PinRoster

Policy

Terms of Service

Last updated October 27, 2026

These terms are an agreement between PinRoster LLC ("we") and the club that uses PinRoster (the "club"), accepted by the club's Owner on the club's behalf when they accept their invitation or subscribe. Each person who signs in, including parents and guardians, also agrees to follow them; PinRoster asks you to agree when you create your account, and records which version you agreed to and when.

1. The service

PinRoster is web software, provided as a service, for running a youth wrestling club: roster and families, online registration and payments, the schedule, weigh-ins, tracked items and documents, reports and family email. We may improve and change it over time; we won't remove a core feature a paying club relies on without telling club Owners first.

2. Accounts

  • Clubs are set up by us. A club's staff join by invitation; the club's Owners decide who has access and with which role, and remove people who should no longer have it. Parents and guardians join when the club invites them, or by creating an account themselves (on the sign-in page, a club's page or one of its registration pages); such an account belongs to no club until they register with one or a club invites them. Club staff can't sign themselves up: they're always invited by their club.
  • An account is for one person, used as themselves. Don't create accounts for other people or in bulk. An account that has never been linked to a club and isn't used for 2 years is deleted, as our Privacy Policy describes.
  • Keep your sign-in private, and use two-factor sign-in where you can. Tell us at once if you think an account has been misused.

3. The club's data

  • The club owns its data. We use it only to provide the service to the club, as described in the Privacy Policy, and never sell it or use it for marketing.
  • The club is responsible for what it enters, and for having the permission it needs (for example from parents and guardians) to keep wrestlers' and families' information and to email them.
  • Upload only documents the club genuinely needs. Don't upload medical records, government ID numbers or other sensitive information unless the club must keep them.
  • A club that takes fees from families does so through its own Stripe account, under Stripe's terms. The club sets its fees, discounts, refunds and cancellation terms, and handles its families' payments and disputes; we don't take part in those payments or receive any of the money.
  • The club's Owners can download a copy of all the club's data at any time, in the app.
  • An Owner can delete the club in the app. It's deleted 7 days later, unless an Owner or Admin cancels in the meantime; every Owner and Admin is emailed. Families' monthly payments to the club are cancelled first, and the club's subscription ends on that day (refunds follow our refund policy). Deleted data is gone from our backups within about 13 months.
  • If a club stops paying (see section 6), it becomes read-only for 30 days and is then locked: only its Owners can sign in, and only to pay or download the club's data. 90 days after it became read-only, we may delete the club's data for good, after emailing its Owners when it becomes read-only, before and when it locks, and 14 days before deletion; those emails are the notice. Any monthly payments families make to the club through its Stripe account are cancelled first. Deleted data is gone from our backups within about 13 months. The club's web address stays reserved so no other club takes it.

4. Fair use

Don't use PinRoster to break the law, to send email to people who haven't agreed to hear from the club, to try to see another club's information, to collect the list of clubs or anyone's details automatically, to attack or overload the service, or to copy or resell it. We may suspend access that puts the service or other clubs at risk, and will tell the club why.

5. Parents and guardians

  • You can sign in when a club invites you, or create an account yourself and find your club (clubs choose whether they can be found by searching). At each club you then see only your own children (the children the club has listed with you as their parent or guardian, and those you register), and can say whether they're going to events.
  • When you accept an invitation or send a registration, you confirm you're a parent or guardian of those children and agree the club may keep their details and yours in PinRoster. The club decides who is listed as a parent or guardian on each child, and may limit someone's access when it has a court order or similar.
  • You can keep your own record of each of your children ("Household") to register them with any club. Add only children you're a parent or guardian of; anyone you invite to keep a record with you must be one too.
  • If your club allows it, you can update your children's details, membership numbers and documents the club asks for. Keep them accurate; the club sees every change. Documents you send are for the club: once sent, only the club can open them.
  • The club, not PinRoster, decides what it asks of families (fees, forms, requirements) and whether to accept a registration. Questions about your child's place at the club go to the club.
  • Paying the club. A payment by card goes to the club, through the club's own Stripe account; we're not a party to it. If you choose monthly dues, or to pay a fee in instalments, you authorise the club to charge your card each month: monthly dues until you or the club stop them (you can cancel from your family page; nothing more is charged after the month already paid), instalments until the fee is paid. The club tells you by email at least 30 days before a higher monthly price applies to you. Refunds, discounts and disputes about a payment are between you and the club.
  • Parents and guardians don't pay PinRoster anything. Section 6 (payment) is between us and the club.

6. Free trial, subscription and payment

  • New clubs get a 30-day free trial with no card needed.
  • After that, the club subscribes yearly or monthly at the price shown on our website when it subscribes. Payments are processed by Stripe; subscriptions renew automatically until cancelled.
  • If the trial ends or a subscription ends or isn't paid, the club becomes read-only: its members can still sign in, view everything and download reports. If it stays unpaid, it locks after 30 days and its data may be deleted 90 days after it became read-only, as described in section 3. Subscribing again at any time before then restores full use, with nothing lost and no charge for the time it was read-only or locked.
  • Cancelling and refunds work as described in our refund and cancellation policy. We give club Owners at least 30 days' notice of a price change.
  • Prices don't include any sales tax that may apply; if tax applies, it's shown at checkout.

7. Availability and support

We work to keep PinRoster available and backed up, but can't promise it will never be interrupted. Support is by email at support@pinroster.com.

8. Warranty and liability

PinRoster is provided "as is". To the extent the law allows, we aren't liable for indirect or consequential losses, and our total liability to a club for any claim is limited to the amount the club paid us in the 12 months before the claim. Nothing in these terms limits liability that can't be limited by law.

9. Ending the agreement

The club can stop using PinRoster at any time by cancelling. We may end the agreement with 30 days' notice, or straight away if the club seriously breaks these terms. Section 3 (the club's data) continues to apply after the end.

10. Changes and law

If we change these terms, we'll update the date at the top and tell club Owners by email about significant changes; for a significant change, everyone is asked to agree to the new version the next time they use PinRoster. These terms are governed by the laws of the State of Nebraska, USA.

11. Contact

PinRoster LLC · support@pinroster.com