Effective Date: [18th March 2025]
Last Updated: [18th March 2025]
PLEASE READ THESE TERMS CAREFULLY
By clicking “Accept” or by using the Poppy software system (“System”) and services you agree to these Terms of Use, which form a legally binding agreement between you (“User”) and Poppy Ai Limited, (Company Number 16219557) registered at 111 Buckingham Palace Road, London, England, SW1W 0SR (“Company,” “we,” “us,” or “our”).
If you do not agree to these terms, you must not install, access, or use the System or Services.
1. Who We Are and What This Agreement Does
We, a company registered in England, license you to use:
Poppy is a mobile and web-based software system, including any updates or supplements.
Any related documentation (“Documentation”).
The AI-powered email review, summarisation, and response generation service (“Service”).
Your use of the System and Services is governed by these Terms, along with:
Our Privacy Policy [https://www.hirepoppy.ai/privacy-policy]
Our Cookie Policy.
If you purchase additional features, separate Terms of Sale may apply.
Integration with Third-Party Services
Access to Gmail, Google Services, and Other Third-Party Applications
To provide the Services, the System requires integration with third-party platforms, including but not limited to:
Gmail and related Google services (e.g., Google Calendar, Google Drive, and Google Workspace)
Third-party AI models and cloud computing providers
Other services necessary to enhance functionality and user experience
By using the System, you expressly authorise us to:
Access and retrieve emails, attachments, and metadata from designated Gmail accounts, based on user-specified preferences.
Process calendar events and related scheduling data to generate summaries, reminders, and notifications.
Transmit and analyse content through third-party AI models to improve response accuracy, tone adaptation, and automation.
Compliance System Third-Party Terms
Your use of the App must comply with the terms and conditions of Gmail, other email providers, Google Workspace, and any other third-party services integrated with the App. This includes, but is not limited to:
Google API Services User Data Policy
Gmail’s Acceptable Use Policy
Any applicable app store policies (e.g., Apple App Store, Google Play Store, other email providers)
We do not assume responsibility for any restrictions, limitations, or policy changes imposed by third-party providers that may impact the functionality of the System.
Security & User Consent
By using Poopy you are consenting to personal data connected to the System being shared to any third-party service required for Poppy to function.
Users may revoke access to Gmail and other linked services at any time via their Google account settings or within the System; however, this will result in the Services becoming unavailable.
Data Processing & Storage
Data retrieved from Gmail and other third-party applications may be processed, stored, and used to generate AI-powered summaries and responses.
Some data may be transmitted to third-party AI models for processing, in compliance with our Privacy Policy [https://www.hirepoppy.ai/privacy-policy].
We do not sell, share, or disclose Gmail content to unauthorised third parties.
Operating system requirements
The System requires an internet-enabled device capable of accessing web-based email services such as Gmail or other supported email providers. For the best experience, we recommend using a device that supports the latest version of a modern web browser (e.g., Chrome, Safari, Edge, or Firefox) and has sufficient memory and processing power to run web applications efficiently.
Support for the System and how to tell us about problems
Support
If you want to learn more about the System or the Service or have any problems using them please email our customer service team at support@hirepoppy.ai.
Contacting us (including with complaints)
If you think the System or the Services are faulty or misdescribed or wish to contact us for any other reason please email our customer service team at support@hirepoppy.ai.
How we will communicate with you
If we have to contact you we will do so by email and/or by SMS and/or via the System using the contact details you have provided to us.
How you may use the System, including how many devices you may use it on
In return for your agreeing to comply with these terms you may:
• access and use the Poppy system to manage school-related emails by filtering irrelevant content and delivering personalised summaries and notifications tailored to your child’s needs, in accordance with these terms.
• use Documentation we provide to support your permitted use of the System and the Service.
• receive and use any free supplementary software code or update of the System incorporating "patches" and corrections of errors as we may provide to you.
You must be 18 or over to accept these terms and use the System.
You may not transfer your licence to use the System to someone else unless stated in settings
We are giving you personally the right to use the System and the Service. Whilst you may have sharing rights with one other parent/guardian/user, you may not otherwise transfer your licence to use the System or the Service to someone else, whether for money, for anything else or for free.
If someone else owns the phone or device you are using
If you are using the System via a phone or other device not owned by you, you must have the owner's permission to do so. You will be responsible for complying with these terms, whether or not you own the phone or other device.
