Who We Are

Where Are The Poppies Now is created by 14–18 NOW, the UK’s arts programme for the First World War centenary. 

14-18 NOW is an independent programme hosted by the Imperial War Museums (IWM)

About this Policy

14–18 NOW takes the privacy of its audience and users very seriously. This Privacy Policy outlines how your personal information is collected, used and treated as part of the terms and conditions of this site. It is a summary of the full IWM Privacy Policy, in relation to 14–18 NOW. You can find the full IWM Privacy Policy here.

This policy is effective from 8 November 2016. We recommend that if you submit your personal data via this site, you check this page regularly to ensure you are happy with any subsequent updates.

What Personal Information Will We Collect from You?

We respect your privacy and take great care with the information we obtain.

14-18 NOW may collect the following about you via this website:

  • Information you provide to us when registering an account, adding a poppy to the digital map, signing up to our e-News service, making an enquiry or contacting us for any other reason. We collect this via forms available on this website
  • Information we gather via cookies: information about how you arrived at the 14-18 NOW website and what you did when you got here.

The terms of how we collect and use this data are outlined below.

When registering to take part in Where Are The Poppies Now the following information will be requested and stored:

Name, age, email address, postcode, email subscription preferences, the information you provide if you submit a poppy pin to the digital map and any comments you submit whilst logged into your account.

We will also hold information you have supplied for other purposes – for example in connection with enquiries.

We have implemented Google Analytics Demographics and Interest Reporting. This uses cookies to gather website visitor data, such as age, gender, and interests. This data remains anonymous; no personally identifiable information is collected.

You are able to opt out of Google Analytics for Display Advertising at any time. We comply with the European Union User Consent Policy.


You can unsubscribe from any or all of Where Are The Poppies Now or 14–18 NOW’s services at any time, just click on the relevant links on our website or in the emails we send you.

What Do We Do with your Personal Information?

14–18 NOW is part of the First World War Centenary Partnership, led by the IWM. If you sign up to 14–18 NOW we will use your personal information to inform you about forthcoming 14–18 NOW events, news and offers which may be of interest to you.

If you supply your information for other purposes, for example if you send us an enquiry, we will only use your information for that purpose.

If you have given your consent, we may also contact you to participate in general market research activity regarding 14–18 NOW via telephone, email or face–to–face. We may also use your personal information for market research purposes, to track activity on our website, to publish trends or to improve usefulness and content. Where we do use your data in this way, we will ensure that it is made anonymous so you can’t be identified personally.

We will not sell, distribute or disclose your information to third parties. However, from time to time, we may send you information from a sponsor, partner or arts organisation.

We have implemented Google Analytics Demographics and Interest Reporting. This uses cookies to gather website visitor data, such as age, gender, and interests. We are using this to identify the key interests and demographics of our users, in order to optimise website content and improve user experience. This data remains anonymous; no personally identifiable information is collected. Google may use the data collected to contextualise and personalise the ads of its own advertising network.

You are able to opt out of Google Analytics for Display Advertising at any time. We comply with the European Union User Consent Policy.

How Long Will We Keep Your Information?

14–18 NOW will disband as an organisation in 2019. At this time, you will be asked if you would like to sign up to the IWM mailing list. If you do not, we will delete your information. Please note that if you are already on the IWM mailing list, you may still be contacted.


Your personal information will be disclosed only to relevant representatives and working groups of 14–18 NOW and IWM. Only necessary information is disclosed. Keeping your information up to date.

All reasonable steps are taken to ensure all information is accurate, complete and up to date. If your circumstances change, please let us know.


Emails and contact names collected from the site email sign–up will be stored by Campaign Monitor, where 14–18 NOW have an account. Standard terms and conditions can be found here: campaignmonitor.com/terms
Item 2.6 covers the confidentiality of lists and their use only by FWWCCP

Section 4 covers termination of the contract and deletion of data

Security details can be found here: campaignmonitor.com/agencies/infrastructure
Campaign Monitor servers are based in the US. The company has adopted the standard EU data protection clauses covering data transfer outside the European Economic Area: 


A request for access to your personal information must be made in writing and addressed to 14–18 NOW, Imperial War Museum, Lambeth Road, London SE1 6HZ. You should include some identification, such as a copy of your driving licence or a utility bill. We will reply to you within 40 calendar days.


