Privacy Policy | RodeoRoster

1Introduction

RodeoRoster, LLC ("RodeoRoster," "we," "us," or "our") is committed to protecting the privacy of all users of our platform, including the youngest members of the western sports community. This Privacy Policy explains what information we collect, how we use and protect it, and the rights and choices you have regarding your information. This policy applies to all users of the RodeoRoster website, mobile applications, and all related services. It includes specific provisions governing the collection and handling of information related to Child Accounts, recognizing that RodeoRoster serves competitors of all ages, including children as young as five years old participating in youth and kiddie western events. By using the Platform, you agree to the collection and use of information as described in this Privacy Policy. By creating a Child Account for a minor in your care, you as the Responsible Adult consent on the child's behalf to the practices described herein.

2A Note on Child Accounts and COPPA

The Children's Online Privacy Protection Act (COPPA) imposes specific requirements on the collection of personal information from children under 13. RodeoRoster is designed to allow children of any age — including those under 13 — to have competitor profiles through the Child Account system. We take our COPPA obligations seriously and have structured the Child Account system accordingly.

2.1 Verifiable Parental Consent

A Child Account for a child under 13 may only be created by a verified Responsible Adult (parent or legal guardian) who holds an active adult RodeoRoster account. The act of creating a Child Account constitutes the Responsible Adult's verifiable parental consent under COPPA for the collection and use of the child's information as described in this Privacy Policy. RodeoRoster verifies that the Responsible Adult creating a Child Account holds a verified adult account before permitting Child Account creation. We do not collect personal information from a child under 13 prior to receiving this consent.

2.2 What We Collect from Children Under 13

For Child Accounts belonging to children under 13, we collect only the minimum information necessary to maintain a competitive profile and deliver the services the Responsible Adult has enrolled the child in:

First name and last initial, or a chosen competitor display name configured by the Responsible Adult
Date of birth (used to determine age class eligibility and to flag account transition at age 18)
Event registration information including class entered, draw position, time, and placing
Animal associations linking the child's horse or animal to their competitive record
Performance clips and results generated from event participation
Membership enrollment information for youth clubs, 4-H chapters, and associations, as submitted by the Responsible Adult or the administering organization

We do not collect email addresses, phone numbers, social profiles, location data, or any contact information directly from children under 13. All communications regarding a Child Account are directed to the Responsible Adult's contact information.

2.3 How Child Information Is Used

Information collected through a Child Account is used exclusively for the following purposes:

Maintaining the child's competitive profile and performance history
Registering the child for events on behalf of the Responsible Adult
Generating and delivering performance clips to the Responsible Adult's account
Calculating standings, season points, and eligibility for sanctioned events
Supporting the administering organization's membership records for youth clubs and associations

We do not use information from Child Accounts for advertising, marketing profiling, behavioral analytics, or any purpose beyond the direct delivery of competitive record and event participation services.

2.4 Parental Rights Under COPPA

As the Responsible Adult for a child under 13, you have the following rights at any time:

Review the personal information we have collected about your child by contacting privacy@rodeoroster.app
Request correction of inaccurate information in your child's account through account settings or by contacting us
Request deletion of your child's information and Child Account by contacting privacy@rodeoroster.app; we will complete deletion requests within thirty (30) days, subject to the retention requirements described in Section 7
Revoke your consent for further collection of your child's information, which will result in the deactivation of the Child Account

Revoking consent or requesting deletion will not affect competitive records that have already been published as part of official event results, which are treated as public records of the sport. We will remove the child's identifying information from our active systems while preserving anonymized event result data where required for scoring integrity.

2.5 No Public Profiles for Children Under 13

Child Account profiles for children under 13 are not publicly discoverable. A child under 13 does not have a publicly accessible competitor profile page. Their name and performance data appear in event results in the same manner as any other competitor — as part of the official result record for that event — but no standalone searchable profile is accessible to the public. Parents may configure additional result visibility restrictions through account settings.

