This is a translation. If the English and Norwegian versions differ, the Norwegian version applies. Read the Norwegian version.
This notice explains what personal data we process when you visit our website, contact us, sign up for our newsletter, download content or take part in our events. It also explains which cookies we use, and what rights you have.
In brief
This notice covers the processing of personal data when you:
This notice also applies if you are also a user of Hoopit.
The processing within the Hoopit service itself is not covered here. This applies to the Hoopit app, web-admin and clubs’ administration of members and member data. It is described in the privacy notice for the Hoopit app and governed by the data processing agreement with the individual club.
Club United AS (Hoopit™) is the controller for the processing described in this notice.
Club United AS (Hoopit™)
Org. no. 917 100 179
Solheimsgata 18, 2000 Lillestrøm, Norway
Email: privacy@hoopit.io
For the collection and transfer of data via the Meta pixel, we are joint controllers with Meta. See section 5.4.
Information you give us
Fields marked as mandatory must be filled in for us to be able to register the registration or respond to the enquiry. The other fields are optional.
Information about your contact with us
Information from your visit to the website
IP address, browser and device, which pages you visit, where you came from and identifiers stored in cookies. What is collected depends on what you have consented to (see section 5).
Chat
Your messages, the name and email address you provide yourself, and your browsing history on the website (Intercom).
Recordings
Audio and video from digital broadcasts and events, if you actively take part with camera, microphone or questions.
Allergies and accommodation
We do not ask for, and normally have no need for, special categories of personal data (sensitive data). At physical events with catering or a need for accommodation, we may nevertheless ask for information about allergies or accommodation needs. We only process such information if you expressly consent to it (GDPR Art. 9(2)(a)). It is deleted immediately after the event.
Information from other sources
We obtain your name, role, which club or organisation you represent, and contact information linked to that role. The first time we contact you, we tell you where we obtained the information from, and refer to this notice.
«GDPR» is the General Data Protection Regulation. «Art. 6(1)(f)» means Article 6(1)(f).
| Purpose | Legal basis |
|---|---|
| Providing the website and keeping it secure (strictly necessary cookies, protection against misuse) | Art. 6(1)(f) – legitimate interest. The cookies are exempt from the consent requirement because they are strictly necessary to provide the website you have requested, cf. section 3-15 of the Norwegian Electronic Communications Act. |
| Responding to and following up enquiries in chat, contact form, email and meeting booking | Art. 6(1)(b) – where the enquiry concerns a contract or something you ask us for before entering into a contract. Otherwise Art. 6(1)(f) – legitimate interest in responding to you. |
| Carrying out paid events and events with binding registration | Art. 6(1)(b) – contract |
| Carrying out free events and broadcasts, such as webinars and Hoopit-nytt | Art. 6(1)(f) – legitimate interest in carrying out the registration you have requested yourself |
| Providing content and event information you have requested | Art. 6(1)(b) or (f) |
| Newsletter and other email marketing | Art. 6(1)(a) – consent, cf. section 15 of the Norwegian Marketing Control Act |
| Following up a specific enquiry, registration, download or dialogue | Art. 6(1)(f) – legitimate interest in responding to and following up interested parties |
| Contacting new clubs and organisations | Art. 6(1)(f) – legitimate interest in reaching out to organisations that could benefit from our services |
| Statistics on email and events in HubSpot | Art. 6(1)(f) – legitimate interest in evaluating and improving our offerings |
| Analysis of how the website is used, using cookies | Art. 6(1)(a) – consent, cf. section 3-15 of the Norwegian Electronic Communications Act |
| Advertisement measurement and marketing using cookies and pixels (Google Ads, Meta) | Art. 6(1)(a) – consent, cf. section 3-15 of the Norwegian Electronic Communications Act |
| Chat and meeting booking using cookies on hoopit.io (Intercom, HubSpot) | Art. 6(1)(a) – consent, cf. section 3-15 of the Norwegian Electronic Communications Act |
| Recording of participants who actively contribute to a digital broadcast | Art. 6(1)(a) – consent |
| Recording of our own employees and invited speakers | Art. 6(1)(f) – legitimate interest in making the content available to those who could not attend |
| Allergies and accommodation needs at physical events | Art. 9(2)(a) – explicit consent |
| Sharing the attendee list with a co-organiser | Art. 6(1)(a) – consent |
| Documenting consents (consent log) | Art. 6(1)(c) – legal obligation, cf. Art. 7(1) |
| Retaining accounting documentation for paid events | Art. 6(1)(c) – legal obligation, cf. section 13 of the Norwegian Bookkeeping Act |
| Establishing, exercising or defending legal claims | Art. 6(1)(f) – legitimate interest |
We use the registration details to administer the registration and carry out the event or broadcast. This also includes practical information, links and any recordings afterwards.
