Privacy Policy

Last updated November 10, 2026

This policy explains what information RosterVault (RosterVault, "we") collects, how it is used, and the choices you have. It goes with our Terms of Service.

1. Clubs and RosterVault

Youth sports clubs use RosterVault to run their programs. The club decides what information it asks families for and who on its staff can see it. We store and process that information for the club. Each club's information is kept separate from every other club's.

2. What we collect

• Account details: name, email, phone and password (stored only as a one-way scrambled code, never as the password itself).
• Player details a parent enters: name, birth date, grade, school, sizes, emergency contacts, medical notes and answers to the club's questions.
• Club records: teams, rosters, attendance, calendar events, messages, coach notes, goals, evaluations and stats.
• Documents: signed waivers and payment contracts, including the name typed to sign and when.
• Payments: amounts, dates and status. Card numbers go straight to Stripe. We never see or store a full card number.
• Technical details: the browser and internet address used to sign in, used to keep accounts secure (for example, limiting wrong-password attempts).

3. Children's information

RosterVault is used by parents, guardians and club staff, not by children directly. A child's information is entered by their parent or guardian, who agrees to share it with the child's club. Player cards and stats are visible only to that family and to club staff with permission. Nothing about a child is shown publicly or shared outside the club unless the parent chooses to share it. A parent can ask to see, fix or delete their child's information at any time (see section 7).

4. How we use it

• to run registration, payments, documents, calendars, messaging and player records for the club;
• to send account emails (password links, receipts, signed documents, schedule changes) and club messages;
• to keep RosterVault secure and fix problems;
• to give support when a club asks for help (support visits are logged and the club owner can see them).

We do not sell personal information, and we do not use it for advertising.

5. Who we share it with

• The club you registered with, and its staff, limited by the permissions the club owner sets.
• Service providers that run parts of RosterVault for us: Stripe (payments), Cloudflare (hosting, database and file storage) and Resend (email). They may use the information only to provide their service.
• The law: when required by law, or to protect someone's safety.

6. Emails

Club announcement emails include an unsubscribe link. Account emails, such as password links, receipts and signed documents, are sent whenever needed.

7. Your choices

You can see and update most of your family's information on your family profile. To get a copy of your information, correct it, or delete your account or your child's information, email chad@therostervault.com. We will confirm the request with the account email first. Some records, such as payments and signed documents, may be kept as long as the club or the law needs them.

8. How long we keep it

We keep information while the account or the club is active. Unpaid sign-ups are removed after the club's hold period. When a club leaves RosterVault, we delete its information when the club asks, after it has had a chance to export it, except records we must keep by law.

9. Security

Information is sent over encrypted connections. Passwords are stored as scrambled codes. Each club is walled off from every other club, and staff see only what their role allows. No system is perfectly secure; if we learn of a breach that affects you, we will tell you as the law requires.

10. Changes

If this policy changes in a way that matters, we will post the new version here and update the date above.

11. Contact

Privacy questions or requests: chad@therostervault.com.