Policy

Privacy Policy

Last updated November 3, 2026

PinRoster is software for youth wrestling clubs, run by PinRoster LLC ("we"). This policy explains what we collect, why, who it's shared with and how long it's kept, for this website and for the PinRoster app at app.pinroster.com. Questions: support@pinroster.com.

The short version

Each club decides what it records about its wrestlers, families and coaches. We store it for the club and use it only to run the service for that club.
Parents and guardians can sign in to register their children, see and update their own children's details, and keep their own record of each child to use with any club.
Registration fees and monthly dues go straight to the club's own Stripe account. We take no cut and never see card numbers.
The app has no ads, no tracking and no analytics, and we never sell or rent data or share it for marketing. This public website uses Google Analytics to count visits.
Children never use PinRoster and have no accounts. Adults (club volunteers and parents) enter their details.

Who's responsible for what

For the information a club keeps in PinRoster (its roster, families, coaches, registrations, payments and their records), the club is in charge: it decides what to collect and who in the club can see it, and is responsible for having permission from parents and guardians to keep it. We store and process it on the club's behalf, following the club's instructions and this policy. For accounts, a family's own record of their wrestlers ("Household", below), clubs' subscriptions to PinRoster and this website, we're responsible.

What we collect

Entered by the club

By club volunteers, or brought in from a spreadsheet:

Wrestlers: name, nickname and school (optional), date of birth, gender, grade, division, Track Wrestling number; for clubs with more than one location, which locations they train at; season registrations (with each season's grade, division and location) and tournament results; weigh-in dates and weights; an emergency contact (name, phone, who they are), a home address and medical notes (allergies, conditions), when the club or the child's parents enter them.
Parents and guardians: name, email, phone, which wrestlers they belong to, and how they're related to each (e.g. mother, father, grandparent). When a club has a court order or similar, it can mark a guardian as having no access to a child: that child is then hidden from them in the app, and they get no emails about that child. Once a parent or guardian signs in, their name, email and phone come from their own account (see "About people who sign in") and the club's copy of their email and phone is removed.
Coaches: name, email and phone as the club enters them, and the checks, documents and gear the club records. A coach may also sign in with their own account (optional); from then on their name, email and phone come from that account and the club's copy of their email and phone is removed. A coach who signs in can see their own checks, memberships, sizes and documents, and (unless their club turns it off) send documents for their checks, their membership numbers with a photo of the card, and their sizes. A new membership number is a request the club's Admins or Owners accept or decline: the club keeps what was asked, when, who decided and any note it sends the coach, and a card sent with a declined request is deleted.
Items the club tracks: whatever the club switches on, such as equipment it lends (the size, its number, the deposit and what happened to it (given back, destroyed, or kept with a short reason), and its return), checklist dates (for example a background check or safety training), membership numbers and their expiry dates, and documents the club chooses to require (for example a membership card). A wrestler's sizes (a shirt to order) are answers on their registration; a coach's sizes (for the club's orders) are kept until they or the club change them, with when and by whom, and the club can email a coach who signs in to check them.
Family emails the club sends through PinRoster: the message and who received it, and which kinds of a club's family emails each address has turned off. A message the club writes to families is also kept in the app for each parent or guardian it's for, under Messages, even if they turned the club's emails off; we record when they first open it there and whether they hide it from their list. We don't track whether emails are opened.
RSVPs: whether each wrestler, and each coach, is going to an event, and who answered (a club volunteer, the coach themselves, or a family) and when. When a club asks families "who's going?", each email holds a personal link for each of that family's children: it works without signing in, only for that child, until the event starts. When a competition has requirements (e.g. a USA Wrestling membership), that page also says which ones the club doesn't have on file for that child yet.
The club's schedule: practices, competitions and other events, with their dates and times, the place (the venue's name and address), which divisions they're for, notes, and whether one was cancelled and why. These are venue addresses only. A club can also add files to an event (a competition's flyer, a map, a picture) or to a repeating practice, where they show on each of its days: PDFs and pictures, with who added them. A picture is saved again without the details a phone hides inside a photo (such as where and when it was taken).