3Information We Collect

3.1 Information Provided by Adult Account Holders

We collect information adult users voluntarily provide when creating accounts or using our services, including:

Full name, email address, phone number, and mailing address
Date of birth (for age verification)
Government-issued identification information (collected by Stripe for payment account verification)
Tax identification numbers (for 1099 reporting where applicable)
Organization name, role, and affiliation information
Animal records including names, breeds, registration numbers, health records, and pedigree information
Bank account and debit card information submitted during payment setup (collected and stored by Stripe; not stored on RodeoRoster servers)
Event information including entries, draw positions, times, scores, and results
Child Account information submitted on behalf of minor children, as described in Section 2
Profile photos, facility photos, and other media uploaded to the Platform
Membership applications, waivers, and agreement acknowledgments
Communications sent via email, support tickets, or in-app messaging

3.2 Information Collected Automatically

When you use the Platform, we automatically collect:

IP address, browser type, operating system, and device identifiers
Pages visited, features used, time spent on the Platform, and navigation paths
Location data at city and state level derived from IP address; precise GPS location only with explicit permission
Cookies and similar tracking technologies (see Section 8)
Log data including access times, error logs, and referring URLs

We do not associate automatically collected data with Child Account profiles for children under 13. Automatic data collection is associated with the Responsible Adult's session.

3.3 Information Received from Stripe

Because our financial features are powered by Stripe, we receive from Stripe:

Transaction confirmations, payment status, and transfer records
Identity verification results (pass or fail; not the underlying document images, which remain with Stripe)
Payout status, bank transfer confirmations, and Connected Account status updates
Dispute and chargeback notifications

Stripe's collection and handling of financial and identity information is governed by Stripe's Privacy Policy at stripe.app/privacy..

3.4 Information from Third Parties

We may receive information from social media platforms if you connect your account or log in through a social provider, from other RodeoRoster users who tag you in events or results, and from organizations and associations that manage your membership through the Platform.

4How We Use Your Information

4.1 Providing and Operating the Platform

Creating and managing accounts, including Child Accounts
Processing event registrations, draws, and results for competitors of all ages
Facilitating payment flows through Stripe
Maintaining competitive records and performance histories for all registered competitors
Delivering performance clips to Responsible Adult accounts
Processing membership applications and dues
Managing barn records and animal profiles
Facilitating boarding marketplace listings and transactions

4.2 Communications

Sending transactional messages including registration confirmations, payout notifications, and payment receipts — all directed to the adult account holder
Sending event-related updates to enrolled competitors' Responsible Adults
Delivering subscription billing notifications and renewal reminders
Responding to support requests and inquiries
Sending product updates and announcements (you may opt out at any time)

We do not send marketing communications to Child Account email contacts. All communications are directed to the Responsible Adult.

4.3 Safety, Security, and Compliance

Verifying adult account holder identity and preventing fraud in cooperation with Stripe
Detecting and preventing unauthorized access and abuse
Complying with legal obligations including COPPA, tax reporting, and law enforcement requests
Enforcing our Terms of Service

4.4 Improvement and Analytics

Analyzing how the Platform is used to improve features and user experience
Generating aggregated, anonymized reports that do not identify individual users

Child Account data is excluded from behavioral analytics and product improvement profiling.

5How We Share Your Information

We do not sell your personal information or the personal information of children to third parties under any circumstances.

5.1 Child Account Information — Strict Limitations

Information from Child Accounts is shared only as follows and for no other purpose:

With event Producers, limited to the child's competitor name, event class, draw position, time, and placing — the minimum necessary to operate the event and publish results
With administering organizations for youth memberships, limited to enrollment information submitted by the Responsible Adult
With Stripe, to the extent necessary to process entry fee payments and distribute winnings to the Responsible Adult's account — no child's financial information is shared with Stripe because children do not hold financial accounts
With law enforcement or regulatory authorities when required by law

We do not share Child Account information with advertisers, data brokers, analytics platforms, or any third party for commercial purposes.

5.2 With Stripe

We share adult account holder information with Stripe as necessary to provide financial services, including name, contact information, identity verification details, and transaction data. Stripe's use of this information is governed by Stripe's Privacy Policy.

5.3 Inherently Public Event Information

Event results, including competitor names, times, and placings, are treated as public records of the sport, consistent with how results have always been published in the rodeo community. For Child Accounts belonging to children under 13, the Responsible Adult may configure additional result visibility restrictions through account settings.

5.4 With Event Producers

When you or your child registers for an event, the Producer receives the minimum competitor information necessary to manage the event, including name, class entered, and horse information.

5.5 With Organizations and Associations

When you or your child holds a membership managed through RodeoRoster, authorized organization administrators have access to the membership profile information submitted at enrollment.

5.6 With Service Providers

We share information with third-party vendors who assist us in operating the Platform, including cloud storage providers, email delivery services, and analytics providers. These vendors are contractually prohibited from using personal information for any purpose beyond providing services to RodeoRoster and are prohibited from accessing or processing Child Account data for their own purposes.

