Terms of service · Groopla

These terms are the agreement between Groopla and everyone who uses it: organizations that run classes and the people who work for them, the people who book those classes, and visitors to our pages. They are also the regulations (regulamin) for services provided electronically under the Polish Act of 18 July 2002 on providing services by electronic means.

These terms apply from 23 October 2026. Organizations that signed up before then are bound by them from 7 November 2026. You can save or print this page at any time, and we’ll email you a copy if you ask.

1. Who we are

Groopla is provided by Piotr Okoński, a sole trader registered in the Polish Central Register and Information on Economic Activity (CEIDG), ul. Romana Dmowskiego 19C/60, 50-203 Wrocław, Poland, NIP (tax ID) 7393733618 (“Groopla”, “we”, “us”).

Write to us at [email protected] or at the address above. This email address is also our single point of contact for users and for authorities under Articles 11 and 12 of the EU Digital Services Act. We answer in English and Polish.

2. Words we use

Organization: a studio, club, coach or anyone else that runs classes and has a Groopla account. It can be a company, a sole trader, an association or a private person.
Owner: a person with the owner role in an organization’s account. The person who signs up becomes its first owner.
Team member: anyone with access to an organization’s account: owners, staff and instructors.
Client: a person who books classes, joins waitlists or buys passes from an organization through Groopla.
Booking pages: the public pages where clients see an organization’s schedule and book, together with the client portal at groop.la/classes and under groop.la/portal.
Directory: the public pages listing classes by country, city and activity.
Content: anything an organization or its team puts into Groopla, such as names, descriptions, schedules, prices and locations.
Consumer: a person using Groopla for purposes outside their trade, business or profession. Section 18 explains when a sole trader is treated as one.

3. What Groopla does

Groopla is software for running group classes. We provide these services electronically:

For organizations: an app to plan classes and recurring schedules, manage clients, bookings, waitlists, passes, attendance, locations and the team, see reports, and connect other tools through the API and webhooks.
For clients: booking pages where they can book and cancel classes, join waitlists, buy passes, pay online when the organization accepts it, manage notifications and add classes to their calendar. Clients sign in with a one-time code sent by text message or email; there is no password.
Messages: sign-in codes, booking confirmations, changes, reminders and waitlist updates sent by text message or email, as the organization and the client have chosen.
For everyone: the directory and search, the pages on groop.la, and our guides.

Using Groopla is free for clients and visitors. Organizations use it on the Free plan or a paid plan (section 6).

4. What you need

A device with internet access and a current version of Chrome, Firefox, Safari or Edge. The organization app needs JavaScript and cookies; booking pages work without JavaScript but need cookies to keep you signed in.
An email address for team members, and a phone that can receive text messages or an email address for clients.
For the API: an HTTP client that supports TLS 1.2 or later; for webhooks, an HTTPS endpoint.

Like any internet service, using Groopla carries risks such as malware, phishing and attempts to take over accounts. All traffic to Groopla is encrypted. We will never ask you for your password or a sign-in code by phone, email or text message. Keep your devices up to date, don’t share sign-in codes, and tell us at once if something looks wrong.

5. Organization accounts

The agreement with an organization is made when someone completes sign-up and accepts these terms, and lasts until it ends under section 15. The person signing up must be at least 18 and confirms they are allowed to accept these terms for the organization. If you sign up for a business, the agreement is with that business.

Give accurate details and keep them up to date, including billing details if you need invoices.
Owners decide who joins the team and in which role, and are responsible for what team members do in the account. Team members must follow these terms.
Keep passwords and API keys secret. Tell us at [email protected] straight away if you think someone else has used your account.
We may view an account in read-only mode when a team member asks us for help, or when we need to fix a problem, keep Groopla secure or meet a legal obligation. Every such view is recorded.

6. Plans, prices and payment

Every plan includes every feature. Plans differ in how many active clients and locations they include, and the Free plan has a fee on online payments. Current plans and prices are on the pricing page, and an organization’s current plan is in its settings. An active client is anyone who books or gets a pass in a calendar month, in the organization’s time zone.