Sent by parents on a club's registration page

A club can open one or more online registrations. A parent signs in (or creates an account there) and sends, for each child: name, date of birth, gender and division, and the answers to the questions that registration asks. Those can be the club's own questions (text, choices, numbers, dates or an uploaded file) and any of these: grade, Track Wrestling number, nickname, school, sizes, membership numbers and their documents, location, an emergency contact (name, phone, who they are), medical notes (allergies, conditions), a home address, and the family's other parents or guardians (name, email, phone, relationship). A club asks only what it keeps on its form. Afterwards only the club can change an answer (for example a size, when the family asks): the answer is marked as changed by the club, the family's own answer is kept with it (the family sees both), and every change is in the club's activity log. We also keep the waivers and photo release answered (with the exact text, or the club's PDF, and the version agreed to), who sent the registration and when, and whether the club accepted or declined it (and the note it sent the family). Uploaded files are kept off the public web like other documents.

On the form, a parent sees the family's other parents and guardians the club already has, by name, with their email and phone unless hidden (see below). Other parents or guardians a family lists are added to the club's records, and invited to sign in or told they were added, only once the club accepts the registration; the child's other guardians get an email naming who was added. When someone listed looks like a person the club already has, a club Admin decides whether it's the same person. If a parent seems to have a second account, the club sees only the first letter and the domain of that account's email.

A child's other parents and guardians who sign in see that a registration was sent for the child, by whom (first name), where it stands, what's paid or still owed, how to pay by cash or check, and a read-only copy of what was sent: the child's details, the answers, the agreements and what was agreed, and the charges and payments (other parents and guardians on it with their email and phone unless hidden, as below). Only the parent who sent a registration that isn't paid yet can pay for it, change it or remove it; either parent can withdraw one the club hasn't decided on yet.

When a club puts a child on a season's roster itself (adding them, registering them by hand, or from a spreadsheet), it's recorded as a registration made by the club in one of that season's registrations: the child's name, date of birth and gender as the club has them, that registration's fee, and any answers the club fills in to that registration's own questions. The child's parents and guardians who sign in see it, marked as registered by the club, with what's owed. If the club later takes the child off the roster, the registration is kept (marked withdrawn by the club, with the club's note saying why) and the family is emailed that note. Rosters from before this was kept (October 2026) were given one each, with nothing charged.

Fees, payments and monthly dues

When a club charges for a registration, we keep what each child is charged, line by line (fee, early-bird price, sibling discount, extras such as a shirt, any discount code used, and adjustments the club makes with the reason), and what's been paid:

By card: the parent types their card on Stripe's own page, on the club's own Stripe account. We keep the amount, the date and Stripe's reference for the payment, never the card number. A registration not paid for yet hasn't reached the club: we keep it (with its answers and files) for the parent to finish paying for up to 7 days, or until the registration closes if that's sooner, send them one reminder email about a day after, and then delete it. Paid later, it's priced on the day it's paid.
By cash, check or other: recorded by the club, with the amount, date, a note and who recorded it. A payment recorded by mistake can be undone: it's kept, marked undone, with who undid it, when and why.
Refunds: the amount, date, reason and who gave it, whether back to the card through the club's Stripe account or by hand. Refunds the club makes in its own Stripe dashboard are recorded when Stripe tells us.
Monthly dues and instalments: when a club charges monthly, or lets a family pay a fee in monthly parts, the family's card is kept by Stripe on the club's account and charged each month. We keep who signed up, how they pay, each wrestler's amount a month, the day it's charged, each month's charge and payment, and whether it's active, paused, stopped, ending or behind. A wrestler whose payments are behind is flagged for the club's Admins and Owners, and members the club trusts with its money (Finance), only. The parent who signed up can cancel monthly dues, or save a new card on Stripe's page, from their family page. A later registration by the same parent joins the same monthly charge. When the club starts a new season, children on monthly dues can be carried into the new season's registration, linked to the last one.
Price changes: when a club raises a monthly price for families already paying, each of them is emailed with their wrestlers' first names and the old and new amounts, at least 30 days ahead. We keep the change, who made or cancelled it and how many families were told.
Discount codes: the code a family used, for which wrestler, and what it took off.
Disputes (chargebacks): when a parent asks their bank to take back a card payment, we record where the dispute stands, and the club's Owners and the members it trusts with its money (Finance) are emailed the amount, the wrestlers' names and the day to respond by. The club answers it in its own Stripe dashboard, and can download a summary of the payment to send with its answer: who paid and when, the agreements they ticked (with the wording, and the IP address and browser recorded when they agreed), the registration, and the club's records since (on the roster, weigh-ins, events). It goes to Stripe and the card issuer only if the club sends it. If the bank takes the money back, it is recorded as given back.