5.7 For Legal Reasons

We may disclose information when required by law, subpoena, or other legal process, or when we believe in good faith that disclosure is necessary to protect our rights, your safety, or the safety of others including minor users.

5.8 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information and Child Account information may be transferred to the acquiring entity. We will notify Responsible Adults of any such transfer and any changes to privacy practices, with particular attention to how Child Account information will be handled.

6Payment Data and PCI Compliance

RodeoRoster does not store full payment card numbers. All cardholder data is handled exclusively by Stripe, certified as a PCI DSS Level 1 Service Provider. Bank account information is collected through Stripe's secure input components and is not accessible to RodeoRoster employees. Child Accounts do not hold financial accounts and no payment card or bank account data is associated with or collected from a child. All financial information is held by and associated with the Responsible Adult's account.

7Data Retention

We retain information for as long as your account is active or as needed to provide services:

Adult account data: retained while active and for two (2) years following account deletion, unless longer retention is required by law
Child Account data for children under 13: retained while the Child Account is active; upon Responsible Adult request for deletion or account closure, personally identifying Child Account information is removed within thirty (30) days subject to the exceptions below
Event results and performance records: competitive result data (name, time, placing, event) is retained indefinitely as part of the historical record of the sport, consistent with how paper results have always been maintained by rodeo organizations; Responsible Adults may request anonymization of a child's identifying information in historical results
Payment and transaction records: retained for seven (7) years to satisfy tax and financial reporting obligations
Animal health records: retained as long as the animal profile is active
Communications: retained for two (2) years for support and dispute resolution purposes

8Cookies and Tracking Technologies

We use essential cookies required for authentication and session management, preference cookies that remember your settings, and analytics cookies that help us understand usage patterns. We do not use third-party advertising tracking cookies. We do not use cookies to track or profile Child Account activity for any commercial purpose.

9Data Security

We implement industry-standard security measures including TLS/SSL encryption of data in transit, encryption of sensitive data at rest, access controls limiting employee access on a need-to-know basis, and regular security assessments. Child Account data is subject to the same security standards as adult account data. In the event of a data breach likely to result in harm to affected users, we will notify affected Responsible Adults and applicable regulatory authorities, including as required under COPPA, as soon as practicable.

10Your Rights and Choices

10.1 Access and Correction

You may access and update most account information through account settings. Responsible Adults may access and update Child Account information through their account dashboard.

10.2 Deletion

You may request deletion of your personal data or a Child Account by contacting privacy@rodeoroster.app. Requests are processed within thirty (30) days subject to retention requirements. See Section 2.4 for specific COPPA-related deletion rights for children under 13.

10.3 Data Portability

You may request a copy of your personal data or a child's competitive record in a commonly used electronic format by contacting privacy@rodeoroster.app.

10.4 Opt-Out of Marketing Communications

You may opt out of non-transactional marketing communications via the unsubscribe link in any marketing email or through account notification settings. We do not send marketing communications to addresses associated exclusively with Child Accounts.

10.5 California Residents — CCPA

California residents have rights under the California Consumer Privacy Act including the right to know what personal information we collect, the right to delete personal information, the right to opt out of the sale of personal information (we do not sell personal information, including children's information), and the right to non-discrimination for exercising privacy rights. To submit a CCPA request, contact privacy@rodeoroster.app.

10.6 Nevada Residents

We do not sell personal information. Nevada residents may register this preference by contacting privacy@rodeoroster.app.

11Third-Party Links and Integrations

The Platform integrates with Stripe and may contain links to other third-party services. This Privacy Policy does not apply to third-party services. We encourage you to review the privacy policies of any third-party service accessed through the Platform, including Stripe's Privacy Policy at stripe.app/privacy..

12International Users

The Platform is operated from the United States. If you access the Platform from outside the United States, your information will be transferred to and processed in the United States. By using the Platform, you consent to this transfer.

13Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify Responsible Adults of any material changes affecting Child Account data handling by direct email in addition to posting the updated policy on the Platform and updating the effective date.

14Contact Us

For questions, concerns, or requests regarding this Privacy Policy, including COPPA-related requests regarding a child's information:

RodeoRoster, LLC - Privacy Team Privacy & COPPA Requests: privacy@rodeoroster.app Billing & Payments: billing@rodeoroster.app General: support@rodeoroster.app Website: https://rodeoroster.app/privacy

We will respond to all privacy and COPPA requests within thirty (30) days of receipt.