Privacy Policy

When you sign up and set up your profile, we collect basic details like your name, email address, and athlete information including your position, graduation year, GPA, height, and weight.

If you choose to connect your Gmail account, we only look at the emails you send to coaches and any replies you get back. We use this to help you track your recruiting conversations in one place. We do not access anything else in your inbox.

We use your profile information to calculate your fit scores, help you find the right schools, track your outreach to coaches, and make the platform better over time.

We will never sell your information. We do not use your Gmail emails for ads, and we do not share them with anyone outside of what it takes to run the features you use.

What we access

When you connect Gmail, we can send coach outreach emails on your behalf and read replies from coaches so you can see responses inside RosterFit. That is all we ever access. We do not look at any other emails in your account.

How we follow Google's rules

We follow Google's rules for apps that connect to Gmail. Your Gmail data is only ever used to power the features you ask us to use and nothing else. We never use it for ads, we never build profiles for unrelated purposes, and we never share it with other companies.

When AI is involved

We never store your email content beyond what is needed for the outreach tracker. When you ask RosterFit to draft a reply to a coach, the content of that email conversation is sent to our AI provider (OpenAI) for the sole purpose of generating that draft. OpenAI does not use this data to train its models and processes it under zero-retention terms. Your Gmail data is never used for advertising, never used to build profiles about you, and is never shared with anyone for any purpose other than drafting the replies you ask us to write.

How we keep your Gmail login safe

When you connect Gmail, Google gives us a secure key to act on your behalf. We store that key safely on our servers. It is never visible to anyone browsing the site and is never saved in a way that could be read by others.

Disconnecting Gmail

You can disconnect your Gmail at any time, either from inside RosterFit or from your Google account settings. Once you disconnect, we immediately stop accessing Gmail and remove the stored key. Your RosterFit account stays active and only the Gmail connection is removed.

Your data is always sent securely

Everything you send to and from RosterFit, including when we talk to Gmail on your behalf, travels over a secure, encrypted connection. This means no one can intercept it in transit.

Your data is stored securely

All of your information is stored in a secure database that is encrypted, meaning it is scrambled and unreadable to anyone who should not have access to it.

Who can see your data

Only the RosterFit system itself can access your data in the normal course of operations. We keep tight controls on who can access what, and your Gmail connection details are never exposed to the front-facing parts of the app.

We only ask for what we need

We only request access to the parts of your Gmail account that are needed to run the features you turn on. We never ask for more than necessary.

To run RosterFit, we work with a small number of trusted services. Here is what each one does and what they can see:

Supabase (our database)

This is where your profile, account, and outreach history are stored. They never see your Gmail emails.

Vercel (our web host)

This powers the RosterFit website. They handle web traffic but do not store your personal data.

OpenAI (our AI)

We use OpenAI to help write coach outreach email drafts. We share your athlete profile and school information with them, and — only when you ask us to draft a reply to a coach — the content of that specific email conversation, so the draft can respond in context. OpenAI does not use this data to train its models and processes it under zero-retention terms. We never send your Gmail data to OpenAI for any other purpose.

Stripe (payments)

Stripe handles subscription billing. They never see your Gmail data, your profile, or anything related to your recruiting activity.

Your account and profile

We keep your data for as long as you have an active account. If you want everything deleted, just reach out to us at contact@myrosterfit.com and we will take care of it.

Your Gmail connection

As soon as you disconnect Gmail or delete your account, we immediately remove the secure key that lets us access Gmail. There is no delay. It is gone right away.

Your outreach history

Things like email subject lines and timestamps that we use for your outreach tracker are removed when you delete your account or disconnect Gmail. We do not hold onto email content unless you have saved a draft.

See your data

You can ask us to send you a copy of everything we have stored about you. Just email contact@myrosterfit.com.

Delete your data

You can ask us to delete your account and everything associated with it, including your profile, outreach history, and Gmail connection, at any time. Email contact@myrosterfit.com to get started.

Disconnect Gmail without losing your account

You can remove the Gmail connection at any time without closing your RosterFit account. Once disconnected, we stop accessing Gmail immediately.

If there is ever a security incident that could affect your personal information or Gmail data, we will let you know within 72 hours by emailing the address linked to your account.

If you ever notice something suspicious or want to report a concern, reach out to us right away at contact@myrosterfit.com.

Have questions about your privacy? We are happy to help. Reach out anytime at contact@myrosterfit.com.