Privacy Policy

Last updated: September 7, 2026

LilRoster ("we," "our," or "us") respects your privacy and is committed to protecting it. This Privacy Policy explains how we collect, use, and protect your information when you use the LilRoster application and related services ("Service").

By using LilRoster, you agree to this Privacy Policy.

AGE REQUIREMENT & CHILDREN'S PRIVACY (COPPA)

LilRoster is intended for adults only and is not directed at children under the age of 13.

  • You must be 18 years or older to create an account.
  • Children under 13 may not create accounts, log in, or directly use the Service.
  • Parents and Team Admins may add children as managed profiles under their own adult account.
  • Child profiles do not have login credentials and cannot independently access the Service.
  • All child profile data (name, birthdate, sports) is entered and controlled exclusively by the parent or guardian.

COPPA Compliance:

  • We do not knowingly collect personal information directly from children under 13.
  • We do not use child profile data for advertising, profiling, or any purpose other than displaying it within the parent's account.
  • Child profile data is not shared with third parties except as necessary to operate the Service (e.g., displaying a child's name within their team to other team members).
  • If we discover that a child under 13 has created an account or submitted personal data without parental consent, we will delete that information promptly.
  • We will not condition a child's participation on disclosing more personal information than is reasonably necessary to use the Service.

Parental Rights (COPPA):

  • Review the personal information collected about their child.
  • Request correction or deletion of their child's information.
  • Revoke consent and request that we stop collecting or using their child's information.

To exercise these rights or if you believe a child under 13 has provided personal information without parental consent, contact us immediately at: lilrosterapp@gmail.com

INFORMATION WE COLLECT

Account Information:

  • Name
  • Email address
  • Role (Founding Parent, Team Admin, or Parent)

Profile & App Data:

  • Child profiles (name, birthdate)
  • Teams and events
  • Messages and notifications
  • Scheduling preferences
  • Carpool offers, requests, and confirmed matches (including recurring carpool schedules)
  • Team Reels — photos and short videos posted by team members, visible for 24 hours before automatic expiration. Reels include the uploader's display name, optional caption, emoji reactions (stored as a map of emoji to list of user emails who reacted), and a list of emails of users who have viewed the reel.
  • Team role metadata (e.g., "Founder") to recognize the user who started a team and to enable team setup features

Live Location Sharing (Carpool):

When you opt in to Live Location Sharing during a confirmed carpool match, your real-time geotracking data (GPS coordinates including latitude and longitude) and estimated time of arrival (ETA) are temporarily stored and shared with your matched carpool partner (driver or rider). Location sharing, geotracking, and ETA data are strictly opt-in — you must actively enable it each session. By default, your location and ETA are only visible to your carpool partner. You can stop sharing at any time. For privacy and battery conservation, location sharing automatically expires after 3 hours if not stopped manually — the share is marked inactive and your location is no longer visible to others.

Trip Milestones: Drivers may optionally update a trip status ("En Route", "Picked Up", "Dropped Off") during an active carpool session. This status is shared in real-time with the rider. Trip status data is stored temporarily alongside the location share record and is cleared when sharing ends.

Automatic Trip Completion: If a trip session is not manually completed by the driver (e.g., the "Dropped Off" milestone was not set), LilRoster automatically closes the session and preserves it in history when either of the following conditions is met: (a) no location update has been received for 30 minutes, indicating the vehicle has stopped, or (b) the associated event's start time has passed by more than 2 hours. The trip is then recorded as "Completed" with the timestamp of the last known location update. This ensures that past trips are always preserved in carpool history regardless of whether the driver manually closed the session.

Carpool Trip History: A private log of completed carpool sessions — including those auto-closed as described above — is stored and accessible only to the parent or guardian who participated in the trip (as a driver or rider). This log includes the child's name, the event name, trip start time, milestone timestamps (Picked Up, Dropped Off, or Trip Ended for auto-closed sessions), driver and rider email addresses, and final trip status. This data is secured by row-level access controls — it is never visible to other users, team members, or third parties. Trip history records are automatically deleted after 1 year. You may request earlier deletion of this data at any time by contacting us at lilrosterapp@gmail.com.

Third-Party Map Services:

LilRoster uses map data and tile services provided by the OpenStreetMap Foundation ("OSMF") to display maps in Carpool Live Tracking. When a map is displayed, your device may connect directly to OSMF servers, which may receive technical information such as your IP address, browser or application information, requested map tiles, and the approximate geographic area being viewed. OSMF processes this information according to its Privacy Policy at https://osmfoundation.org/wiki/Privacy_Policy. LilRoster does not use this information for advertising or cross-app tracking.

Account Roles & Founder Role Data:

Role-based access (Founder, Team Admin, Parent) determines visibility and editing permissions within a team. Founders do not retain ownership rights and may have their role changed by the Team Admin while retaining recognition via the Founder badge.

