Privacy Policy

Effective Date: May 25, 2026 Last Updated: May 25, 2026

Roster Raptor LLC ("Roster Raptor," "we," "us," or "our") provides a software platform that helps youth sports organizations manage evaluations, drafts, team formation, and league operations. This Privacy Policy explains how we collect, use, share, and protect information through our website at rosterraptor.com, our iOS and Android mobile applications, and any related services (collectively, the "Services").

By using the Services, you agree to this Privacy Policy. If you do not agree, please do not use the Services.

1. About This Policy and Our Role

Roster Raptor provides Services to youth sports organizations (leagues, clubs, associations, and similar entities — each, an "Organization"). Organizations use our platform to manage their players, coaches, evaluations, drafts, and teams.

We act in two different roles depending on the data involved:

• Service Provider (Processor): When Organizations or their authorized users (such as commissioners and coaches) enter information about players, including children, into our platform, we process that information on behalf of the Organization. The Organization is the controller of that information and is responsible for the lawfulness of its collection, including obtaining any required parental consent.

• Business (Controller): When account holders (such as commissioners, coaches, administrators, and other adult users) create accounts and use the Services, we act as a controller of their account information and usage data.

If you are a parent or guardian and wish to exercise rights regarding your child's information, please contact your Organization first. You may also contact us at privacy@rosterraptor.com and we will work with the Organization to fulfill your request.

2. Information We Collect

2.1 Information Organizations Provide About Players

Organizations and their authorized users may submit information about players, including minors. This may include:

• Name, date of birth, age, and grade
• Parent or guardian contact information (name, email, phone)
• Player photo (optional)
• Skill evaluation scores, coach notes, and team assignments
• Attendance and participation records
• Birth certificate images submitted for age verification, retained for no more than 60 days and then deleted (see Section 8)
• Registration form responses, including custom fields configured by the Organization. The Organization controls which questions are asked, and parents or guardians provide the responses directly. These custom fields may include health, medical, or other sensitive information at the Organization's discretion (see Section 5)

We do not knowingly collect personal information directly from children under 13. Player information is submitted to us by the Organization that has a relationship with the child's family.

2.2 Account Information

When commissioners, coaches, administrators, or other adult users create or are issued accounts, we collect:

• Name, email address, and phone number
• Role within the Organization (commissioner, coach, administrator, etc.)
• Authentication credentials (managed by our authentication provider — see Section 4)
• Profile preferences and settings

2.3 Device and Usage Data

When you use the Services, we automatically collect:

• Device type, operating system, app version, and browser type
• IP address and approximate location derived from IP
• Log data, including pages or screens viewed, features used, timestamps, and error reports
• Push notification tokens, if you enable notifications on a mobile device

2.4 Communications

If you contact us by email or through support channels, we retain your messages and any information you provide.

2.5 Payment Information

When Organizations use our registration and payment features, payment card information is collected and processed by our payment processor (Stripe). We do not store full payment card numbers on our servers. We may retain transaction records (amount, date, last four digits, registration tied to the payment) for accounting, refund, and tax purposes.

3. How We Use Information

We use information to:

• Provide, operate, and maintain the Services
• Process player evaluations, drafts, team assignments, and related workflows
• Authenticate users and secure accounts
• Communicate with users about the Services, including transactional emails, account notices, and support
• Diagnose technical issues, monitor performance, and improve the Services
• Comply with legal obligations and enforce our terms
• Protect the rights, safety, and property of Roster Raptor, our users, and the public

We do not:

• Sell personal information
• Use children's information for advertising, marketing, or behavioral profiling
• Use children's information for any purpose other than providing the Services to the Organization

4. How We Share Information

We share information only as described below.

4.1 With the Organization

Information you submit or that is collected through your use of the Services is accessible to the Organization that operates the league, club, or program you participate in, and to its authorized users (such as commissioners and coaches).

4.2 With Sub-Processors

We use third-party service providers ("sub-processors") to operate the Services. Each is bound by contractual obligations to protect information and use it only for the purposes we direct.

We may update this list as our service providers change. A current list is available at rosterraptor.com/subprocessors (or by contacting us).

4.3 For Legal Reasons

We may disclose information if required by law, subpoena, court order, or other legal process, or if we believe in good faith that disclosure is necessary to protect rights, property, or safety.

4.4 Business Transfers

If Roster Raptor is involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction. We will notify Organizations and require any successor to honor this Privacy Policy.

4.5 With Consent

We may share information for other purposes with your consent.

5. Sensitive Personal Information

The Services allow Organizations to configure their own registration forms and custom fields. Depending on how an Organization configures its forms, parents or guardians may submit information that is treated as "sensitive personal information" under various state privacy laws — for example, health and medical information such as allergies, asthma, medications, pre-existing conditions, pediatrician contact, and emergency medical contacts.

Responsibility: Organizations decide what information to collect from families. Each Organization is responsible for ensuring its registration forms comply with applicable laws and for providing appropriate notice to families at the point of collection. Roster Raptor acts as a service provider for this information.

How we handle sensitive information submitted through the Services:

• Limited purpose: We use sensitive information only to provide the Services to the Organization, including supporting participant safety and fulfilling registration and team management functions. We make this information available to the Organization's authorized users (such as administrators and coaches) according to the access controls configured for the Organization.
• No marketing or profiling: We do not use sensitive information for advertising, marketing, profiling, behavioral analysis, training of artificial intelligence or machine learning models, or any purpose unrelated to providing the Services.
• No sale or sharing: We do not sell sensitive information and do not share it for cross-context behavioral advertising.
• Security: Sensitive information is encrypted in transit and at rest, access is restricted to authorized users, and we configure our error logging and monitoring tools to scrub sensitive fields from application logs.