Free plan. Free of charge, for an unlimited time. Once the month’s active client limit is reached, new clients can’t book or buy passes until the next month or until the organization upgrades. Clients already active that month can still book. Groopla takes a fee, shown on the pricing page, from each online payment clients make, on top of Stripe’s own fees.
Paid plans are billed in advance, monthly or yearly, and renew automatically for the same period until the owner switches to the Free plan. Switching to Free takes effect at the end of the paid period. No platform fee is taken from online payments on paid plans.
Changing plans. Upgrades and extra locations apply straight away. We charge the difference for the rest of the current period, and a move to a cheaper plan leaves a credit for later invoices.
Going over the limit on a paid plan. Bookings are never blocked. If an organization goes over its plan’s active client limit, we email the owners. If it goes over in two months in a row, we move it to the plan that fits and email the owners when we do. Owners can change plan again at any time.
Prices and tax. Prices are shown before tax. VAT, or US sales tax, is added according to the billing details, and the plan page shows the total before you pay. Organizations registered for VAT in another EU country are invoiced without VAT under the reverse charge. We issue invoices electronically, including through Poland’s national e-invoicing system (KSeF) where the law requires it.
Payment is by card or another method Stripe offers, through Stripe on our behalf. If a payment fails, Stripe tries again for a while and owners see a notice in the app. If it still fails, the organization moves to the Free plan.
Price changes. We may change the price of a paid plan for the reasons in section 20. We’ll email owners at least 30 days before a new price applies to them. It applies from the next billing period after that, and owners can switch to Free before then.
Refunds. Plan fees aren’t refunded for a period that has started, except where these terms or the law say otherwise, for example when a consumer withdraws (section 18) or when Groopla fails to provide the service.

7. Payments from your clients

To take online payments, an organization connects its own Stripe account and agrees to Stripe’s terms, including the Stripe Connected Account Agreement. Stripe verifies the organization before payments are switched on.

Clients pay the organization’s Stripe account directly. Groopla never holds the money and isn’t a party to the payment. The organization is the seller, and Stripe’s fees are charged to it.
On the Free plan, Groopla’s fee is taken from each payment as it’s made. If the payment is refunded through Groopla, the fee is refunded too.
If a class fills up while a client is paying, Groopla refunds that payment automatically. Any other refund is the organization’s decision, made in its Stripe account or as its rules say.

8. What organizations are responsible for

An organization is the provider of its classes and passes, and the other party to every booking made with it. Through Groopla it decides its prices, deposits, cancellation windows, late-cancellation and no-show rules, and booking limits. It is responsible for:

running its classes safely and lawfully, with any permits, qualifications and insurance they need;
giving clients the information the law requires before they book, including its legal name, address and contact details, the total price with taxes, and its cancellation and refund rules. Its own terms, if it has them, apply to its clients alongside these;
handling clients’ questions and complaints about its classes, passes, payments and refunds;
making sure its content is true, up to date and lawful, and that it may use any names, logos, texts and images it adds;
having a lawful basis for the personal data it adds to Groopla and informing clients about it, as the controller of that data (Annex 1);
the messages it sends clients through Groopla. Groopla sends booking-related messages. Don’t use it to send marketing to anyone who hasn’t agreed to receive it.

By using Groopla, an organization confirms it is a trader (a business, sole trader or other entity acting in a trade or profession) unless it tells us otherwise. An organization that isn’t a trader, such as a volunteer-run club or a private person, must say so clearly on its booking page, because EU consumer law doesn’t apply to its contracts with clients.

An organization is free to offer its classes elsewhere, through other tools or on different terms and prices. We don’t run classes ourselves and don’t compete with organizations.

9. Booking classes

Your agreement with Groopla starts when you first confirm a sign-in code, and lasts until you ask us to delete your details. Using Groopla is free for clients. You must be at least 16 to use it on your own; a parent or guardian books for younger children.

Who you book with. When you book a class or buy a pass, your contract is with the organization running it, not with Groopla. The organization’s prices and its rules on cancelling, late cancelling, no-shows, deposits and refunds apply. Groopla shows you those rules and carries them out, but doesn’t decide them. Ask the organization about anything to do with the class itself.
What Groopla does. We run the booking system: we hold your spot, send confirmations and reminders, keep your bookings and passes in one place and take payments on the organization’s behalf through Stripe.
Payments. If a class needs paying online, your spot is held only while you pay, and unpaid bookings are released. A deposit stays with the organization if its rules say so.
Waitlists. If you join a waitlist, Groopla may book you automatically when a spot opens, under the organization’s settings, and tells you when it does. You can leave a waitlist at any time.
No-shows. An organization may pause your online booking after missed classes. It decides the rules and can lift the pause.
Your consumer rights. For a class on a specific date, EU law usually doesn’t give a 14-day right of withdrawal; the organization’s cancellation rules apply instead. Whether you can withdraw from a pass purchase depends on the pass and the organization’s terms. If an organization isn’t a trader, consumer law doesn’t protect you in your contract with it.
Give your own true details, book only classes you mean to attend, and keep your calendar feed links private.