We are not responsible for other websites you link to
The System or any Service may contain links to other independent websites which are not provided by us. Such independent sites are not under our control, and we are not responsible for and have not checked and approved their content or their privacy policies (if any).
You will need to make your own independent judgement about whether to use any such independent sites, including whether to buy any products or services offered by them.
We may transfer this agreement to someone else
We may transfer our rights and obligations under these terms to another organisation. We will always tell you in writing if this happens and we will ensure that the transfer will not affect your rights under the contract.
You need our consent to transfer your rights to someone else
You may only transfer your rights or your obligations under these terms to another person if we agree in writing.
User Eligibility
To use the System and Services, you must:
Be at least 18 years old (or the legal age in your jurisdiction).
Have the legal authority to enter into this agreement.
Your Privacy
We value your privacy and handle your data in compliance with applicable laws, including UK GDPR, EU GDPR, and CCPA. Please review our Privacy Policy [https://www.hirepoppy.ai/privacy-policy] to understand how we collect, use, and share your personal data.
License Grant & Restrictions
License Grant
Subject to compliance with these Terms, we grant you a limited, non-exclusive, non-transferable, revocable license to:
Download, install, and use the System.
Access and use the Services for personal use.
License Restrictions
You agree that you will:
except in the course of permitted sharing, not rent, lease, sub-license, loan, provide, or otherwise make available, the System or the Services in any form, in whole or in part to any person without prior written consent from us;
not copy the System, Documentation or Services, except as part of the normal use of the System or where it is necessary for the purpose of back-up or operational security;
not translate, merge, adapt, vary, alter or modify, the whole or any part of the System, Documentation or Services nor permit the System or the Services or any part of them to be combined with, or become incorporated in, any other programs, except as necessary to use the System and the Services on devices as permitted in these terms;
not disassemble, de-compile, reverse engineer or create derivative works based on the whole or any part of the System or the Services nor attempt to do any such things, except to the extent that (by virtue of sections 50B and 296A of the Copyright, Designs and Patents Act 1988) such actions cannot be prohibited because they are necessary to decompile the System to obtain the information necessary to create an independent program that can be operated with the System or with another program (the “Permitted Objective”), and provided that the information obtained by you during such activities:
is not disclosed or communicated without the Licensor's prior written consent to any third party to whom it is not necessary to disclose or communicate it in order to achieve the Permitted Objective; and
is not used to create any software that is substantially similar in its expression to the System;
is kept secure; and
is used only for the Permitted Objective;
comply with all applicable technology control or export laws and regulations that apply to the technology used or supported by the System or any Service
Service Availability & Updates
From time to time, we may automatically update the System and change the Service to improve performance, enhance functionality, reflect changes to the operating system or address security issues.
We reserve the right to:
Modify or discontinue any feature of the System or Services.
Update the System for security, legal, or functional improvements.
If you fail to permit updates, certain functionalities may become unavailable.
Data Processing & AI Evaluation
By using the System, you acknowledge that:
The AI will analyse designated emails and attachments to generate summaries and responses.
Your data may be used on a limited basis to evaluate and refine prompts for user-facing features (in compliance with privacy laws). We do not maintain any generalised or custom AI/ML model that trains on user data.
We do not retain any generalised “training data” indefinitely. We only keep a minimal set of evaluation data for as long as is necessary to refine prompt performance. If you do not wish your data to be used for prompt evaluation, you may opt-out by contacting support@hirepoppy.ai before using the Service.
You may opt out of data usage for prompt evaluation by contacting us at support@hirepoppy.ai before using the Service.
For full details, please refer to our Privacy Policy [https://www.hirepoppy.ai/privacy-policy].
Third-Party Services & Integrations
Our System integrates with Gmail and third-party AI models.
Third-party terms may apply (e.g., Google’s API Terms of Service).
We are not responsible for third-party content or services. Third-party services such as Gmail and Google API access are subject to change. We are not responsible for any disruptions caused by third-party providers altering their policies, pricing, or access permissions
Acceptable Use Policy
You must NOT:
use the System or any Service in any unlawful manner, for any unlawful purpose, or in any manner inconsistent with these terms, or act fraudulently or maliciously, for example, by hacking into or inserting malicious code, such as viruses, or harmful data, into the System, any Service or any operating system;
infringe our intellectual property rights or those of any third party in relation to your use of the System or any Service, including by the submission of any material (to the extent that such use is not licensed by these terms);
transmit any material that is defamatory, offensive or otherwise objectionable in relation to your use of the System or any Service;
use the System or any Service in a way that could damage, disable, overburden, impair or compromise our systems or security or interfere with other users; and
collect or harvest any information or data from any Service or our systems or attempt to decipher any transmissions to or from the servers running any Service.