When you fill in a form, for example to download a guide or sign up for a webinar, we automatically send you what you have requested. This may be the guide, the invitation, the meeting link or reminders before the event. The emails are sent automatically from HubSpot, and some confirmations are sent directly from the website.
This is not marketing. The emails are sent as «Guides, webinars and events», and you can unsubscribe from them using the link at the bottom of each email without unsubscribing from anything else. You will only receive newsletters and follow-up sequences if you have consented separately, for example by ticking the box for the newsletter in the form. The box is never pre-ticked.
We only send newsletters and other email marketing to those who have consented. Consent is voluntary and is given separately, by you ticking the box for the newsletter in a form or signing up for the newsletter at the bottom of the website. It is never a condition for taking part in events or downloading content.
You can withdraw your consent at any time via the unsubscribe link at the bottom of each email, or by writing to privacy@hoopit.io. We record when you gave your consent, in which form and on which page, and the text you consented to, so that we can document it.
We may follow up a specific enquiry, registration, download or ongoing dialogue with information that is directly relevant to what you have asked about. We do not send newsletters or other marketing by email or SMS on this basis. You can object to such follow-up at any time.
As a rule, we contact clubs, associations and organisations after someone there has shown interest, or after someone has tipped us off that you could benefit from Hoopit. We call you in the role you have in the club or organisation, or write to the organisation’s general email address. We only send email to you personally if you have contacted us yourself (see section 4.4), or if you have said yes to it, for example in a phone call. We use the information described in section 3. You can object at any time, and we will then remove you from further follow-up.
We distinguish between two things:
We record webinars and digital broadcasts. The recordings are posted on our YouTube channel as unlisted videos. They do not appear in search or on the channel page, but anyone with the link can watch them. We link to the recordings from our website, for example from /hoopit-nytt/, where they are freely available.
We inform you about the recording and that it will become public, both at registration and when the broadcast starts. Camera and microphone are switched off by default, and it is voluntary to take part actively. If you choose to take part with camera, microphone or questions and thereby become part of the recording, we process the recording of you on the basis of consent. For our own employees and invited speakers, the basis is legitimate interest.
You can withdraw your consent at any time, or ask us to remove or edit out your contribution. Recordings are stored for up to 24 months (see section 8).
A cookie is data stored in your browser, so that the website recognises you from page to page and from visit to visit. We also use similar technology, such as the browser’s local storage and pixels. What we write about cookies here also applies to this.
Only strictly necessary cookies are set without consent. All others are only set once you have given consent in the consent banner. Declining is just as easy as accepting.
You can change your choice at any time in the cookie settings or using the button at the bottom left of the page. Withdrawal takes effect from that point onward.
| Category | Provider | Purpose | Duration | Consent |
|---|---|---|---|---|
| Necessary | Hoopit (consent solution from CookieYes) | Remember your consent choice | 1 year | No |
| Necessary | Hoopit (WordPress and Elementor) | Store display settings for the pages in the browser’s local storage | Session, or until you clear your browser | No |
| Functional | Intercom | Make the chat work and show previous conversations | Up to 9 months (session: 7 days) | Yes on hoopit.io. No on support.hoopit.io, see section 5.3. |
| Functional | Hoopit | Remember that you have opened the chat, so it loads on the pages you visit afterwards | 7 days | Yes |
| Functional | HubSpot (meeting booking, with protection from Cloudflare) | Display the booking calendar and protect it against automated misuse | 30 minutes | Yes |
| Functional | Spotify | Play embedded podcast episodes | Up to 1 year | Yes |
| Analytics | Google (Google Analytics) | Count visitors and understand how the website is used | Up to 13 months | Yes |
| Analytics | HubSpot | Record page visits and link them to forms you fill in | Up to 6 months (session: 30 minutes) | Yes |
| Marketing | Google (Google Ads) | Measure the effectiveness of advertisements and create advertising audiences | Up to 3 months | Yes |
| Marketing | Meta (the Meta pixel and the Conversions API) | Measure the effectiveness of advertisements on Facebook and Instagram and reach previous visitors | Up to 3 months | Yes |
You can find the full and up-to-date list of individual cookies, with names, duration and purpose, in the cookie settings. The list is updated automatically when the website is scanned.
