Terms of Service
Last updated November 10, 2026
These terms cover your use of RosterVault, run by RosterVault ("we", "us"). RosterVault is software that youth sports clubs use for registration, payments, documents, calendars, messaging and player records. By creating an account or using RosterVault, you agree to these terms and to our Privacy Policy.
1. Who uses RosterVault
- Clubs (owners, admins, directors, coaches and team parents) run their programs on RosterVault. Each club controls its own teams, prices, documents and messages.
- Parents and guardians register their children with a club. You must be 18 or older and the parent or legal guardian of any child you register.
- Children do not create their own accounts. A parent or guardian enters a child's information.
2. Your account
Keep your password private and your information accurate. You are responsible for what happens under your account. Tell us right away at chad@therostervault.com if you think someone else is using it.
3. Clubs are responsible for their programs
Each club sets its own programs, prices, refund rules, waivers and contracts, and runs its own teams, practices, games, camps and tryouts. We provide the software. We are not a party to the agreement between a club and a family, and we are not responsible for the club's programs, events, coaching or supervision. Questions about a program, a refund or a team decision go to the club.
4. Payments
- Card payments are processed by Stripe and go to the club's own Stripe account. Use of Stripe is also subject to Stripe's terms.
- Clubs pay RosterVault a service fee of 2% of each program payment, plus card processing. Parents pay the price the club shows.
- Payment plans charge the card on file on the schedule shown at sign-up, until the balance is paid or the club cancels the plan.
- Refunds and disputes are handled by the club, following the club's own refund rules.
5. Information you put in RosterVault
You keep ownership of what you upload or enter. You give us permission to store, process and show it only to run RosterVault for you and your club, as described in the Privacy Policy. Only enter information you have the right to share. Clubs are responsible for getting any permissions they need from families and staff.
6. Acceptable use
Don't use RosterVault to:
- break the law, or harass, threaten or harm anyone, especially a child;
- send spam, or message people who asked not to be contacted;
- see or change information you aren't allowed to, or try to get around security;
- upload viruses or anything that harms the service or other users.
We may suspend or close an account that breaks these rules.
7. Support access
When a club asks for help, our support team may open that club's account. Support access is logged, is read-only unless a change is needed, and ends after 60 minutes. Club owners can see every support visit on their Support access page.
8. Changes and availability
We work to keep RosterVault running, but it may sometimes be unavailable for maintenance or problems outside our control. We may change features. If we change these terms in a way that matters, we will post the new version here and update the date above. Using RosterVault after that means you accept the new terms.
9. Ending your account
You can stop using RosterVault at any time. To close your account, email chad@therostervault.com. A club's records (such as payments and signed documents) may be kept as the Privacy Policy describes.
10. Limits on our responsibility
RosterVault is provided "as is." To the extent the law allows, we are not liable for indirect or consequential losses, or for losses caused by a club, a payment processor or another user. Our total liability to you is limited to the fees you paid RosterVault in the 12 months before the claim. Nothing in these terms limits rights you have under law that can't be waived.
11. Law
These terms are governed by the laws of the State of Texas.
12. Contact
Questions about these terms: chad@therostervault.com.