You can manage your notification settings in the portal. To have your details deleted, ask the organization you book with, or write to us. We’ll delete them unless the organization has to keep them for a legal reason, for example accounting records of payments.

10. The class directory and ranking

Organizations appear in the directory and in search by default, and can opt out in their settings. Their booking pages stay reachable by link either way. Only classes open for booking are shown.

This is how we order results. The same rules apply to every organization, whatever its plan; no one can pay for a higher place.

Class lists, in the directory and in search, show the soonest classes first.
On groop.la/classes, signed-in clients see upcoming classes from organizations they’ve booked with before. Other visitors see classes near their approximate location, which our network provider estimates from their IP address, and otherwise the next classes everywhere.
Search matches the words you type against class and organization names, and a place you pick against how far classes are from it.
Lists of organizations show those with the most different activities coming up first, then go alphabetically.

There are no reviews or ratings on Groopla.

11. Data and content

An organization’s content and its data about clients, bookings and payments belong to it. We process client personal data on the organization’s behalf, under the data processing agreement in Annex 1, which is part of these terms. We are the controller of team members’ account data, billing data and data about how Groopla is used, as our privacy policy describes.

Licence to us. The organization lets us host, copy, display and reformat its content, free of charge and for as long as the agreement lasts, to run Groopla. That includes showing it on booking pages and in the directory, in calendar feeds and messages, in link previews and structured data, and to search engines. Copies that search engines and caches keep may take a while to disappear after the agreement ends. The organization keeps all rights to its content.
Access to data. Owners and team members see their organization’s data in the app as their role allows. They can export reports as CSV files, and everything else through the API. Each organization sees only its own clients and bookings. A client who books with several organizations sees all of their bookings in the portal, but each organization sees only its own.
Our access. We access an organization’s data only to provide, secure and support Groopla, or when the law requires it. We don’t sell it, don’t use it for advertising, and don’t share it with other organizations or third parties, except the subprocessors listed in Annex 1.
Our software. Groopla’s software, design and brand belong to us. While the agreement lasts, you may use Groopla under these terms; this right can’t be transferred. If you send us ideas or feedback, we may use them freely.

12. API and webhooks

Owners can create API keys, limited to the access they choose, and webhooks that send events to their systems. The API reference describes both.

Keep keys secret. Anything done with a key counts as done by the organization. Revoke a key that may have leaked.
Stay within the published rate limits, currently 300 requests a minute per key. Don’t scrape booking pages or the directory instead of using the API.
Data an organization sends to its own systems through the API or webhooks is its responsibility.
We may disable a webhook after 20 failed deliveries in a row, and we email owners when we do.
We keep the current API version working. Before we remove or change anything in a way that breaks integrations, we give at least 3 months’ notice, unless security or the law requires a faster change.

13. Rules for everyone

Don’t use Groopla to:

post or send anything unlawful, including content that infringes someone else’s rights, misleads people about classes, prices or who you are, or harasses, threatens or discriminates against anyone;
send spam or marketing to people who haven’t agreed to it;
offer classes or services that are illegal or dangerous;
get into accounts or data that aren’t yours, test our security without permission, or spread malware;
overload Groopla or get around its limits, for example by splitting one organization into several accounts to stay on the Free plan;
copy, resell or reverse-engineer Groopla, except where the law allows it.

If you find a security issue, please tell us at [email protected] before telling anyone else. We won’t take action against good-faith research that doesn’t harm users or their data.

14. Reporting illegal content and how we moderate

To report content on Groopla you think is illegal or against these terms, email [email protected] with:

the exact address (URL) of the content;
why you think it’s illegal or against these terms;
your name and email address (unless the report concerns child sexual abuse material);
a statement that you believe in good faith that the report is accurate and complete.

We confirm receipt, look at every report promptly and carefully, and tell you what we decided. If content is illegal or breaks these terms, we may remove it or hide it from the directory, pause an organization’s booking pages, or suspend an account, choosing what’s proportionate. If we restrict anything, we tell the people affected what we did and why, which rule or law it’s based on, and how to challenge it. Challenges go to the same email address. A person, not an algorithm, makes moderation decisions and reviews challenges, and we reply within 14 days. We report suspected crimes that threaten life or safety to the authorities.

Some decisions are made automatically, by rules set out in these terms or by the organization. These include stopping new bookings at the Free plan’s limit, moving an organization to a larger plan, pausing online booking after no-shows, releasing unpaid bookings, booking clients from waitlists and disabling failing webhooks.