HubSpot’s loading script only loads once you have consented to analytics. Until then, your browser sends nothing to HubSpot.
The forms on the website are sent to HubSpot from our server, not from your browser. What you fill in therefore ends up in HubSpot regardless of what you have chosen in the consent banner, because we need it to give you what you ask for (see section 4). If you have consented to analytics, we additionally send the HubSpot identifier from the cookie, so that the submission is linked to your page visits. If you have not consented, it is not sent.
The meeting booking from HubSpot only loads once you have accepted functional cookies. Before that, you see a box with the button «Book meeting». If you click it, you accept functional cookies, and the calendar loads.
If you have consented to both analytics and marketing, HubSpot also loads the advertising pixels from Google Ads and Meta that are linked to our HubSpot account.
When you open a conversation in the chat, we process your messages together with the name and email address you provide yourself. The chat is provided by Intercom.
On hoopit.io, the chat only loads when you click the chat button, and only if you have accepted functional cookies. If you have not done so, you can accept them by clicking «Start chat». Until then, nothing is sent to Intercom.
If you have opened the chat, it loads in the background on the pages you visit for the next seven days, so that you see replies from us. If you withdraw your consent to functional cookies, this stops.
The help centre at support.hoopit.io is operated by Intercom on our behalf. There, the chat loads when you open a page, and Intercom sets identifiers lasting up to nine months.
We use the information to respond to you, follow up your case and improve customer support. The content of messages is not shown in notifications on a locked screen.
AI responses. Some questions in the chat, including outside working hours, are answered by Fin, Intercom’s AI agent. Fin generates the answers from our help articles, and the conversation is processed by Intercom as our processor. You can always ask to speak to one of us.
If you have consented to marketing, we use the Meta pixel to measure the effectiveness of our advertisements on Facebook and Instagram and to reach people who have visited the website. The pixel sends information about your visit to Meta, for example which pages you visit and whether you submit a form.
When you fill in a form on a page where the pixel is active, the pixel also sends your email address, name and telephone number in hashed form. This is a code Meta can compare with its own data to link the visit to a Meta account.
The events from the pixel are also sent from a server to Meta, via Meta’s Conversions API. The connection is set up and managed by our marketing agency, ECIT Marketing AS, on our behalf.
Hoopit and Meta Platforms Ireland Ltd. are joint controllers for the collection and transfer of data via the pixel (cf. the judgment of the Court of Justice of the EU in Fashion ID, C-40/17). We are responsible for informing you and obtaining your consent. Meta is an independent controller for its further processing of the data. You can exercise your rights against both us and Meta.
Read more in Meta’s privacy policy and in Meta’s terms for joint controllership.
We never sell your personal data. The processors below only process data on our behalf, pursuant to a data processing agreement.
| Recipient | What they do for us | Data |
|---|---|---|
| HubSpot | CRM and marketing tool: contact register, email sending, receiving the forms from the website, meeting booking, statistics and advertising pixels | Contact details you provide, registrations, downloads, dialogue, email opens and clicks, and page visits if you have consented |
| Intercom | Chat, AI responses (Fin) and the help centre support.hoopit.io | Messages, name, email and browsing history |
| Linear | Case handling: when a chat enquiry becomes a ticket we need to follow up, the ticket is sent from Intercom to Linear | The content of the ticket, name and email, and internal IDs from Hoopit, such as your user ID and the ID of the club, event or payment the ticket concerns |
| Google Workspace (email and spreadsheets with copies of registrations), Google Meet (digital events) and Google Analytics (visitor statistics) | Contact details, registrations and enquiries. For Google Analytics: IP address, page, device and identifier | |
| Microsoft | Microsoft Teams (digital events) | Name, email and what you share in the broadcast |
| SiteGround | Web hosting for the website, which is built in WordPress with Elementor. Copies of form submissions are stored here. | Everything you submit in forms on the website, and technical logs |
| Amazon Web Services (Amazon SES) | Sends automatic emails from the website, for example registration confirmation | Name, email and the content of the email |
| Slack | Internal notifications to us about new registrations, downloads and orders | The information in the form |
| CookieYes | Consent banner and consent log | Your consent choice, a random consent ID, timestamp and a masked IP address |
| ECIT Marketing AS | Marketing agency: manages our advertisements, the Meta pixel and the connection to Meta’s Conversions API | Events from the Meta pixel, for example page visits and form submissions, and statistics about the advertisements |
These recipients are independent controllers for their own use of the data:
The analytics and marketing services receive no information about you before you have consented.