We store team role metadata such as "Founder" to recognize the user who started a team and to enable team management features. Founder status is tied to the team membership record and may persist as a badge even if team permissions change.

Usage & Technical Data:

  • Device type and operating system
  • App interactions
  • IP address (for security and functionality)

Team Reels (Media):

When you post a Team Reel, we store the uploaded media (photo or video URL), your display name, an optional caption, and the timestamp. Reels automatically expire and are deleted 24 hours after posting. Emoji reactions are stored as a map of emoji to the list of user emails who reacted. View counts track which team members have seen each reel — stored as a list of user emails. Reels and all associated data (reactions, views) are visible only to active members of that team. We do not use Reels media for advertising or profiling purposes.

Volunteer Data:

  • Volunteer slot details created by Team Admins (role, date, event, required count)
  • Volunteer signup records including your name, email, signup status (Pending, Approved, Denied, Cancelled), and any notes you provide
  • Volunteer data is visible to Team Admins and League Admins for the relevant team

Payment Tracking Data:

  • Payment request records created by Team Admins (title, amount, due date, cadence)
  • Payment tracking records including payer name, payer email, payment status, and timestamps
  • This data is used solely to track payment obligations within a team and is visible to Team Admins
  • We do not store credit card or bank account information — payments are processed externally

External Calendar Imports:

If you choose to connect an external calendar, LilRoster imports event information for scheduling, display, and conflict detection. Calendar feeds can be connected at two scopes:

  • Personal feeds — connected to your individual profile. You control syncing, pausing, and disconnection at any time.
  • Team feeds — connected to a team's shared schedule by a Team Admin, Team Owner, or Founding Parent. Only those administrators can pause, resume, or disconnect the feed. Regular team members can view the imported events but cannot modify the feed.

Season transitions: When a Team Admin archives a season to start a new one, any active team calendar feeds are automatically paused so the previous season's schedule stops importing. This prevents stale events from appearing for a new roster where children may have moved to different teams. An admin can re-enable or replace the feed for the new season at any time.

Leaving a team: When you leave a team or your membership is removed, your access to that team's imported calendar events is revoked immediately — the events stop appearing in your schedule right away. The team feed itself is not affected.

LilRoster does not modify, delete, or write changes back to your original calendar. Only the information necessary to provide calendar functionality is imported.

GAME DAY PLANNER AND LIVE TRACKER DATA

The Game Day Planner and Live Tracker are optional administrative tools for team administrators. When an administrator uses these tools, LilRoster may store the following information entered or generated by that administrator:

  • Player names
  • Jersey numbers
  • Player positions
  • Team and sport information
  • Game-plan titles, dates, and times
  • Checklist information and completion status
  • Starting-lineup assignments
  • Playing and bench assignments
  • Substitution history
  • Playing and bench time
  • Periods participated
  • Private game-plan notes
  • Administrative timestamps and action records required for reliability and security

We use this information for purposes such as:

  • Creating reusable team rosters
  • Preparing game-day checklists and lineups
  • Operating live substitution and playing-time tracking
  • Restoring running sessions
  • Producing game summaries
  • Preventing duplicate or conflicting requests
  • Maintaining security and administrator accountability

Please note:

  • A manually entered player does not need a LilRoster account.
  • Game Day information is limited to authorized team administrators according to LilRoster's role permissions.
  • Regular parents and team members do not receive access to the administrative Game Day Planner solely because they belong to the team.
  • Game Day Planner does not automatically read from or write to Schedule, Events, Calendar, RSVP, Carpool, Messages, Announcements, Volunteers, or other LilRoster features.
  • Live Tracker requires an internet connection and sends authorized session updates to LilRoster's backend.
  • We do not use Game Day data for advertising or sell it as personal information.

Game Notes:

Game notes are free-form text that authorized Founding Parents and Team Admins may save within a game plan (for example, strategy, opponent notes, reminders, or post-game observations). Game notes are private to authorized team administrators, are used only to provide the Game Day Planner feature, are not sold or used for advertising, and follow the same data-retention and account-deletion policies described in this Privacy Policy.

Existing account deletion, retention, security, service-provider, children's privacy, contact, and user-rights provisions continue to apply to Game Day Planner and Live Tracker data.

NOTIFICATIONS & IN-APP MESSAGING

LilRoster uses an in-app notification system to keep you informed about team activity, events, messages, and more. Here is how notification data is handled:

  • Notifications are stored on our servers and linked to your account email.
  • Read/unread state is tracked per notification so you know what is new.
  • Clicking a notification automatically marks it as read.
  • You may delete individual notifications, selected notifications, or clear all at any time.

Event Reminders:

For each event, LilRoster sends one reminder at the lead time you choose (default 1 hour before; other options include 15 minutes, 30 minutes, 2 hours, 1 day, or 2 days before). For team events, in-app and email reminders are mandatory and cannot be disabled, as they are essential to reliable team coordination; push reminders respect your notification preferences. For personal (non-team) events, all reminder channels — including email — can be turned on or off in your notification settings. LilRoster provides in-app, email, and push notifications; the methods available to you may vary by platform or device. To ensure reliable coordination, important reminders, cancellations, and schedule updates may be delivered by email when appropriate.

