1. Introduction

RosterEasy is a youth sports league optimizer that helps league administrators build balanced teams, manage schedules, and communicate with families. We take the privacy of our users seriously — especially when it involves children. This policy explains what information we collect, why we collect it, and how we protect it.

2. Information We Collect

When you create an account or register a player, we collect:

Parent / Guardian info: name, email address, and a securely hashed password.
Player info: child's first name, age (or birth year), and skill-level rating as provided by a parent or league administrator.

If you sign in with Google, we receive your name and email address from your Google account. We do not access your Google contacts, calendar, or any other Google data.

We do not collect home addresses, phone numbers, photos, or social media handles unless you voluntarily provide them in profile fields.

3. How We Use Your Information

Team balancing: player age and skill data powers our algorithm to create fair, competitive rosters.
Scheduling: we use league and team data to generate game and practice schedules.
Communication: your email address lets league admins send announcements, schedule changes, and other league-related messages.
Account management: your credentials let you log in, manage your players, and view rosters.

4. Who Can See Your Information

League administrators can view all parent and player data needed to manage the league.
Coaches can see the roster for their assigned team, including player names, ages, and skill levels.
Other parents can see player first names on published rosters only. They cannot access your email, password, or detailed player data.

We never sell, rent, or share your personal information with third-party advertisers or data brokers.

5. Third-Party Services

We use the following third-party services to operate RosterEasy. Each processes data only as needed to provide their service:

Stripe — payment processing. RosterEasy does not store credit card numbers or bank account details. See Stripe's privacy policy.
Google OAuth — optional sign-in. We receive only your name and email.
Vercel — hosting and content delivery.
Sentry — error monitoring. May receive anonymized technical data (browser type, error stack traces) but never personal information.
SMTP2GO — transactional email delivery (e.g., password resets, league announcements).

6. Cookies & Tracking

RosterEasy uses cookies strictly for authentication and session management. We do not use advertising cookies, tracking pixels, or third-party analytics that follow you across the web.

Sentry may use a session identifier to group errors for debugging purposes. This data is anonymized and cannot be used to identify you personally.

7. Data Retention

We retain your account and player data for as long as your account is active or as needed to provide our services. If you delete your account, we will remove your personal data within 30 days, except where we are required by law to retain it or where anonymized, aggregated data is kept for analytics purposes.

At the end of each season, league administrators may archive rosters. Archived data is retained for historical reference but can be deleted upon request.

8. Your Rights

You have the right to:

Access a copy of the personal data we hold about you.
Correct inaccurate information in your account or player profiles.
Delete your account and associated data at any time.
Opt out of non-essential emails by contacting your league administrator or by reaching out to us directly.

To exercise any of these rights, email us at privacy@rostereasy.com. We will respond within 30 days.

9. Children's Privacy (COPPA)

RosterEasy is designed for use by parents, guardians, and league administrators — not by children directly. All player data is entered and managed by a parent or authorized adult.

We do not knowingly collect personal information directly from children under 13.
Player profiles contain only the minimum information necessary for league operations (first name, age, skill level).
A parent or guardian may request deletion of their child's data at any time by contacting us or removing the player from their account.

If you believe a child has provided us with personal information without parental consent, please contact us immediately so we can remove it.

10. International Users

RosterEasy is operated from the United States. If you access the platform from outside the US, your data will be transferred to and processed in the United States. By using RosterEasy, you consent to this transfer. We apply the same privacy protections regardless of where you are located.

11. California Privacy Rights (CCPA)

If you are a California resident, the California Consumer Privacy Act (CCPA) provides you with additional rights regarding your personal information:

Right to know: You may request disclosure of the categories and specific pieces of personal information we have collected about you.
Right to delete: You may request deletion of your personal information, subject to certain exceptions.
Right to non-discrimination: We will not discriminate against you for exercising your privacy rights.

We do not sell personal information. We do not share personal information with third parties for their direct marketing purposes. We do not use or disclose sensitive personal information for purposes other than providing our services.

To exercise any of these rights, contact us at privacy@rostereasy.com. We will verify your identity and respond within 45 days.

12. Data Breach Notification

In the event of a data breach that compromises your personal information, we will notify affected users by email within 72 hours of becoming aware of the breach. The notification will include the nature of the breach, the types of data affected, and steps you can take to protect yourself.

We will also notify relevant regulatory authorities as required by applicable law.

13. Security

We use industry-standard measures to protect your data, including encrypted connections (HTTPS), securely hashed passwords, and role-based access controls. However, no method of electronic storage is 100% secure, and we cannot guarantee absolute security.

14. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email or by posting a prominent notice within the application. Your continued use of RosterEasy after changes take effect constitutes acceptance of the revised policy.

15. Contact Us

If you have questions about this Privacy Policy or want to request data access or deletion, please reach out:

Email: privacy@rostereasy.com