PinRoster

Policy

Privacy Policy

Last updated October 11, 2026

PinRoster is roster 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.
  • 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 at the club enter their details.

Who's responsible for what

For the information a club keeps in PinRoster (its roster, families, coaches 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 club accounts, billing and this website, we're responsible.

What we collect

Entered by club volunteers

  • Wrestlers: name, date of birth, gender, grade, division, track number; season registrations and tournament results; weigh-in dates and weights.
  • Parents and guardians: name, email, phone, and which wrestlers they belong to.
  • Coaches: name, email, phone.
  • Items the club tracks: whatever the club switches on, such as gear sizes, deposits and returns, 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).
  • Family emails the club sends through PinRoster: the message and who received it.

About people who sign in

  • Account: name, email, password (stored only as a one-way hash), and two-factor or passkey details if you turn them on.
  • Activity: a log of changes made in the club (who, what and when, with the IP address), and sign-in sessions (IP address and browser type).

Billing

When a club subscribes, the card is entered 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.

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 Google's reCAPTCHA, which checks that you're a person and is covered by Google's privacy policy. Sending the form also sets one cookie that stops repeated sends for 30 seconds.

Who can see it

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

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 and family emails).
  • Stripe, United States: subscriptions and payments (the club's name, the Owner's email and the card details typed on Stripe's page).

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

Children's information

PinRoster is used by adults who run youth wrestling clubs. Children never sign in, have no accounts and are never contacted by us; club volunteers enter their details. Children's information is used only to run the club and is never used for marketing. Email goes to parents and guardians only, from their club, with an unsubscribe link. A parent or guardian who wants to see, correct or remove their child's information should 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; 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 and support visits.

How long it's kept

  • Club records stay until the club deletes them. Hidden ("archived") wrestlers are kept so past seasons stay complete.
  • Deleted information is gone from our backups within about two weeks.
  • Sign-in sessions end after 2 hours without activity; server logs are kept for 14 days.
  • When a club closes its account, we keep its information read-only for a while so the club can come back or download it, then delete it on request.

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". Light or dark mode is remembered in your own browser. The app sets no advertising or analytics cookies. This public website sets Google Analytics cookies (see "This website" above).

Your choices

You can update your account details in the app's settings. Families can unsubscribe from a club's email using the link in each message. 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.