Privacy Policy

When you create an account as an athlete

We collect your name, email address, phone number, mailing address, date of birth, school, graduation year, sport, position, height, weight, bio, academic records such as your GPA and transcript, performance statistics, and any optional demographic details you choose to provide. We also collect the profile photos, videos, and documents you upload. We collect this to build your athlete profile and share it with prospective university recruiters.

In the Rosterly iPhone app you can capture profile photos, videos, and documents with your camera or choose them from your photo library. The app asks for your permission the first time you use the camera, microphone, or photo library, and anything you capture is used only for the profile item you attach it to.

When you subscribe to Rosterly Plus

Payments on the web are processed by Stripe, and payments in the Rosterly iPhone app by Apple. You enter your card details on their secure pages; Rosterly never receives or stores card numbers. Stripe collects the name, email address, billing address and payment details you provide at checkout, and sends you receipts and payment notices for us. We receive and keep a record of your subscription — its status, the period it is paid through, the identifiers Stripe or Apple use for it, and the email address you gave for receipts — so that we can unlock Rosterly Plus, show the subscription in Settings, and handle cancellations and support requests. We also keep a dated record that the payer agreed to the subscription terms, which the law requires us to hold for three years. If a parent or guardian pays, Stripe holds the payer's payment details and Rosterly holds the payer's email alongside the subscription record on the athlete's account. This is commercial information about the subscription; we use it only to run the subscription and never sell or share it for advertising.

When you create an account as a coach

We collect your name, email address, and organization affiliation. We verify your association with an accredited university before granting access to athlete profiles.

When you use our iPhone app (age verification information)

Where the law requires an app store to verify a user's age, Apple shares an age category with us — a range such as 13–15 or 18 and over, never your date of birth — together with an indication of how that age was established. We receive this only from the App Store, only when you use the Rosterly iPhone app, and only if you choose to share it. You can decline, and the app will still work.

We use this information for one purpose only: confirming that you are old enough to use Rosterly. We do not use it for advertising, recommendations, recruiting visibility, or any form of personalization; we do not add it to your profile or to what coaches can see; and we do not share or sell it. It is stored apart from the rest of your profile, and it is deleted when your account is deleted.

Rosterly is not intended for children under 13. If the age category tells us you are under 13, we will not let the account sign in to the app.

When you use our platform

We collect information about how you use our services, including pages visited, features used, and actions taken. We use this to improve our platform and provide a better experience.

We use PostHog (a product-analytics provider) for usage analytics, feature management, and session replay — a reconstruction of your on-screen activity that helps us diagnose issues and improve the product. Session replay applies masking: text you see and values you type into forms are redacted, and sensitive areas are blocked from recording. We do not attach your name, email, or date of birth to any analytics or recording. Analytics and session replay run only after you accept cookies; if you decline, nothing is collected by PostHog.

Authentication

We use Clerk, a third-party authentication provider, to manage sign-in and account security. Clerk may collect additional information as described in their privacy policy.

Athlete profiles

If you are an athlete and enable profile visibility, your profile information is shared with verified coaches at accredited universities who have onboarded to our platform. Your profile is not publicly accessible on the internet.

Service providers

We share information with third-party service providers who perform functions on our behalf, such as hosting, authentication, payments, and analytics. These include Clerk (authentication), Stripe (payment processing for Rosterly Plus on the web), Nylas (email and calendar integration for coaches who connect an account — see the "Google user data" section below), PostHog (US-based; product analytics, feature flags, and masked session replay), OpenAI (automated extraction of academic data from documents athletes upload, via FileGraph, our document-processing service), and Anthropic (AI-assisted categorization of communications that coaches sync through the optional email integration; we can configure OpenAI to do this instead). Purchases made in the Rosterly iPhone app are sold and processed by Apple under Apple's own privacy policy. Analytics traffic is routed through our own domain, and PostHog receives no name, email, or date of birth. Neither OpenAI nor Anthropic uses your information to train AI models.

When an athlete books a call with a coach, we share the athlete's name, email address, and chosen meeting time with Nylas so the call is placed on the coach's calendar. The booking confirmation, and any notice that the call moved or was cancelled, is sent from the coach's own mailbox.

Legal requirements

We may share information with regulators, authorities, and enforcement agencies where we are under a legal duty to disclose your personal data or to protect our rights, property, and safety.

Business transfers

We may share information in connection with a merger, acquisition, or sale of assets, in which case your information may be transferred to the acquiring entity.

Access and correction

You can access and update your profile information through your account settings. To request a copy of all personal information we hold about you, contact us.

Deletion

You can permanently delete your account and all of your data yourself, at any time, from Settings. Deletion is immediate: your profile, uploads, school interests, and your visibility to college coaches are removed as part of the request, and you are signed out. It cannot be undone.

We retain a dated record that a deletion occurred, containing none of your profile information, and some information may be retained where required by law.

A call you booked with a coach stays on that coach's own calendar after you delete your account; we delete our own record of it.

Profile visibility

You control whether your profile is visible to university recruiters through your account settings. You can disable visibility at any time.

Analytics and session replay consent

Product analytics and session replay run only after you accept cookies. The cookie banner gives you an explicit choice — Accept or Decline. If you decline, or have not yet answered, nothing is collected by PostHog. Session recordings are masked (the text you see and the values you type are redacted, and identifying areas are blocked), and we never attach your name, email, or date of birth. When you delete your account, your analytics profile and any session recordings associated with you are deleted too.