15. Suspending and ending the agreement

Organizations can end the agreement at any time. An owner switches to the Free plan (if on a paid plan) and asks us to close the account from the owner’s email address. A paid plan stays active until the end of the period already paid for.
Clients can end their agreement at any time by asking for their details to be deleted (section 9).
We can end an agreement for an important reason, such as a breach of these terms, a change in the law or in our business, or ending Groopla altogether. We give 30 days’ notice by email, with our reasons. We can end it or suspend an account immediately, telling the owners why, only if the law or an authority requires it, if the account seriously or repeatedly breaks these terms or the law, or if it puts Groopla or other people’s data at risk. An organization can challenge our decision as section 14 describes.
After the end, owners can export their data for 30 days. We then delete the account, its content and its client data, and remove them from backups within a further 30 days. We keep invoices and accounting records for as long as tax law requires, and data we need to establish or defend legal claims.

16. Availability and changes to Groopla

We work to keep Groopla running and data safe, back up the database regularly and fix faults as soon as we can. We don’t promise that Groopla will always be available or free of errors. We do maintenance when it’s least disruptive and announce longer planned downtime in advance where we can. We aren’t responsible for interruptions caused by events beyond our reasonable control, such as failures of the internet, power or third-party services, or attacks.

We keep improving Groopla and may add, change or remove features. If we remove a significant feature from a paid plan, or change one in a way that significantly worsens it, we’ll tell owners at least 30 days in advance. Owners can then end the agreement and get back the fee for the unused part of their paid period.

17. Liability

We are liable for not performing or improperly performing these terms under the general rules of Polish law. For organizations that aren’t consumers:

we aren’t liable for lost profits, or for indirect loss;
our total liability for all claims in any 12 months is limited to what the organization paid us in the 12 months before the event that caused the claim, or PLN 500 if that is more;
we aren’t liable for the classes organizations run, their content, or their relationships and contracts with clients. The organization covers our reasonable costs and any amounts we have to pay because of claims against us arising from those, or from its breach of these terms or of data protection law.

Nothing in these terms limits liability for harm caused intentionally or through gross negligence, for personal injury, or where the law doesn’t allow it. None of these limits apply to consumers or to sole traders with the protections in section 18.

18. Consumers and sole traders

This section applies to consumers. It also applies to a sole trader who enters into the agreement for their business, where the agreement isn’t of a professional nature for them, judged by the business activities they list in CEIDG. That’s usually true, for example, for a fitness trainer, who doesn’t sell software. For these sole traders, the right of withdrawal, the rules on conformity and the protection against unfair terms apply; nothing else in this section does.

Right of withdrawal

You can withdraw from the agreement for a paid plan, without giving a reason, within 14 days of buying it. Tell us by email or post. You can use the form in Annex 2, but you don’t have to. It’s enough to send your statement before the 14 days are up. We refund what you paid within 14 days of receiving it, using the payment method you used unless you agree to another. If you asked us to start the paid plan before the 14 days ended, you pay for the part provided up to your withdrawal, in proportion to the whole period. The Free plan costs nothing, and you can end it at any time (section 15).

Conformity of the service

We are responsible for Groopla working as these terms and the law describe. If it doesn’t, tell us (section 19). We’ll bring it into conformity within a reasonable time and without cost to you. If we can’t or won’t, if the problem continues, or if it’s serious enough, you can ask for a lower price for a paid plan or end the agreement. If you end the agreement for a paid plan, we refund the fee for the time Groopla didn’t conform and the unused part of the period.

Other rights

Consumers keep all the rights the law gives them, and nothing in these terms takes them away. Where a term conflicts with those rights, the law applies instead.

19. Complaints and disputes

If something isn’t working as it should or you disagree with a decision we made, write to [email protected] or to our address. Tell us who you are, what happened and what you’d like us to do. We reply by email within 14 days; for consumers, a complaint we don’t answer in that time counts as accepted. Complaints about classes, passes or refunds go to the organization (section 9).

Consumers can also get free help from their local consumer ombudsman (rzecznik konsumentów) or the consumer organizations, or ask the Trade Inspection (Inspekcja Handlowa) for mediation. More information is at uokik.gov.pl. Consumers in other EU countries can contact their national European Consumer Centre.

20. Changes to these terms

We may change these terms or our prices for important reasons: a change in the law, a decision of a court or authority, new or changed features, security or abuse prevention, or changes in what our providers charge or in the costs of running Groopla. We update the date above and email owners and clients with an account at least 15 days before the change applies, explaining what is changing. We give 30 days for price changes (section 6). If you don’t agree, you can end the agreement before the change applies, without any cost. We may make a change sooner where the law, an authority or a serious security risk requires it, and say so. Changes never apply to bookings, payments or plan periods that have already started.