Co-hosted events. If we hold an event together with a partner, we state at registration who the partner is, what data, if any, is shared, the purpose of the sharing and the partner’s role. The partner only receives information about you if you have consented to it, and is then an independent controller for its use of it. If the partner is to use the data for its own marketing, we ask for a separate, distinct consent for that.
HubSpot, Intercom, Google, Meta, Microsoft and Slack process data in the USA. The transfer takes place on the basis of the European Commission’s adequacy decision for the EU–US Data Privacy Framework. Google LLC, HubSpot, Inc., Intercom, Inc., Meta Platforms, Inc., Microsoft Corporation and Slack Technologies, LLC (through Salesforce) are registered participants in the framework. You can check participation in the public list at dataprivacyframework.gov/list.
Linear stores tickets in the EU. Linear Orbit, Inc. is an American company, and access from the USA takes place on the basis of the European Commission’s Standard Contractual Clauses.
CookieYes Limited is a British company. The consent log is stored with Amazon Web Services in Ireland. Access from the United Kingdom takes place on the basis of the European Commission’s adequacy decision for the United Kingdom.
The events sent to Meta via the Conversions API pass through a server at Amazon Web Services in the USA.
For other transfers, we use the European Commission’s Standard Contractual Clauses (SCCs) and assess whether additional safeguards are needed. Contact us if you would like to know more about the transfer basis or to access relevant safeguards.
We do not store personal data for longer than is necessary for the purposes above.
| Data | Storage period |
|---|---|
| Cookies | The duration in the table in section 5, or until you withdraw consent |
| Consent log for cookies | One year, as documentation that consent was given |
| Newsletter | For as long as your consent is active. If you withdraw it, the mailings stop without undue delay. We retain a limited record that consent was given and withdrawn, so that we can document it and avoid sending you new mailings. |
| Enquiries and chat | For as long as needed to follow up the case. After that, the rule for contact details below applies. |
| Contact details in CRM (HubSpot) | Deleted or anonymised no later than 24 months after the last genuine contact, for example participation, download, filling in a form or dialogue. Automatic mailings, email opens and other passive tracking do not alone count as new contact. Exceptions: active dialogue, a customer relationship, valid newsletter consent, statutory obligations, or the need to establish, exercise or defend legal claims. |
| Copies of form submissions on the website and in spreadsheets | The same rule as for CRM: no later than 24 months after the last genuine contact |
| Log of automatic emails sent from the website | 14 days |
| Allergies and accommodation needs | Deleted immediately after the event |
| Recordings of digital broadcasts | Up to 24 months after the broadcast. If the content is taken out of use earlier, the recording is deleted at that point. If you ask us to remove or edit out your contribution, we do so without undue delay. |
| Accounting documentation for paid events | Five years after the end of the accounting year, cf. section 13 of the Norwegian Bookkeeping Act |
You have the right to:
Write to privacy@hoopit.io to exercise your rights. We respond without undue delay and within one month. The deadline may be extended by up to two months for extensive requests. In that case, we will notify you within the first month.
Complaints. If you believe we are processing personal data in breach of the regulations, you can complain to the Norwegian Data Protection Authority (Datatilsynet) (datatilsynet.no). We would appreciate the opportunity to put things right first.
We update this notice when the website, the services we use or the regulations change. The current version is always available on this page, with the date of the last update at the bottom of the page. In the event of material changes, we will notify you directly if we have your contact information.
Place: Lillestrøm
Last updated: 02.10.2026