We take appropriate steps to protect all of your personal information we hold from misuse and loss and from unauthorised access, modification or disclosure. This protection applies in relation to information stored in both electronic and hard copy form.

However you should be aware that internet transmissions can never be guaranteed to be always private or secure. You should assume that any message you send to the 14–18 NOW website may be read or intercepted by others unless there is an indication (such as the https padlock symbol) that the transmission has been encrypted.


By submitting a poppy pin or comment to the Where Are The Poppies Now map, you are agreeing that 14-18 NOW can use the publicly available information and images in promotional material. your story and or images may be used in press articles, by email newsletter, featured stories on the 14-18 NOW or Where Are The Poppies Now website, advertising material. 

Your personal information will not be used for any unrelated purpose without your consent.

We comply with the European Union User Consent Policy.


Every time you connect to our website, we store web server logs which show your unique IP address. This identifies what you have looked at; whether the page request was successful or not; and which browser you used to view the pages. This data will only be used for statistical purposes and helps to inform us about the usage of the site and how many hits we receive.


For information about the use of cookies on the Where Are The Poppies Now website please click here.

What are cookies?

A cookie is a tiny text file that contains some information that may be passed back and forth between your browser (e.g. Internet Explorer, Chrome, Firefox, or Safari) and a computer running a website (typically the site that set the cookie). It does not contain any code and cannot do anything. Most websites set them and many cannot function properly without them. Typically they just contain an identifier so that the server knows that it has seen this visitor before. This means, for example, that someone can log in to a website and stay logged in, they can set their preferences or not be repeatedly shown the same information. 

Two major kinds of cookies are First Party Cookies – set by the website which is showing in your browser’s address bar and Third Party Cookies – these are set by other sites.

If any content from somewhere else (such as a YouTube video or an advert) has been embedded into another page, that third-party content might set a cookie of its own. Browsers know the difference between first- and third-party cookies and let you treat them differently.

Cookies also vary in their duration. “Session cookies” last only for the length of your visit, whilst others might last for days or months so that a site will recognise you next time you visit.

Read more at http://www.allaboutcookies.org/

What do they mean for me?

On our websites, cookies mean a better experience, including enabling a number of functions that would otherwise not be possible.

The web has no built-in way of remembering what you’ve done, which is good and bad. It’s good because it can make it more robust and functional, and it can make it more private. It’s bad because we need other ways to remember what just happened, for instance if you have visited the website before. Cookies are a core part of the answer to this problem because they let things that happen on one page be connected to things that happen on another page – they give websites some sort of memory to make sense of your visit.

What this means for you is that cookies can be used to associate you with your actions. They don’t by themselves know who you are because a cookie is only tied to a browser, but if you have told a website who you are that information could be put into a cookie, or held in a database and referred to by a cookie.

Like a piece of paper, a cookie could have all sorts of things written in it and so could be used for passing harmless information to harmless people, or not. If a website owner is of good faith then the cookies they set should not mean anything bad for you.

14-18 NOW undertakes to use first party cookies carefully and to be conscientious about the third-party services we incorporate into our site so that you can be confident about the cookies that they set. However whilst we have a high degree of control over the first-party cookies we set, third-party ones are by their nature less controllable by us. The only way for us to avoid third-party cookies, however, is not to use any third-party elements on our website

What cookies might be set on the 14-18 now website?

Our main website – www.1418NOW.org.uk – sets a number of first-party cookies. They are intended to improve the experience for visitors and to improve the performance of our web servers.

We also set some other cookies to understand how people arrived at our site and what they did when they got there. This data is anonymous and we cannot see what individuals do, only understand trends. We see this as vital for improving what we do for you, as well as being the basis for telling government and taxpayers how we are performing. We don’t put your name or personal information in any cookies.

On parts of our site we also use third-party services that can set their own cookies. They can, however, be controlled by using your browser settings to decline third-party cookies. Some third parties offer an opt-out mechanism. You can find out more about the cookies set by various services at www.cookiecert.com.