21. Law and final provisions

These terms are governed by Polish law. For consumers, this doesn’t remove the protection of the mandatory law of the country where they live.
Disputes with organizations that aren’t consumers go to the common court for our registered address. Consumers can go to the court that has jurisdiction under the general rules, including the courts where they live.
If any part of these terms turns out to be invalid, the rest still applies.
We may transfer the agreement to a company that takes over Groopla, telling owners and clients in advance. If you don’t agree, you can end the agreement.
We communicate by email and in the app. Notices to organizations go to their owners’ email addresses.
These terms are written in English, and the English version applies.

Annex 1: Data processing agreement

This agreement is made under Article 28 of the EU General Data Protection Regulation (GDPR) between each organization, as the controller, and Groopla, as the processor. It applies to personal data that Groopla processes on the organization’s behalf, and is accepted with these terms. Terms like “personal data”, “processing” and “personal data breach” mean what they mean in the GDPR.

1. What is processed and why

Subject and purpose: providing Groopla as section 3 describes: bookings, waitlists, passes, payments, attendance, messages, reports, calendar feeds, the API and webhooks.
Nature: storing, organizing, displaying, sending, exporting and deleting data.
Duration: as long as the agreement lasts, plus the deletion period in section 15.
People: the organization’s clients and the people who book for them, and anyone else whose data the organization adds.
Data: names, phone numbers, email addresses, notification choices, bookings, waitlist places, passes, payment status and amounts, attendance and no-shows, and sign-in records. The organization must not add special categories of data, such as health information, unless it has a lawful basis and makes sure it’s needed.

2. Our obligations

We process the data only on the organization’s documented instructions. These terms, and how the organization sets up and uses Groopla, are its instructions. We tell the organization if we believe an instruction breaks the law. We follow other instructions only where the law requires us to and tell the organization first, unless the law forbids that.
Everyone who can access the data is bound to keep it confidential.
We keep the data secure under Article 32 GDPR. Our measures include encryption of all traffic, hashed passwords, one-time sign-in codes, separation of each organization’s data, access for as few people as possible and only as needed, logging of administrative access, regular backups and keeping software up to date.
We help the organization respond to requests from people exercising their rights, mostly through features in Groopla, and pass on any request we receive directly.
We help the organization meet its obligations on security, breach notification, data protection impact assessments and prior consultation, taking into account what we know.
We tell the organization about a personal data breach without undue delay, and within 48 hours of becoming aware of it, with the information we have.
When the agreement ends, we delete the data as section 15 describes, unless the law requires us to keep it. Before that, owners can export it.
We give the organization the information it needs to check that we meet this agreement. If that isn’t enough, it can audit us, at its own cost, once a year with 30 days’ notice, or at any time after a breach or at an authority’s request. The auditor must agree to keep our information confidential.

3. Subprocessors

The organization authorizes us to use these subprocessors, each bound by data protection terms at least as strict as these:

Hetzner Online GmbH: servers and the database (all data), in Germany or Finland.
Email provider: sending email (email addresses and message content), in the European Union.
Cloudflare, Inc.: network, security and traffic routing (all data passing through), globally.
Twilio Inc.: text messages and sign-in codes (phone numbers and message content), in the United States.
komoot GmbH (Photon) or Unwired Labs (LocationIQ): turning addresses into map positions (address text only), in Germany or the United States respectively.

We tell owners by email at least 30 days before adding or replacing a subprocessor. An organization can object on reasonable data protection grounds within that time. If we can’t resolve the objection, it can end the agreement before the change, and we refund the fee for the unused part of its paid period.

Where data is transferred outside the European Economic Area, we rely on an adequacy decision (such as the EU–US Data Privacy Framework for certified recipients) or on the European Commission’s standard contractual clauses.

When clients pay online, Stripe processes the payment under the organization’s own agreement with Stripe, not as our subprocessor.

4. The organization’s obligations

The organization is responsible for the lawfulness of the processing, including having a lawful basis, informing the people concerned and answering their requests. It must give only lawful instructions.

5. Liability and precedence

Each party is liable under Article 82 GDPR. Otherwise the liability rules in section 17 apply. If this annex conflicts with the rest of these terms on personal data, this annex prevails.

Annex 2: Withdrawal form

Fill in and send this form only if you want to withdraw from the agreement (section 18).

To: Piotr Okoński, ul. Romana Dmowskiego 19C/60, 50-203 Wrocław, Poland, [email protected]

I hereby give notice that I withdraw from my contract for the provision of the following service: Groopla, plan ____________ (organization name ____________).

Bought on: ____________

Name: ____________

Address: ____________

Signature (only if this form is sent on paper): ____________

Date: ____________