Privacy Policy

1. Who This Policy Applies To

This policy applies to visitors, account holders, Family users, supporters who submit encouragement letters, fundraiser supporters who subscribe to updates or send order requests, and people who view or interact with public pages on Round Off.

2. Information We Collect

We collect information in the following categories:

• Account and profile information. When you create or use an account, we collect information such as your name, email address, password or sign-in provider details, profile image if provided, and account security settings.
• Family information. If you use Family features, we collect family name, member invitations, member roles, and related account information needed to manage the family account.
• Athlete profile information. Family admins may create athlete profiles that include athlete display name, team assignments, skill-tracking history, competition history, photos, notes, and encouragement-letter settings.
• Athlete page and journal content. If an athlete is given access to a personal athlete page, we collect what the athlete enters there, such as journal entries, replies to encouragement letters, and other responses. Journal entries are visible to the athlete and to family admins.
• Friends and group content. If you use friend features, we collect your friend link, friend requests, friendships, friend group memberships, and the notes, replies, and reactions you post in friend groups. Group content is visible to the other members of that group. We also use your family's competition information, such as event, date, and hotel location, to show you and your friends where you will be at the same events. Your hotel location is shown to friends attending the same competition unless you turn off "Share hotel with friends" in your profile. We may send friends notifications about shared competitions and fundraisers.
• Schedules and times shared with other families. Practice times, competition times, competitor lists, and fundraiser dates you enter may be offered to other families on the same team or at the same gym as suggestions, without your name. If you are friends with someone, they may see that a suggestion came from your family. We do not share athlete names, scores, or budget information this way.
• Schedules, photos, and files. We store competition and event details you enter, including addresses, and photos and files you upload, such as athlete photos, competition photos, and fundraiser images. Calendar feed links let anyone who has the link view the events in that feed, so keep them private.
• Notification information. If you turn on web push notifications, we store the technical subscription details for your browser or device so we can send them.
• Public page content. If you publish a fundraiser page or share an encouragement letters page, we collect and display the content you choose to publish, such as family name, supporter message, payment handles, contact details, uploaded files, and athlete-facing messages.
• Supporter-submitted content. If someone submits an encouragement letter, we collect the sender's name, the letter content, and any optional email address they choose to provide. If someone subscribes to updates or sends an order request on a public fundraiser page, we collect their name, email address, and any message, whether they chose to subscribe, and when they unsubscribed. This information is shared with the family that runs the page.
• Assistant prompts. If you use the in-app assistant (Routie), we may keep the text of questions it cannot answer, linked to your account, so we can improve what it understands.
• Usage information. We may collect limited device and usage information such as timezone, device type, browser, operating system, and a truncated IP prefix to help operate, secure, and improve the service. We do not intentionally store full IP addresses in application-level activity records where a truncated form is sufficient.
• Cookies and device identifiers. We use cookies and similar technologies to maintain sign-in sessions, remember preferences, and support other product functionality described below. We do not use cookies to assign a separate tracking identifier to your device.
• Payment information. Payments are processed by Stripe. We do not store complete payment card numbers on our own systems, but we may store related records such as Stripe customer IDs, checkout session IDs, payment intent IDs, plan selections, and payment status.
• Communications and security information. We may collect information included in emails, password reset requests, support requests, invitation flows, audit logs, and session metadata such as a truncated IP address and user agent for account security and fraud prevention.

3. How We Use Information

We use information to operate, secure, improve, and support Round Off, including to:

• create and manage accounts and family memberships;
• display athlete profiles, public pages, fundraiser pages, and encouragement letters as requested by users;
• process payments and maintain purchase records;
• send fundraiser update emails to supporters who choose to subscribe, each with a link to unsubscribe;
• send account-related emails and notifications such as password resets, invitations, weekly activity digests, and occasional reminder or re-engagement messages — most of which you can turn off individually in your notification preferences;
• prevent abuse, spam, fraud, unauthorized access, and other misuse of the service; and
• analyze product usage and improve performance, reliability, and user experience.

4. Public Pages and Shared Content

Some Round Off features are designed to be shared. If you publish a fundraiser page or enable an encouragement letters page, the information you choose to make available there may be visible to anyone with the link and may be shared further by those viewers.

You are responsible for the content you choose to publish or share. Do not post sensitive personal information about a child or anyone else, including full legal name, exact date of birth, home address, phone number, school information, or any information you are not authorized to share.

5. Payments, Sign-In Providers, and Service Providers

We use third-party providers to operate parts of the service. These may include payment processors, hosting and infrastructure providers, email delivery providers, authentication providers, analytics providers, storage providers, and security tools.

As of the date above, the providers used in the product are:

• Stripe for payments;
• Google for optional social sign-in, and for fonts loaded on some pages, including public fundraiser pages (which means a visitor's browser contacts Google when those pages load);
• Brevo for email delivery;
• Cloudflare for hosting, database and file storage, caching, product analytics, and Turnstile bot protection (which checks browser signals to tell people from automated traffic);
• The U.S. Census Bureau geocoder and the National Weather Service, which receive event addresses so we can show weather forecasts for weekend events; and
• Browser push services operated by your browser or device maker (for example Apple, Google, Microsoft, or Mozilla), which deliver push notifications if you turn them on.

We use Cloudflare Analytics Engine to log feature usage (for example, which pages and features are used, and how often), indexed to your account or family so we can understand product usage and improve the service. If we add additional analytics providers in the future, we would use them for the same purposes.

