Terms of Service — RosterRec

1. Acceptance of Terms

Welcome to RosterRec. Please read these Terms of Service (“Terms”) carefully. These Terms are a legally binding agreement between you and BearForge LLC (“BearForge”, “we”, “us”, “our”), a Wyoming limited liability company operating in the State of Kansas. These Terms govern your access to and use of the RosterRec platform, including our website at rosterrec.com and all related services (collectively, the “Service”).

By accessing or using the Service, you agree to be bound by these Terms and our Privacy Policy. If you do not agree, do not use the Service.

If you are entering into these Terms on behalf of a school, school district, organization, or other legal entity, you represent that you have the authority to bind that entity to these Terms.

2. Description of Service

RosterRec is a management and communication platform for youth sports organizations, school districts, and individual teams. The Service provides roster management, game scheduling, lineup planning, team and classroom communication, digital forms and electronic signatures, photo sharing, broadcast messaging, and related tools for organizations, coaches, teachers, and parents.

3. Eligibility and Accounts

You must be at least 18 years old to create an account on RosterRec. There is no child-facing interface — children do not create accounts or interact with the platform directly. All player and student information is entered and managed by parents, guardians, coaches, or school personnel.

You must provide accurate, complete, and current information when creating an account. You are solely responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account. Notify us immediately at tyler@rosterrec.com if you suspect unauthorized access.

You may not transfer your account to another person without our prior written consent.

4. Privacy

Your use of the Service is also governed by our Privacy Policy, which describes what data we collect, how we use it, and your rights. If any conflict exists between these Terms and the Privacy Policy, these Terms shall prevail.

5. FERPA Compliance

Certain information provided to RosterRec by teachers, school administrators, or other school personnel (“School Officials”) that is directly related to a student and maintained by an educational institution may be considered an education record (“Education Record”) under the Family Educational Rights and Privacy Act (“FERPA”).

As a School Official or institution providing Education Records or directory information to RosterRec, you represent and warrant that your institution has:

Complied with the Directory Information Exemption, including informing parents and eligible students what information is deemed directory information and allowing them to opt out; and/or
Complied with the School Official Exemption, including designating service providers as “school officials” with a “legitimate educational interest” in annual FERPA notifications; or
Obtained all necessary parental or eligible student written consent to share Education Records with RosterRec, solely to enable the operation of the Service.

RosterRec will not share Education Records with third parties except: (i) as directed by an authorized user (e.g., a teacher sharing with a parent); or (ii) with infrastructure providers necessary to operate the Service, as described in our Privacy Policy. Education Records are never sold, used for advertising, or disclosed for any purpose other than providing the Service.

RosterRec may use de-identified, aggregated data for product improvement and analytics. De-identified data will have all direct and indirect personal identifiers removed. We will not attempt to re-identify de-identified data.

6. Children’s Privacy and COPPA

RosterRec is designed for use by adults. Children under 13 do not create accounts and do not interact with the platform. All information about children (player names, dates of birth, positions, etc.) is entered by parents, guardians, or authorized school/team personnel.

Because children do not directly provide personal information to RosterRec, the platform operates under the school consent provision of COPPA, where schools and teachers may consent to the collection of student information on behalf of parents for educational purposes, as permitted by the FTC.

Schools and organizations using RosterRec are responsible for obtaining any required parental consent in accordance with applicable laws and their own policies. Parents may withdraw consent and request deletion of their child’s data at any time by contacting their school, coach, or by emailing us at tyler@rosterrec.com.

We do not use children’s personally identifiable information for advertising, marketing, or any purpose beyond the authorized educational or team management purposes.

7. User Content

You retain ownership of all content you upload, post, or share through the Service (“User Content”), including photos, messages, roster information, wall posts, and form responses. By uploading User Content, you grant BearForge LLC a worldwide, non-exclusive, royalty-free license to host, store, process, display, and distribute your User Content solely for the purpose of providing the Service.

You are solely responsible for your User Content and represent that you have the right to share it, including photos of minors (for which you must have parental/guardian consent).

We may remove User Content that violates these Terms. We use automated profanity filtering on user-generated text. We are not responsible for User Content posted by other users.

8. Electronic Signatures

RosterRec provides digital forms and electronic signature capabilities for permission slips, waivers, acknowledgments, and similar documents. By signing a document electronically through the Service, you agree that your electronic signature has the same legal effect as a handwritten signature under the Electronic Signatures in Global and National Commerce Act (ESIGN Act) and the Kansas Uniform Electronic Transactions Act (K.S.A. 16-1601 et seq.).

Signed documents are immutable — once signed, the signature record, document hash, IP address, and timestamp are permanently recorded and cannot be modified.