Your right to limit: Residents of certain states (such as California) have the right to limit our use of sensitive personal information to purposes necessary to provide the Services. Because we already restrict our use of sensitive information to those purposes, no further action is required to honor this right. To raise a concern or make a request, contact your Organization directly or email privacy@rosterraptor.com.

6. Children's Privacy (COPPA)

The Services include information about youth athletes, some of whom are under 13. We treat this information with care and in accordance with the Children's Online Privacy Protection Act ("COPPA").

Our role with respect to children's information:

• We provide Services to Organizations. The Organization is the "operator" under COPPA and is responsible for obtaining verifiable parental consent before submitting any information about a child under 13 to our platform.
• Our agreements with Organizations require them to obtain such consent and to provide appropriate notice to parents.
• We do not knowingly collect personal information directly from children under 13.

How we use children's information:

• Only to provide the Services to the Organization (managing evaluations, drafts, team assignments, attendance, and communications between the Organization and the family)
• Never for behavioral advertising, marketing, profiling, or any purpose unrelated to the Organization's use of the Services
• We do not associate persistent identifiers with children's records for any purpose other than supporting internal operations of the Services

Parental rights:

Parents and guardians may request to review, correct, or delete their child's information, or refuse further collection. To make a request:

1. Contact your Organization first, as they hold the direct relationship with your family and can typically act fastest.
2. You may also contact us at privacy@rosterraptor.com, and we will work with the Organization to fulfill your request within 30 days.

For more information about COPPA, visit the Federal Trade Commission's website at ftc.gov.

7. Single Sign-On and Third-Party Authentication

We use Clerk to manage user authentication. If you sign in using a third-party identity provider through Clerk (such as Google, Apple, or Microsoft), the provider may share your name, email address, and profile identifier with us. We do not receive your password.

If you delete your account, we will revoke any third-party tokens we hold, including Sign in with Apple tokens, as required by Apple's developer guidelines.

8. Data Retention

We retain information for as long as needed to provide the Services and to comply with legal obligations, resolve disputes, and enforce our agreements.

• Account information: retained while the account is active and for a reasonable period after deactivation.
• Player records: retained while the Organization maintains an active relationship with us, and deleted at the Organization's direction or in accordance with our deletion process.
• Birth certificate images: retained for no more than 60 days from upload, then permanently deleted, regardless of review status.
• Payment and transaction records: retained for the period required by applicable tax, accounting, and consumer protection laws (typically 7 years).
• Log and error data: retained for a limited period (typically 30–90 days) for security and diagnostic purposes.
• Backups: may persist for a limited period after deletion from production systems, in accordance with our backup rotation schedule.

When information is no longer needed, we delete or de-identify it.

9. Data Security

We use reasonable administrative, technical, and physical safeguards to protect information, including:

• Encryption of data in transit (TLS) and at rest (AES-256)
• Access controls and least-privilege permissions
• Secure cloud infrastructure (AWS)
• Authentication managed by a specialized provider (Clerk)
• Application monitoring and incident response procedures

No method of transmission or storage is completely secure. We cannot guarantee absolute security.

10. Your Rights and Choices

10.1 If You Are an Account Holder

You may access and update most of your information through your account settings. To request a change you cannot make yourself, contact your Organization or email us at privacy@rosterraptor.com.

10.2 Account Deletion

You may request deletion of your account at any time:

• In the mobile app: go to Settings → Account → Delete Account, and follow the prompts.
• By email: send a request from your account email to privacy@rosterraptor.com.

When we receive a deletion request, we will delete your account and associated personal information within 30 days, except for information we are required or permitted to retain (for example, transaction records for tax or accounting purposes, or information necessary to resolve disputes or enforce our agreements).

Because Organizations control player records, deletion of a player's information generally must be requested through the Organization. If you cannot reach the Organization, contact us and we will assist.

10.3 State Privacy Rights

If you are a resident of California, Virginia, Colorado, Connecticut, Utah, Texas, or another U.S. state with a comprehensive privacy law, you may have the following rights, subject to certain exceptions:

• Right to know or access the personal information we hold about you
• Right to correct inaccurate information
• Right to delete personal information
• Right to opt out of the sale or sharing of personal information (we do not sell or share personal information for cross-context behavioral advertising)
• Right to limit the use of sensitive personal information
• Right to non-discrimination for exercising your rights

To exercise these rights, email privacy@rosterraptor.com. We will verify your identity before responding, typically by confirming information associated with your account. You may authorize an agent to make a request on your behalf; we will require proof of authorization.

10.4 Communications Preferences

You may opt out of marketing emails by using the unsubscribe link in any such email. You will continue to receive transactional emails necessary to operate the Services.

10.5 Push Notifications

You may disable push notifications in your device settings at any time.

11. Cookies and Similar Technologies

Our website uses cookies and similar technologies for authentication, security, and basic analytics. We do not use third-party advertising cookies or behavioral tracking. You can control cookies through your browser settings.

12. International Users

The Services are operated from the United States. If you access the Services from outside the United States, your information will be transferred to, processed, and stored in the United States, which may have different data protection laws than your country. By using the Services, you consent to this transfer.

13. Third-Party Links

The Services may contain links to third-party websites. We are not responsible for the privacy practices of those sites.

14. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last Updated" date above. Material changes will be communicated through the Services or by email. Your continued use of the Services after changes take effect constitutes acceptance of the updated Policy.

15. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, contact us at:

Roster Raptor LLC 3783 Upland Drive Marietta, GA 30066 privacy@rosterraptor.com

For requests related to a specific child's information, please contact your Organization first when possible.