A card payment a family starts but never finishes never reaches the club; it's kept for the family to pay for 7 days (sooner if the registration closes), then cleared. A card payment that arrives after its registration was removed is refunded in full automatically and noted in the club's log. When a family withdraws a registration they already paid for, the club's Owners and members with Finance are emailed the parent's name, the wrestlers' names and what was paid, so the club can decide about a refund. When the club declines a registration paid by card, the card is refunded automatically, and the same people are emailed the child's name and the amount.

Each night we compare the card payments of the last 45 days with the club's own Stripe records, to catch anything missed. A payment, refund or dispute we missed hearing about is recorded then; anything else that doesn't match is kept with Stripe's payment reference and what differs, and shown to our staff so it can be looked into with the club.

A family's own record of their wrestlers ("Household")

A parent who signs in can keep their own record of each child: first and last name, nickname, date of birth, gender, school, school grade (with the school year it's for: it moves on a grade each year for the family to check), Track Wrestling number and USA Wrestling and AAU member IDs. It's kept on the parent's account and belongs to no club, so the family can register the same child with any club without typing it again. It's seen only by the parents and guardians who keep it; a club gets what the family sends in a registration, never the record itself, and it's never searchable. Each club keeps its own record of the child: a change the family makes here fills in their next registration, and nothing is copied between the family's record and a club's in the background. (A club that has no Track Wrestling number or member ID for the child takes the family's when it accepts a registration; a number a club already has stays the club's.) A parent keeps a child's record only by their own choice (creating it, accepting an invitation, or adding a child they look after at one of their clubs): nothing a club does adds a child to it or takes one away, and a club that limits a parent's access to a child isn't shown on it. Everyone who keeps a child's record is a parent or guardian of that child at each club the child is with: their name, email and phone (from their account) reach those clubs when they join the record, or when a club first accepts the child's registration. Never at a club that has limited their access to that child or taken them off it (the club keeps a note of that, so it isn't undone), and only with the club's approval where the club has asked to approve such changes.

A parent can invite the child's other parent or guardian to keep it too: we keep their name and email, who invited them and when. The emailed link works only for that email address, for 7 days.
Each parent can remove it from their own account; when the last one does, it's deleted (each club keeps its own record of the child).
When two records turn out to be the same child (a club confirms it on a registration, or a parent who keeps both merges them), they become one, and the other parents and guardians who keep either are emailed.
A parent can also add another parent or guardian to their child from their family page: they're added and invited, or, when the club has asked to approve such changes for that child (or the person looks like someone the club has marked "no access"), held until a club Admin decides. The child's other guardians are told who was added and by whom.
Any parent of a child can resend or cancel the invitation of the child's other parent or guardian, or invite one the club has on file to sign in (using the email the club has, shown to them as described under "Who can see it", or one they type; held for a club Admin when the club has asked to approve such changes). A parent can't take another parent or guardian off their child: they can ask the club, with an optional note only the club's Owners and Admins see. We keep who asked, about whom, for which child, the note, and who at the club decided and when; the parent is emailed the answer. Someone the club takes off stops seeing that child.

About people who sign in

Account: first and last name, email, phone (optional), password (stored only as a one-way hash), two-factor or passkey details if you turn them on, and the day you last used the app. These are kept once, on your account: only you can change them, and every club you belong to sees the same details. A parent or guardian can create an account themselves (on the sign-in page or a club's page); it belongs to no club until they register with one or a club invites them. Club staff are always invited by their club; for each club we also keep which of its emails they get (new registrations, changes to check and so on), chosen by the club's Owners and Admins.
Agreements: when you agree to our Terms of Service and this Privacy Policy, and when a parent or guardian agrees that a club may keep their children's details, we record which version, when, and the IP address and browser type, so there's a dated answer to "did they agree?".
Activity: a log of changes made in the club (who, what, when and the values changed, with the IP address), and sign-in sessions (IP address and browser type).