You are able to access third party sites through links on our website. Any link to a third party site is provided for your information and convenience only. 14–18 NOW is not responsible for and makes no representations concerning the condition of and content of, or products offered at the third party site or their commitment to Privacy Laws. Any link from 14–18 NOW’s website does not indicate, expressly or impliedly, that 14–18 NOW endorses the site or the products or services offered there.

If you access a third party site, it is at your own risk.


If you have any questions or concerns about the way in which we handle your personal information, please email info@1418NOW.org.uk



Terms & conditions

We aim to keep our Terms & Conditions as simple as possible. This website (www.wherearethepoppiesnow.org.uk) is owned by Imperial War Museum (“IWM”) so when we refer to “we”’ or “our” in these terms and conditions, we mean IWM. By using the website you are making an agreement with IWM.

Accepting the Terms:

In order to use the services you must first agree to these Terms and Conditions. You may not use the services if you do not accept these terms and conditions. You accept the terms and conditions by actually using the services.

These Terms & Conditions explain our conditions for you using the wherearethepoppiesnow.org.uk website. By using this website and/or registering an account you agree to be bound by these Terms and Conditions and Privacy Policy above. If you do not agree with our Terms and Conditions or Privacy Policy, you must not use the website.

Our Privacy Policy forms part of these Terms & Conditions, so please also read this. These Terms & Conditions, the Privacy Policy and any other document we refer to in these Terms and Conditions make up the whole agreement between you and IWM.


You have to register with our website and be signed in to use some features of the website. You must be aged 12 years or over to register on the website. Keep your sign in details private at all times. You must keep your personal information accurate and up to date, especially your email address.

Contributing to the Poppy Pins and the website

The website gives you the opportunity to add to the poppy pins using. You should always obtain consent from any living individuals if you wish to include personal information. You may publish names and dates of birth without consent where this information comes from a legally permitted, publicly available source.

Adding to the poppy pins is easy to do and is the main purpose of the website. However you should be aware that any third party websites you link to will have their own terms and conditions/privacy policy and you should read these carefully. We shall have no responsibility or liability for the content or activities of any other websites which you may choose to link with.

If you do publish content on the website (whether on a Poppy pin or otherwise), you must not:

  • publish anything that violates the rights of any third party;
  • publish something that you do not own the rights in (including copyright) (or do not have permission from the rights owner to publish). Once published on the website, we cannot control how other people may use that content; therefore it is important that you have permission to publish from the rights holder;
  • include anything we consider offensive, inappropriate or defamatory (at our discretion);
  • break the law, for example by saying something libelous, or by posting something which results in a criminal offence;
  • share the personal information of living people without their permission. You’re responsible for managing content you create, including using privacy settings we make available; You may publish names and dates of birth of living people where this data comes from a legally permitted, publicly available source.
  • impersonate another person;
  • mine, collect or use any information from this website with the intent to harm, discredit, harass or prejudice any other person; or
  • disrupt the flow of information or other data to and from the website or do anything which impacts the service or performance of the website.

How we use content created by users:

You keep the copyright in any content that you create or publish on the website. However, by publishing it you are giving IWM and its group companies (which means us and any subsidiary and/or parent company of ours that might exist in the future) a non-exclusive, perpetual, transferable, sub- licensable, royalty-free, worldwide license to use (including editing, adapting or modifying the same) your content for any purpose and on all media no known or hereinafter invented. You agree not to object to our use, or any use by our group companies or partners, of the material that you create or publish on the website and acknowledge that we may not accredit you as having produced the material. Here are some examples of how we will use content you generate:-

  • to add it to the Features Stories or Homepage
  • to make it available on other websites owned or operated by IWM and those that it is in partnership with;
  • to allow other users to download, print and save copies of your content for their private and non-commercial use;
  • for promotional purposes, such as PR, marketing and advertising;
  • to help us improve our product and service offerings, including undertaking background searches;
  • to form part of the Poppy Owners database that we build linking user content to records and datasets we hold;
  • to make it available to internet search engines;
  • for other services provided by IWM group companies or its partners.
  • If we use any of your personal information (for example, your name) in connection with any content that you create, we will seek your advance permission.