Notification data is deleted permanently when you delete a notification or your account. We do not use notification data for advertising purposes.

Push Notifications:

LilRoster offers optional native Push notifications for app functionality, including reminders, event changes, important announcements, messages, volunteer activity, carpool activity, RSVP activity, and personal-event reminders. Push is turned on only with your permission and can be managed globally, by category, and per team inside the app, or disabled through iOS Settings at any time.

When Push is enabled, LilRoster and its service providers may process your user/account identifier, an app-specific device Push token, your notification preferences, and limited delivery information to deliver notifications through Base44 and Apple Push Notification service (APNs). This information is used for notification delivery and app functionality only — not for advertising, selling personal data, or cross-app tracking.

LilRoster is designed to limit sensitive information in Push notifications. Private direct-message text is never included in lock-screen Push content; direct-message alerts use generic wording. Other notification titles may be based on information entered by users. Push previews may appear on a device's lock screen depending on the user's iOS notification settings. Live coordinates are never included in Push content.

Disabling Push does not prevent the app from functioning. In-App and Email notification channels are controlled separately and continue to work independently. LilRoster deletes your notification preferences and any device-token records stored directly by LilRoster when you delete your account. Additional notification-delivery information may be handled by our service providers according to their applicable policies.

HOW WE USE INFORMATION

We use information to:

  • Provide and operate the Service
  • Enable scheduling, communication, and coordination
  • Send notifications and reminders
  • Improve app performance and reliability
  • Provide support and resolve issues

INFORMATION SHARING

We do not sell personal information.

Information may be shared:

  • With team members you join
  • When required by law
  • With your consent

DATA SECURITY

We use reasonable administrative and technical safeguards to protect your information.

YOUR RIGHTS

You may:

  • Access your data
  • Update or correct information
  • Delete your account
  • Request deletion of child profiles

Requests can be made in the app or by contacting: lilrosterapp@gmail.com

USER-GENERATED CONTENT, REPORTING & BLOCKING

Some features let you post content visible to others, including chat and direct messages, event discussions, and Team Reels (photos, videos, captions, and emoji reactions). You remain responsible for what you post.

To keep the community safe, you can report a message or Reel and block another user. Reports are routed to that team's administrators and founders for review. Reports flagged as harassment or safety concerns are also escalated to LilRoster's platform administrators (the app owner) for oversight. Reports are confidential — the person you report will not be told who submitted the report. Blocking is personal to you: a blocked user cannot start a direct message with you, and you will no longer see their direct messages or Reels. Essential team information (schedules, events, official announcements, RSVP, and safety notices) remains visible to both users.

We may retain a limited, anonymized snapshot of reported content and a record of the report for safety, fraud prevention, and legal compliance, even after the original content or the reporting account is removed. For safety concerns, abusive behavior, or objectionable content, contact lilrosterapp@gmail.com.

Content Moderation: Content submitted within LilRoster may be reviewed by authorized Team Admins or Founding Parents when it has been reported for violating team rules. Reporter identity remains confidential and is never shared with the reported user.

ACCOUNT DELETION & DATA RETENTION

Account deletion is immediate and permanent.

When you delete your LilRoster account through the app, the deletion takes effect immediately. Your login credentials and account identity are destroyed right away — you will not be able to log back in, and you must create a brand-new account if you wish to use LilRoster again.

The following is deleted immediately upon account deletion:

  • Your login account and authentication credentials
  • All team memberships — you are instantly removed from every team
  • Child profiles and child-team links
  • Personal events you created
  • Carpool offers, requests, and ignores
  • Volunteer signups
  • Notifications, notification preferences, and announcement dismissals
  • Conversation participations — no more messaging access or unread badges
  • Device tokens — stops all notification delivery immediately
  • Event participant (RSVP) records

The following is intentionally retained:

  • Carpool trip history — completed carpool session logs remain accessible to you via email-based lookup, as they are tied to your email address rather than your account. These records are automatically deleted after 1 year.
  • Team events, announcements, and chat messages — these are shared records that other team members still need access to, so they remain in the team. When you delete your account, your name and email are removed (anonymized) from the messages you sent, so they no longer identify you.
  • Moderation records — content reports and a limited anonymized snapshot of reported content may be retained for safety, fraud prevention, and legal compliance, with reporter and reported user identities redacted.

Account deletion cannot be undone. There is no grace period or recovery window. If you wish to return to LilRoster after deleting your account, you must register a new account from scratch.

COOKIES & ANALYTICS

LilRoster may use limited analytics strictly to support functionality and improve performance.

CHANGES TO THIS POLICY

We may update this policy from time to time. Updates will be reflected by the "Last Updated" date.

CONTACT

lilrosterapp@gmail.com