Privacy Policy

Last updated: October 6, 2026

OurRoster helps youth sports teams manage their roster, schedule, communication, dues, and finances. This policy explains what we collect, how we use it, who we share it with, and the choices you have. It applies to our website and our iOS and Android apps.

Information we collect

• Account info — your name, email address, and (optionally) a phone number, plus an account identifier.
• Roster info you enter — players and guardians you add, including player names, birth date/year, and jersey number. Adults enter this information; players under 18 do not create their own accounts.
• Financial activity — dues, payments, and donations, and your team's accounting ledger. Card details are entered directly with our payment processor and never reach our servers (see “Payments” below).
• Messages & activity — team messages you send, availability (RSVP) responses, and basic in-app interactions needed to operate the features you use.
• Photos you upload — profile photos for players and teams, and photos of game box scores that coaches upload so the app can read the stats. We only receive photos you choose to upload; the app does not access your photo library or camera otherwise.
• Device token — if you enable notifications, a push token so we can deliver them.

We do not collect your device location or contacts, and we do not use third-party advertising or analytics tracking.

How we use information

We use your information to provide and operate the service: manage rosters and schedules, process dues and donations, deliver messages and notifications, run team and organization accounting, and keep accounts secure. We do not sell your personal information, and we do not use it for advertising.

Payments

Payments are processed by Stripe. Card information is collected directly by Stripe through its secure payment forms and is never stored on our servers. Each team is its own merchant of record and receives funds into its own connected account.

Linked bank accounts

Team and organization admins can choose to link a bank account so its transactions can be matched against their books. Linking happens through Stripe Financial Connections: you sign in to your bank on Stripe's secure form, and we never see or store your bank login credentials. With your permission we receive read-only information about the linked account — the bank's name, the account's nickname and last four digits, its balance, and its transactions. We use this information only to show the account and help reconcile the team's or organization's accounting; we do not use it to move money, assess credit, or for advertising, and we do not sell it or share it with anyone other than the service providers listed below. This data is stored in the United States.

An admin can disconnect a linked account at any time. Disconnecting stops all further access and syncing. Transactions already imported remain part of the team's or organization's records until that team or organization is deleted, at which point they are deleted as well.

How we share information

We share information only with service providers that process it on our behalf to run the product — our payment and bank-linking processor (Stripe), our hosting and authentication providers (Fly.io and Supabase), and our AI provider (Anthropic), which reads box-score photos a coach uploads to extract game statistics — and when required by law. Our AI provider processes those photos only to return the results to us and does not use them to train its models. Team and organization data is visible to the coaches, admins, guardians, and members connected to that team, as needed to use the features. We do not sell your data or share it for advertising.

Data retention & deletion

You can delete your account and personal data at any time — in the app under Account → Delete account, or by following the steps on our account deletion page. When you delete your account we remove your personal data. A team's financial records (dues, payments, donations, and its accounting ledger) are retained because a team is responsible for its own books, but they are stripped of your personal details.

Security

Data is encrypted in transit. We follow industry practices to protect your information, and we use PCI-compliant payment infrastructure so card data never touches our systems.

Children's privacy

OurRoster is intended for adults (parents, guardians, coaches, and players 18 and older). It is not directed to children, and children do not create accounts. Information about minor players is entered and managed by their adult guardians or team staff.

Contact us

Questions about this policy or your data? Email support@our-roster.com.