Violating these rules may lead to account suspension or termination.
Intellectual Property Rights
All intellectual property in the System and Services belongs to us or our licensors.
You do not acquire ownership of any content, AI-generated text, or software generated in your use of the System, the Documentation and/or the Services.
If you provide feedback, we may use it without compensation to you.
Disclaimers & Limitations of Liability
No Warranties
The System and Services are provided “as is” and “as available”, without warranties of any kind.
We do not guarantee:
The AI will always generate accurate responses.
The System will be error-free or uninterrupted.
Any specific outcomes from using the Service.
Our responsibility for loss or damage suffered by you
We are responsible to you for foreseeable loss and damage caused by us. If we fail to comply with these terms, we are responsible for loss or damage you suffer that is a foreseeable result of our breaking these terms or our failing to use reasonable care and skill , but we are not responsible for any loss or damage that is not foreseeable. Loss or damage is foreseeable if either it is obvious that it will happen or if, at the time you accepted these terms, both we and you knew it might happen.
We do not exclude or limit in any way our liability to you where it would be unlawful to do so. This includes liability for death or personal injury caused by our negligence or the negligence of our employees, agents or subcontractors or for fraud or fraudulent misrepresentation.
We are not liable for business losses. The System is for domestic and private use. If you use the System for any commercial, business or resale purpose we will have no liability to you for any loss of profit, loss of business, business interruption, or loss of business opportunity.
Limitations to the System and the Services. The System and the Services are provided for general information purposes only. They do not offer advice on which you should rely. You must obtain professional or specialist advice before taking, or refraining from, any action on the basis of information obtained from the System or the Service. Although we make reasonable efforts to update the information provided by the System and the Service, we make no representations, warranties or guarantees, whether express or implied, that such information is accurate, complete or up to date.
Please back-up content and data used with the System. We recommend that you back up any content and data used in connection with the App, to protect yourself in case of problems with the System or the Service.
Check that the System and the Services are suitable for you. The System and the Services have not been developed to meet your individual requirements. Please check that the facilities and functions of the System and the Services meet your requirements.
We are not responsible for events outside our control. If our provision of the Services or support for the System or the Services is delayed by an event outside our control then we will contact you as soon as possible to let you know and we will take steps to minimise the effect of the delay. Provided we do this we will not be liable for delays caused by the event but if there is a risk of substantial delay you may contact us to end your contract with us and receive a refund for any Services you have paid for but not received.
Limitation of Liability
If we are found liable to you, our total liability shall not exceed the amount paid for the Service in the past 12 months.
Termination
We may end your rights to use the System and the Services if you break these terms
We may end your rights to use the System and Services at any time by contacting you if you have broken these terms in a serious way. If what you have done can be put right we will give you a reasonable opportunity to do so.
If we end your rights to use the System and Services:
• You must stop all activities authorised by these terms, including your use of the System and any Services.
• You must delete or remove the System from all devices in your possession and immediately destroy all copies of the System which you have and confirm to us that you have done this.
• We may remotely remove access to the System and cease providing you with access to the Services.
Changes to These Terms
We may update these Terms to reflect legal, security, or functional changes. If changes significantly impact your rights, we will notify you via:
Email or in-System notifications.
Posting an updated version on our website.
Your continued use of the System after updates constitutes acceptance of the revised Terms.
No rights for third parties
This agreement does not give rise to any rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of this agreement.
If a court finds part of this contract illegal, the rest will continue in force
Each of the paragraphs of these terms operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain in full force and effect.
Even if we delay in enforcing this contract, we can still enforce it later
Even if we delay in enforcing this agreement, we can still enforce it later. If we do not insist immediately that you do anything you are required to do under these terms, or if we delay in taking steps against you in respect of your breaking this agreement, that will not mean that you do not have to do those things and it will not prevent us taking steps against you at a later date.
Which laws apply to this agreement and where you may bring legal proceedings
These terms are governed by English law and you can bring legal proceedings in respect of the products in the English courts.
Contact Information
For questions about these Terms, please contact us:
Email: support@hirepoppy.ai
Address: 111 Buckingham Palace Road, London, England, SW1W 0SR