Privacy Policy
Effective date: October 10, 2026
Who we are: DJ Creative Design Inc., operating HoopKeeper, Toronto, Ontario, Canada.
Privacy contact: privacy@hoopkeeper.com. Our Privacy Officer is DJ, Director, DJ Creative Design Inc.
1. Two roles, two kinds of data
HoopKeeper handles personal information in two ways:
- As the organization in control for hoopkeeper.com: visitors, people who start a test drive, and league administrators who hold a subscription. Sections 2 to 6 cover this.
- As a service provider for each League Site we host. The league that runs the site decides what it collects about its coaches, players, parents and fans and why. We process that information on the league's instructions. Section 7 covers this. If you are a player or parent, the league is your first point of contact, and its own privacy notice applies; we will help the league answer your request.
2. Information we collect on hoopkeeper.com
| Category | Examples | Why |
|---|---|---|
| Account | name, email, league name, password hash, sign-in codes, 2-step trust cookie | to create and secure your account |
| Billing | plan, invoices, billing address, last four digits of card | to charge and support you. Full card numbers go to Stripe/SureCart and never reach our servers |
| Test drive | email, league name, how you used the demo | to set up and follow up on a test drive |
| Support | emails, help-chat transcripts, bug reports | to help you and fix problems |
| League Site telemetry | each League Site checks in daily with its name, URL, plan, enabled features, plugin versions, team counts and disk space | to keep sites updated and healthy |
| Website usage | IP address, browser, pages viewed, referrer, via Google Analytics (Site Kit) and server logs | to understand and improve the site |
| Marketing | email and preferences, if you sign up | to send news; you can unsubscribe any time |
We do not knowingly collect personal information from anyone under 18 on hoopkeeper.com.
3. How we use it
To provide the Service, bill you, send service emails (renewals, failed payments, security codes), answer support, improve HoopKeeper, prevent fraud and abuse, and meet legal obligations. We rely on your consent, our contract with you, and our legitimate business interests, as applicable law allows. We do not sell personal information and we do not use it for advertising to others.
4. Who we share it with
Service providers who process data for us under contract:
- Hostinger (web hosting; servers in North America)
- SureCart and Stripe (subscriptions and card payments)
- Google (Analytics and Search Console via Site Kit; Workspace email)
- Hostinger SMTP (transactional email delivery)
- Anthropic (AI help chat, see section 6)
- GitHub (software updates; help-chat problem reports may be filed as issues, with personal details removed where possible)
We may also disclose information when the law requires it, to protect rights and safety, or as part of a business sale (with notice to you).
Cross-border: some providers store or process information outside Canada, mainly in the United States. While there, it is subject to the laws of that country. We use contracts and provider safeguards to protect it.
5. Cookies
hoopkeeper.com uses strictly necessary cookies (sign-in session, 2-step “trust this device” cookie, cart) and analytics cookies (Google Analytics).
6. AI help chat
When league staff use the help chat, the question, recent chat history, the help guide and basic context about the site are sent to our HQ server on hoopkeeper.com and then to Anthropic's Claude API. We keep transcripts for 90 days to improve answers and handle reports. Anthropic processes the data to generate a response and, under its commercial API terms, does not use it to train models. Staff should not enter passwords or participants' sensitive information into the chat.
7. League Sites: information about coaches, players, parents and fans
Each League Site is run by its league. Typical information a league collects through HoopKeeper features:
- Team registration: team name, city, club, head and assistant coach names, emails and phone numbers, roster size, age division, payment choice, agreement to league rules, waiver and filming consent.
- Players: name, jersey number, position, headshot photo, team, season statistics (points, rebounds, assists and so on), awards and rankings. Player pages and leaderboards are public on the League Site.
- Payments: handled in the league's own SureCart/Stripe account; HoopKeeper stores the order status and amounts, not card details.
- Game media: scores, box scores, photos and any streaming or filming the league does.
- Accounts: league staff and coaches who sign in (email, sign-in codes, cookies).
Minors. Many players are under 18. The league must obtain consent from a parent or guardian before publishing a minor's name, photo or statistics, and must honour requests to remove them. HoopKeeper gives leagues a registration form with consent checkboxes, a per-player option to hide the headshot, and tools to delete or anonymize a player on request. HoopKeeper itself does not contact minors.
Our role. We host and back up this information, keep the software updated, and access it only to support the league, investigate abuse, or as the law requires. We do not use League Site participant data for our own marketing. When a league leaves HoopKeeper we delete its site data on the schedule in our Terms.
Your rights as a participant. Ask your league first. If you cannot reach them, contact us at privacy@hoopkeeper.com and we will forward your request or act on it where we are able.
8. Security
Sites run on HTTPS. Admin sign-in uses emailed one-time codes with optional 2-step verification. Each league has its own WordPress install and database, separate from other leagues. Access to production systems is limited to our founder and named contractors under confidentiality agreements. We keep regular backups. No system is perfectly secure; if a breach creates a real risk of significant harm, we will notify affected people and the Office of the Privacy Commissioner of Canada as PIPEDA requires, and help leagues meet their own notification duties.
9. Retention
Account and billing records: for the life of the account plus 7 years for tax purposes. League Site data: while the subscription is active, then 30 days for export, then deleted; backups roll off within a further 90 days. Help-chat transcripts: 90 days. Analytics: per Google Analytics retention setting 14 months.
10. Your rights
Depending on where you live you may have the right to access, correct, delete or export your personal information, withdraw consent, object to certain uses, and complain to a regulator. In Canada you can complain to the Office of the Privacy Commissioner of Canada (priv.gc.ca); in Quebec to the Commission d'accès à l'information. To exercise a right, email privacy@hoopkeeper.com. We respond within 30 days and may ask you to verify your identity.
11. Changes
We will post changes here and, for material changes, email account holders. The effective date at the top shows the current version.