9. Organizations and Teams

Organization administrators are responsible for managing their organization’s data, members, and settings, including compliance with applicable laws (FERPA, state communication requirements, etc.). Team coaches are responsible for the accuracy of roster information, game schedules, and lineup plans.

RosterRec is a management tool and does not make coaching decisions. Lineup suggestions, position assignments, and bench rotation recommendations are tools to assist coaches — coaches always have final decision-making authority.

When connected to a school account, school and district administrators are given access to all communications (messages, chat, broadcasts) within their organization for compliance and archival purposes.

10. Acceptable Use

You agree not to:

Use the Service for any unlawful purpose or in violation of any applicable law, including COPPA and FERPA
Upload content that is offensive, harmful, defamatory, or violates others’ rights
Attempt to gain unauthorized access to other accounts or systems
Interfere with the Service’s operation, security, or infrastructure
Scrape, harvest, or collect data from the Service without permission
Use the Service to send spam or unsolicited communications
Impersonate another person or entity
Reverse engineer, decompile, or disassemble any part of the Service
Sell, resell, sublicense, or distribute the Service or any data obtained from it
Upload viruses, malware, or other malicious code

11. SMS Terms

If you opt in to receive SMS notifications from RosterRec, the following terms apply:

Message frequency varies based on your notification preferences and activity
Message and data rates may apply
To stop receiving SMS messages, text STOP at any time. You will receive a confirmation message and will no longer receive texts from RosterRec
To resume, text START or re-enable SMS in your notification settings
For help, text HELP or email tyler@rosterrec.com
Carriers are not liable for delayed or undelivered messages

You can manage your SMS preferences at any time from the notification settings page within RosterRec.

12. Intellectual Property

The Service, including its design, code, graphics, logos, and all other elements (excluding User Content), is owned by BearForge LLC and protected by copyright, trademark, and other intellectual property laws. You may not copy, modify, distribute, sell, or create derivative works based on the Service without our prior written consent.

We comply with the Digital Millennium Copyright Act (DMCA). If you believe content on the Service infringes your copyright, contact us at tyler@rosterrec.com with a description of the alleged infringement.

13. Service Availability

We strive to maintain high availability but do not guarantee uninterrupted access. We may perform maintenance, deploy updates, or experience downtime. We are not liable for any loss resulting from service interruptions.

14. Pricing and Payment

RosterRec is currently free during the beta period. We reserve the right to introduce paid plans in the future. We will provide at least 30 days advance notice before any pricing changes take effect. Free features during beta may become paid features.

15. Termination

You may request deletion of your account at any time by contacting us at tyler@rosterrec.com. We may suspend or terminate accounts that violate these Terms, with reasonable notice when practicable.

For individual accounts, data will be deleted within 90 days of account termination, except as required by law or contractual obligations with school districts.

For school and district accounts, upon termination of the agreement, the organization may request an export of all communications and data prior to deletion. Data associated with school district accounts is retained for 7 years per district compliance requirements, unless otherwise specified in the district agreement.

16. Indemnification

You agree to defend, indemnify, and hold harmless BearForge LLC, its officers, directors, employees, and agents from and against any claims, damages, losses, liabilities, costs, and expenses (including reasonable attorney’s fees) arising from: (i) your use of the Service; (ii) your violation of these Terms; (iii) your violation of any third-party right, including intellectual property, privacy, or publicity rights; or (iv) any User Content you post that causes damage to a third party.

17. Warranty Disclaimer

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. BEARFORGE LLC DOES NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR COMPLETELY SECURE.

18. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, BEARFORGE LLC SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF DATA, USE, OR PROFITS, ARISING OUT OF OR IN CONNECTION WITH THESE TERMS OR YOUR USE OF THE SERVICE. OUR TOTAL LIABILITY SHALL NOT EXCEED THE GREATER OF (A) ONE HUNDRED DOLLARS ($100) OR (B) THE AMOUNTS PAID BY YOU TO BEARFORGE LLC IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.

19. Changes to Terms

We may update these Terms from time to time. Material changes will be communicated at least 30 days in advance via email or in-app notification. Your continued use of the Service after the revised Terms become effective constitutes acceptance. If you do not agree to the updated Terms, you must stop using the Service.

20. Governing Law and Jurisdiction

These Terms shall be governed by the laws of the State of Kansas, without regard to conflict of law principles. Any action arising out of or relating to these Terms shall be filed exclusively in the state and federal courts located in Butler County, Kansas, and you consent to the jurisdiction of those courts.

21. Assignment

You may not assign or transfer these Terms or your rights under them without our prior written consent. BearForge LLC may transfer or assign these Terms and our rights and obligations without restriction.

22. Contact

Questions about these Terms? Contact us:

BearForge LLC
Andover, Kansas
Email: tyler@rosterrec.com
Phone: (316) 416-5234