We share information with service providers only as reasonably necessary for them to perform services on our behalf, subject to their own terms and privacy practices.

We do not sell your personal information, and we do not share it with third parties for cross-context behavioral advertising.

We may disclose information when we believe in good faith that it is required by law, legal process, or a government request, or is needed to protect the rights, safety, or property of Round Off LLC, our users, or others. If Round Off LLC is involved in a merger, acquisition, financing, or sale of assets, information may be transferred to the successor, which would be bound by this policy or would give you notice of changes.

6. Cookies and Similar Technologies

We use cookies and similar technologies for authentication, session management, preferences, and service functionality.

Examples include cookies that:

• keep you signed in to your account, or keep an athlete's page available on a device after a family member shares it;
• remember product preferences in a browser or device context, such as a promotional code you followed a link to; and
• support security tooling, such as bot protection.

If you block or delete cookies, some features may stop working as intended.

7. Analytics and Notifications

We collect limited product-usage data — such as which features and pages you use and how often, timezone, browser, operating system, device type, and a truncated IP prefix — to help operate the service, prevent abuse, troubleshoot issues, and improve the user experience. This usage data is indexed to your account or family, not to a separate device identifier.

If a user opts into web push notifications, we store the technical subscription information needed to send those notifications to that browser or device.

If we add third-party analytics tools in the future, those tools may collect additional information about how users navigate and interact with the service. We would use such tools for the same purposes described above.

8. Children's and Athlete Information

Round Off is intended to be used by parents, guardians, family members, and other adults managing athlete-related information. Family athlete profiles are intended to be created and managed by parents, legal guardians, or other adults authorized to provide that information.

Athletes do not create Round Off accounts or sign in with a username and password, whether they are younger or older than 13. We do not intend for children under 13 to independently create accounts or use Round Off without a parent or guardian's involvement. If you create an athlete profile or publish athlete-related content, you represent that you are authorized to provide that information.

Athlete access. A parent or family admin can give an athlete access to a private athlete page through a link or QR code, which keeps the page available on that device with a cookie. Athletes never sign in with an email address, username, or password. From that page, and as the parent allows, the athlete can view the information made available to them, write, edit, and delete their own journal entries, and reply to encouragement letters. Information an athlete enters there is entered with the authorization of the parent or family admin who provided the link. Because the link itself grants access, parents should keep it private and share it only with the athlete.

Parent and guardian control. Family admins can review and update athlete profiles in the family account and can view the athlete's journal entries. A parent or guardian may also email legal@roundoff.app to ask what information we hold about their child, or to have it corrected or deleted. We may need to verify that you are the parent or a family admin before acting on the request.

If you believe personal information about a child was submitted to us inappropriately, contact us and we will review and address the request.

9. Data Retention

We retain information for as long as reasonably necessary to provide the service, maintain records, resolve disputes, enforce our agreements, and comply with legal, tax, accounting, security, and operational obligations.

Deleting a family. The family creator can delete the family from Family Settings. This permanently removes the family's athletes, athlete profiles and photos, skill records, journal entries, encouragement letters, schedule, competitions, results and photos, budget and wallet entries, teams, invitations, and fundraiser page (including its uploaded images and files, supporter email addresses, and order requests), and ends other members' access to the family. A deleted fundraiser page stops being publicly available shortly after deletion, although cached copies may take up to a few minutes to clear.

Deleting your account. To delete your sign-in account, email legal@roundoff.app. Deleting an account removes your profile, sign-in and session records, preferences, notification subscriptions, friend connections, and the group notes, replies, and reactions you posted. If you created a family, deleting your account also deletes that family and everything in it (see Deleting a family above), for all of its members. We will confirm with you before doing this.

What may remain. Our database provider keeps rolling backups that let us restore data for up to 30 days, so deleted information can persist in those backups for up to 30 days before it expires. Payment records are kept by Stripe and by us as needed for tax, accounting, and dispute purposes. Limited usage records expire automatically after about three months, and information we are required to keep by law or need to resolve a dispute or enforce our agreements may be kept longer. Copies you or other people have shared outside Round Off, such as a fundraiser link someone else saved or calendar data already synced to another app, are not under our control.

10. Your Choices and Rights

You may be able to update certain account and family information directly in the service. Family creators can delete a family themselves in Family Settings, and you may request deletion of your account or related information by contacting us (see Data Retention above).

Wherever you live, you may email legal@roundoff.app to ask what personal information we hold about you, to have it corrected, or to have it deleted. Depending on where you live, you may have additional privacy rights under applicable law, such as the right to get a copy of your information or to opt out of the sale of personal information, targeted advertising, or profiling. We do not sell personal information or use it for targeted advertising.

We may need to verify your request before completing it, and you may use an authorized agent to make it. We aim to respond within 45 days, and if we need more time we will tell you. We will not treat you differently for making a request. If we decline a request, you may reply to ask us to reconsider.

11. Security

We use reasonable administrative, technical, and organizational measures designed to protect information. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If a security incident affects your personal information, we will notify you and any regulators as required by law.

Information is processed and stored in the United States and in other countries where our service providers operate. Round Off is intended for use in the United States.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will update the date above when we do. For material changes, we will notify you by email or in the service before they take effect. Your continued use of the service after an update means the updated policy will apply going forward.

13. Contact Us

If you have questions about this Privacy Policy or want to request account or data-related help, contact Round Off LLC at legal@roundoff.app.