Roster Management, LLC (“RosterMgmt,” “we,” “us,” or “our”) operates the RosterMgmt platform (the “Service”) available at rostermgmt.com and on each customer organization’s subdomain or custom domain. This Privacy Policy explains how we collect, use, disclose, and protect information when you use the Service.

By using the Service, you agree to the practices described in this Privacy Policy. If you do not agree, please do not use the Service.

1. Information We Collect

1.1 Information you provide

Account information: name, email address, phone number, password hash, role, organization affiliation.
Athlete/member profiles: first name, last name, date of birth, gender, emergency contact, medical notes, and any other fields the organization chooses to collect.
Payment information: processed by Stripe, Inc. We do not store card numbers. We retain limited transaction metadata (amount, last four digits, payment intent ID).
Content you upload: documents, waivers, photos, messages, and attachments.

1.2 Information we collect automatically

Usage data: log-in times, IP address, pages viewed, device and browser type, referring URL.
Cookies and similar technologies: used for authentication, session management, and analytics. You can disable cookies in your browser, but parts of the Service may stop working.

1.3 Information from third parties

We receive data from integrated services you or your organization chooses to connect, such as Stripe (payments), Resend (email), Twilio (SMS), and calendar providers.

2. Children’s Privacy (COPPA)

The Service is not directed to children under 13. We do not knowingly create accounts for children under 13. A parent or guardian creates and controls any profile that represents a minor athlete. Parents may review, modify, or request deletion of a child’s profile at any time by contacting their organization’s administrator or privacy@rostermgmt.com.

3. How We Use Information

Provide, operate, and maintain the Service.
Process registrations, payments, and refunds.
Send transactional messages (confirmations, reminders, receipts).
Send administrative messages about changes to the Service.
Prevent fraud, enforce our Terms, and comply with law.
Improve the Service through aggregated, de-identified analytics.

We do not sell personal information. We do not use personal information to train third-party AI models.

4. How We Share Information

With your organization. Organization administrators can see data submitted by their members.
Service providers. Subprocessors acting on our behalf: Supabase (database + auth), Vercel (hosting), Stripe (payments), Resend (email), Twilio (SMS), Sentry (error monitoring).
Legal. When required by law, subpoena, or to protect rights, safety, or property.
Business transfers. In connection with a merger, acquisition, or sale of assets, with notice to affected users.

5. Data Security

We encrypt data in transit (TLS) and at rest. Row-level security isolates each organization’s data. Access to production systems is restricted and logged. No system is perfectly secure; you are responsible for keeping your password safe.

6. Data Retention

We retain personal information for as long as your account is active or as needed to provide the Service, comply with legal obligations, resolve disputes, and enforce our agreements. Organizations may delete individual records at any time from the admin portal. On account cancellation, data is deleted or anonymized within 90 days unless a longer retention period is required by law.

7. Your Rights

Depending on your jurisdiction, you may have rights to access, correct, delete, port, or restrict processing of your personal information. To exercise these rights, contact privacy@rostermgmt.com or your organization administrator. We will respond within 30 days.

8. International Users

The Service is operated in the United States. By using the Service you consent to the transfer of your information to the United States.

9. Changes to This Policy

We may update this Privacy Policy from time to time. The “Effective” date above reflects the latest version. Material changes will be communicated by email or in-app notice.

10. Contact

Roster Management, LLC
privacy@rostermgmt.com