A club's subscription to PinRoster

When a club subscribes, its Owner enters the card on Stripe's own secure page; card numbers never reach us. We keep only Stripe's reference for the club, the card brand and last four digits, and the subscription's plan and dates. A club that takes registration fees also connects its own Stripe account: we keep that account's reference, whether it can take payments, its business name, and who connected it and when. The club's business, bank and identity details are entered on Stripe's pages and stay with Stripe.

This website

This public website (www.pinroster.com, not the app) uses Google Analytics to count visits: which pages are viewed, roughly where visitors are and what device they use, and how they found us. Google sets its own cookies for this and processes the data under its privacy policy; we see only totals. You can block it with your browser's privacy settings or Google's opt-out add-on. If you send the contact form, we receive your name, email, club name and message by email, and use them only to reply. The form is protected from spam by Cloudflare Turnstile, which checks that you're a person (see "Outside services we use"). Sending the form also sets one cookie that stops repeated sends for 30 seconds.

Calendar links. A parent or guardian can get their own calendar link for their wrestlers' events (all their clubs, or one club), to add to their phone's or computer's calendar. It holds the events their wrestlers are on, including ones a club shows only to its members, with the wrestlers' first names. We keep the link (encrypted) and when a calendar app last read it. Anyone who has the link can read those events, so share it only with people you trust; making a new link stops the old one at once. It's deleted with your account.

Who can see it

Your email and phone, for the other adults on your children. The other parents and guardians who look after the same child see your name, how you're related to the child, your email and your phone, so families can reach each other. You can hide your email and phone from them at any time in your profile (they'll see your name only), and a club can hide them for a child it's been asked to take care with. Nobody outside your children's parents and guardians sees them this way, and your club always sees them.

A club's information is visible only to that club's members, according to the role the club gives them (Owner, Admin, Editor or Viewer); clubs are kept apart inside the database itself.

Viewers see the roster, families' names and phone numbers (not their email addresses), children's emergency contacts, weigh-ins, tracked items, reports and the schedule.
Editors also see families' email addresses, children's home addresses and the answers to the club's own registration questions.
Admins and Owners also see coaches, uploaded documents, online registrations, fees and payments (including who is behind on monthly dues) and medical notes. Only Owners see the club's change log.
Finance: a club can let any member it chooses (a treasurer, say) handle its money, whatever their role. They also see online registrations, fees and payments (including who is behind on monthly dues), and change them; Admins without it see the money but don't change it. Admins, Owners and members with Finance can download the club's list of payments and refunds (children's and parents' names and the amounts) as a spreadsheet; each download is recorded.
Admins and Owners see, for each message they send to families, which parents and guardians have opened it in the app and when (opening the email doesn't count). A parent or guardian sees only the messages sent to them.
Admins and Owners can download a tournament entry list of the wrestlers they choose (each child's name, birth date, age, gender, grade, division, latest weight and the membership numbers the club keeps) to enter a competition. The club gives it to the tournament itself; we send it nowhere. Each download is recorded.
Medical notes are seen only by the club's Admins, Owners and coaches (others see only that there are notes) and by the child's own parents; every time a staff member opens them is recorded, without the notes themselves.
Opening an uploaded document needs two-factor sign-in or a passkey and a recent password, and each opening is recorded. A coach can also open their own documents, and a parent the documents for their own children, after entering their password again; each opening is recorded too.
A grade, birth date, gender or membership number a parent or coach asks the club to change, and a document they send, are checked by the club's Admins and Owners.
A club's Owners can download all of the club's information as one file (including medical notes, documents and families' contact details), for example to keep a copy or move to another system. Downloading needs two-factor sign-in or a passkey and the password again, each download is recorded, and our staff can't download it.

