;
• recording LinkedIn as the source of the enquiry;
• adding the lead to the customer’s chosen sales pipeline or customer journey;
• creating follow-up activities, tasks and reminders;
• notifying authorised users that a new lead requires attention; and
• enabling the customer to manage and follow up the lead alongside enquiries and customer interactions received through other channels.

The purpose of this integration is to help our customers respond to LinkedIn-generated enquiries promptly and consistently and reduce the risk of leads being missed or lost after their initial enquiry.

A popcorn CRM customer must expressly connect and authorise their LinkedIn account before popcorn CRM can access information through LinkedIn’s APIs. Access is limited to the LinkedIn accounts, Lead Gen Forms and associated information that the customer is authorised to access.

Customers can disconnect their LinkedIn integration and withdraw popcorn CRM’s access to LinkedIn at any time.

popcorn CRM does not scrape LinkedIn, access unrelated LinkedIn member information, or use the Lead Sync API to access a user’s general LinkedIn messages or private conversations.

LinkedIn Lead Sync data is only processed for the purpose of providing CRM and lead-management services to the customer who authorised the integration. popcorn CRM does not sell LinkedIn Lead Sync data or use LinkedIn-derived information to create profiles or databases across unrelated customers.

Who might we share your data with?

In fulfilling our services to you, it might be necessary for us to share your personal data with third parties such as our developers and any sub-processor who work with us to provide support and security.

The data that you collect from your contacts which are stored in our databases might be accessed by our developers, to provide support, or by our email managers who manage servers to send out emails.

Where do we store the data that we collect from you?

The data that you provide for us is securely stored in and backed up by UK-based cloud storage. None of the data that you give us is directly or indirectly stored in hardcopy or on physical hard drives.

The data that you (as a user of Popcorn’s software and platform) collect from your contacts is kept safely in secured databases protected by encrypted passwords and industry-standard security measures.

How long do we keep your data?

We retain personal data for as long as your account remains active with us, and for up to 2 years after your subscription ends or your last interaction with us, unless a longer retention period is required by law or you ask us to delete your data sooner. After this period, your data will be securely deleted or anonymised.

The steps we are taking to keep your info secure

We have procedures in place that comply with UK GDPR to ensure that your data is kept as secure as possible, including but not limited to non-disclosure agreements with third parties and a range of technical and organisational security measures.

Your rights to your personal data

As you may be aware, UK GDPR provides you with a number of rights that you are free to enforce at any time. These are:

1. The right to access – You can ask us for a copy of your information.
2. The right to erasure – You can ask us to delete the data we have about you.
3. The right to rectify – You can ask us to change or correct any inaccurate information we have about you.
4. The right to object – You can ask us to stop using data in a particular way if we have no overriding legal right to process it.
5. The right to restrict processing – You can ask us to limit what processing we do in cases where your data is inaccurate, or you do not want us to delete your data.
6. The right to portability – You can also ask for an electronic, machine-readable format of the electronic data we have about you to be sent to other providers.
7. Rights related to automated decision-making – We do not currently use your personal data to make decisions about you solely through automated means (including profiling) without human involvement. If this changes, you would have the right not to be subject to such a decision where it produces a legal or similarly significant effect on you, and the right to request human review of it.

If you would like to enforce any of these rights, please get in touch by writing to our DPO, Simon Washbrook, at data@popcornmail.co.uk. Any requests that are made will be completed within an agreed time period from the date the request is received.

If you’re unhappy with how we’ve handled your personal data, you also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk.

What happens to the data we have on you when your subscription ends?

If you end your subscription to popcorn’s services, you will no longer receive updates about your account and your data may be marked for deletion in line with the retention period set out above. However, if you had consented to receiving the monthly newsletter and marketing information from us, we will hold on to your data to continue to send you this, until you withdraw that consent.

If you do not want your data deleted, you can contact us to restrict processing but still store your details.

Release Date: 25th May, 2018 Last Reviewed: 13th August, 2026