Content you create is available on the internet:

Your registration and private conversations between members are always kept private: read our Privacy Policy for more information on this. We are not liable for any loss you suffer if content you create is abused by somebody else.

Except from your private conversations between members and your registration information, the content that you make available on the website can be viewed by other users of wherearethepoppiesnow.org.uk, users of websites that are either part of our group companies or with whom we have a partnership, and by internet search engines all as further outlined in the “How we use content created by users” section. If you don’t want this to happen, please do not publish the content.

We love being able to offer a service whereby users can store their memories, photographs and other information however please keep a copy of your information elsewhere. We shall not be liable for any loss of information (including photographs) under any circumstances including for example, should we ever have to close the website. We urge you to backup your information elsewhere.

Monitoring content created by users:

We do not monitor content published by our users and take no responsibility for things that you publish, so think before you post! If you see something on the site that you think is offensive, illegal or which isn’t in line with these Terms & Conditions, please let us know by using our ‘report this story / report this comment’ section on each of the poppy pins on the website. We don’t guarantee that we will always remove it, but we will certainly look into it. We reserve the right to remove content that you create, at our discretion.

Intellectual Property Rights:

A large amount of time, money and effort has been expended to make these records and features available online. Many of these records and features have been obtained from other organisations and people. These people or organisations often own the intellectual property rights in the records (the copyright/database rights owner is displayed on most records) and website features. Accordingly, you may not use the records or features to create your own work (for example a database of records), copy or reproduce the records (either in whole or in part), or make available, share or publish them unless you have our permission (and/or that of the owner of the copyright/database rights in the work) in writing. You may however use screenshots of our website for blog postings, articles and presentations for informational and educational purposes. The website and services provided belong to IWM and again, you must not copy or use them without written permission. Therefore, you only have a limited license to access the website and to use the content for personal use.

Respecting intellectual property rights (including copyright):

If you believe that you own the copyright in any of the content on the website, and we have not recognised you as the copyright owner, please contact us via the FAQs on the website and we will investigate. While we are investigating, we may temporarily remove the records in question. If we agree that you are the copyright owner, we will work with you to find a solution that you agree with, or we will take the record in question off the website permanently.

On this website, you are able to publish content; including transcriptions of facts, images; comments added to poppy pins. You remain the owner of any intellectual property rights in content you publish on the site.

You agree that even though you may retain certain copyright or other intellectual property rights with respect of the Content you create while using the Service, you do not own the account you use to access the Service, nor do you own any data IWM stores on IWM servers submitted by others. Your intellectual property rights do not confer ownership of others’ data stored by or on behalf of IWM.

Applicable Laws:

The user agrees to obey all applicable laws and to not infringe any third party privacy or intellectual property rights and only to submit accurate, truthful, non-defamatory and non-offensive content for the website.

Accuracy of records and other information provided:

We cannot confirm or give warranties about the accuracy or completeness of the records or other information on the website. We simply provide access to it. We are not responsible for content on other sites that we link to. We cannot promise anything in relation to the content and services on the wherearethepoppiesnow.org.uk website, apart from what is set out in the Terms and Conditions.

Limitation of Liability:

Except where prohibited by law, in no event will we be liable to you for any indirect, consequential, exemplary, incidental or punitive damages, including lost profits, even if IWM have been advised of the possibility of such damages.

If, notwithstanding the other provisions of these Terms and Conditions, we are found to be liable to you for any damage or loss which arises out of or is in any way connected with your use of the website or any content, our liability shall in no event exceed the total money you spent on the website in the twelve calendar months before you made a claim against us.


The law is constantly changing, so if any part of these Terms & Conditions or Privacy Policy no longer applies or is no longer legally enforceable, then that part will be severed from the rest of the agreement: the rest will continue to apply.

The law:

These terms and conditions are made and governed under the laws of England, without regard to its conflict of laws provisions. You agree to submit to the exclusive jurisdiction of the English Courts to resolve any disputes arising from these terms and conditions.

Accepting the Terms:

In order to use the services you must first agree to the terms and conditions. You may not use the services if you do not accept the terms and conditions. You accept the terms and conditions by actually using the services.