A parent or guardian who signs in sees only their own children at that club (and the other parents and guardians on their child), what they sent on the registration page and what they've paid or owe, never anyone else's. Unless their club turns it off, they can also update their own children's details there (name, nickname, school, a Track Wrestling number the club doesn't have yet, emergency contact, home address, medical notes); the club sees every change. A new grade, birth date, gender or membership number (with a photo of the card) is a request the club accepts or declines before it changes anything: the club keeps who asked, what, when, who decided and any note it sends the parent, and a card sent with a declined request is deleted. Parents can always send these requests and the documents the club asks for, at any time: a new document waits beside the one the club has until the club takes it (the old one is then deleted) or turns it down (the new one is deleted). Parents can open the documents on file for their own children after entering their password again. A parent can leave a club at any time: the club then no longer shows up for them, their waiting registrations are withdrawn, their monthly dues are cancelled and the club's emails to them stop; the club keeps its records about the family.

The emails a club sends families through PinRoster (a registration receipt, "on the roster", a payment reminder, a price change, someone added as a guardian) let families reply to the club: replies go to the email address the club's Owner chooses, or else to the Owner's own email, and families who receive those emails can see that address.

Our staff look into a club's information only to provide support or keep the service running, read-only, and every support visit is logged. During a support visit they can also read the club's activity log (who changed what, and when), to help answer the club's questions; that is logged too.

The one exception is a club's public schedule: events the club chooses to show there (their title, date and time, place, who they're for, notes and any files the club added to them, such as a flyer) can be seen by anyone with the link, on the schedule page and in its calendar link, without signing in. An event's files are otherwise seen by the club's members and the families of the wrestlers it's for. Nothing about wrestlers, families or coaches is shown unless the club puts it in an event's notes or files, and the page asks search engines not to list it. If you add the calendar link to an online calendar such as Google Calendar, that service reads those public events to keep your calendar up to date. A registration's own page and the agreement PDFs a club attaches to it can also be opened by anyone with the link; they hold nothing personal.

Find your club: anyone signed in can search the clubs that choose to be listed, by name or town. A result shows only the club's name, town and logo, never anyone in it. A club that isn't listed is found only with its link.

Outside services we use

Akamai (Linode), United States: hosting for the app, its database, uploaded files and backups.
Postmark, United States: sending email (invitations, password resets, account notices, registration receipts and decisions, notices to parents, and family emails).
Stripe, United States: payments. For a club's subscription to PinRoster: the club's name, the Owner's email and the card details typed on Stripe's page. For a club taking fees from families: the club's own Stripe account, and when a family pays by card, the parent's email, the children's names and the amounts (so the club can match payments) and the card details the parent types on Stripe's page; for monthly dues and instalments, Stripe keeps the card on the club's account to charge each month.
Dropbox, United States: off-site backups. Nightly copies of the database and uploaded files are encrypted before they leave our server, so Dropbox stores them but can't read them.
Google, United States: maps and address suggestions. When you type an address in the app (an event's or a club's place, or a child's home address), what you type and the address you pick are sent to Google by our server, to suggest the full address; Google doesn't get your own internet address from this, and the app keeps nothing beyond the address you save. Where the app shows a map of an event's place, the map is loaded from Google in your browser, so Google receives your internet address and browser details, and may set its own cookies, under Google's privacy policy.
Cloudflare, United States: checking that someone creating an account is a person, not a bot (Cloudflare Turnstile). Only on the app's account-creation forms and this website's contact form: the check loads from Cloudflare in your browser and looks at your browser's details and internet address (not your name, email or anything you type), and our server sends Cloudflare the check's result and your internet address to confirm it, under Cloudflare's privacy policy. It isn't used for advertising.

Each handles only what it needs for that job. The app uses no advertising or analytics companies; this public website uses Google Analytics and Cloudflare Turnstile (above).

An event's Directions link opens Apple Maps or Google Maps with the venue's name and address, when someone taps it.

Children's information

PinRoster is used by adults who run youth wrestling clubs and by children's parents and guardians. Children never sign in, have no accounts and are never contacted by us; club volunteers, and their own parents or guardians, enter their details. Children's information is used only to run the club (and, for a family's own record of their child, to register with clubs) and is never used for marketing. Email goes to parents and guardians only, from their club, with a link in each family email to choose which of the club's emails they get. A parent or guardian who wants to see, correct or remove their child's information can sign in, ask the club, or write to us and we'll work with the club.

How it's protected

Encrypted connections (HTTPS) everywhere; each club's data separated inside the database itself; a server used for nothing else and administered only over a private network; two-factor sign-in and passkeys; uploaded documents kept off the public web and opened only after an extra check; card details handled by Stripe; and a log of changes, document openings and support visits.

We try changes on a separate, password-protected test site that holds only made-up clubs and people: none of your details are ever copied there, and it never sends email or takes real payments.

How long it's kept

Club records stay until the club deletes them. Hidden ("archived") wrestlers are kept so past seasons stay complete.
Deleting your account (Settings → Profile) removes it and your wrestlers from your Household (a child's record is deleted once no one keeps it). Each club you were part of keeps its own record of you so its history stays intact: a club member as a former member (their name), a parent or coach with their name, email and phone. Removing those is a request to the club. Your agreements to our terms are kept as proof. A club's only Owner hands the club over before deleting their account.
Someone who leaves a club's staff stays on its records as a former member (their name), so what they did still shows who did it.
An uploaded document's file is removed from the server within a day of being replaced or deleted.
A file added to a schedule event or a repeating practice is removed from the server when the club removes it or deletes the event or practice.
A registration that wasn't paid for by card is deleted, with its files, 7 days after it was sent (sooner if the registration closes).
Invitations work for 7 days.
A new account whose email address is never confirmed is deleted 7 days after it was made, without an email, as long as nothing was added to it.
An account that isn't part of any club (as staff, parent or coach) and hasn't been used for 2 years is deleted, after one email 30 days before; signing in keeps it. The wrestlers in its Household go too, unless another parent keeps them. A parent still linked to a club is never deleted this way.
A club's download of its own information is deleted from our server after 7 days.
The activity log (each club's log of changes, and our log of support visits) is kept for 3 years; older entries are deleted automatically.
Family emails a club sends (its messages, event emails and reminders), with who received them and the families' copies in the app, are kept for 3 years; older ones are deleted automatically.
Deleted information is gone from the server's own backups within about two weeks, and from our encrypted off-site backups within about 13 months.
Sign-in sessions end after 2 hours without activity; server logs are kept for 14 days.
A club's Owner can delete the club in the app: everything the club kept is deleted 7 days later, unless an Owner or Admin cancels in the meantime. The same things are kept as below.
When a club stops paying, its information is kept read-only for 30 days and then locked (only its Owners can sign in, to pay or download it). 90 days after it became read-only, we may delete everything the club kept, after emailing its Owners; we confirm each deletion ourselves, it's never automatic. We keep a note that the club existed and was deleted (its name and web address), and its web address stays reserved. People's own accounts, and the wrestlers in their Household, aren't deleted with a club.

Cookies

The app uses only cookies it needs to work: one that keeps you signed in, one that protects forms, and, if you tick it, "remember me". One more remembers the number of the club you last used (nothing else), so the sign-in page shows that club's logo and colours; it stays on your device for a year, and opening the plain sign-in page clears it. Light or dark mode is remembered in your own browser. For a club's volunteers, the search at the top of the app remembers in your browser the record numbers (not names) of the last few people you opened from it, so it can offer them again. While you fill in a registration form, what you've typed is kept in that browser tab so reloading the page doesn't lose it; it's cleared when you send the form, choose "Start over" or close the tab. The app sets no advertising or analytics cookies. A map of an event's place is Google's own, and Google may set its cookies in it (see "Outside services we use"). When you create an account, Cloudflare's check runs on that form (also there). Stripe's own pages, where cards are entered, are covered by Stripe's privacy policy. This public website sets Google Analytics cookies (see "This website" above).

Your choices

You can update your account details, or delete your account, in the app's settings. Parents can update their children's details, remove a child from their Household, cancel monthly dues or change their card from their registrations page, choose which of a club's family emails they get (messages from the club, new events and changes, and reminders about events, each on or off for each club) using the link in each message or in the app's settings (with messages from the club off, they still see them in the app), hide a club's message from their own Messages list, or leave a club altogether. For any other request (a copy of your information, a correction, or deletion), write to support@pinroster.com.

Changes

If we change this policy, we'll update the date at the top, and tell club Owners by email about any significant change; for a significant change, everyone is asked to agree to the new version the next time they use PinRoster.