Privacy Policy

Effective Date: 21 February 2026 | Version 1.0 | Last Updated: 27 March 2026

Your privacy is important to us. This Privacy Policy explains how we collect, use, and protect your information when you use SmartRoster (the "Service").

1. Data Controller

SmartRoster is operated by SmartRoster (the "Data Controller").

If you have any questions regarding this Privacy Policy or your personal data, you may contact us at: support@smartroster.club

2. What We Collect

We collect the following information:

Email address (for account registration and authentication)
Account-related information (e.g., username)
Any data you voluntarily submit (e.g., campaign data, roster data, notes, settings)
Basic usage data for analytics and troubleshooting (e.g., via Google Analytics and Datadog)
Subscription and billing information (processed by Stripe)

We do not collect:

Passwords in plain text (stored securely in hashed form)
Full payment card details (handled directly by Stripe, never stored on our servers)
Personal details beyond what you voluntarily provide

3. How We Use Your Data

We use your data to:

Provide and maintain your account
Enable core functionality of the Service
Process subscriptions and manage billing
Improve the Service (bug fixing, stability, performance monitoring, UX improvements)
Send necessary service communications (e.g., account notices)

We do not:

Sell your personal data
Share your personal data with third parties for marketing purposes

4. Legal Basis for Processing (GDPR)

If you are located in the European Economic Area (EEA), we process your personal data based on:

Performance of a contract — to provide the Service you request
Legitimate interests — to improve, secure, and maintain the Service
Legal obligations — where required by law
Consent — for optional communications such as newsletters

5. Cookies and Tracking Technologies

We use cookies and similar technologies for:

Session management and authentication
Analytics (e.g., Google Analytics)
Performance monitoring and error tracking (e.g., Datadog)

You can control or disable cookies through your browser settings. Some features of the Service may not function properly without cookies.

If required by applicable law, we may request your consent before placing non-essential cookies.

6. Payment Data

All payment processing is handled by Stripe, a PCI-compliant payment processor.

When you subscribe to a paid plan:

Your payment details are collected and processed directly by Stripe
We do not have access to your full payment card information
We only receive limited information such as subscription status and partial card details (e.g., last four digits)

For more information, please review Stripe's Privacy Policy.

7. Data Storage and Security

Your data is stored using secure database systems, including MongoDB and MySQL.

We implement reasonable technical and organizational measures to protect your data. However, no system can guarantee 100% security.

8. International Data Transfers

Data may be processed and stored in countries outside your country of residence, including the United States, where our service providers operate.

By using the Service, you acknowledge that your data may be transferred internationally.

9. Data Retention

We retain your data as long as your account is active, regardless of subscription status.

If you cancel your subscription, your data remains accessible unless you delete your account.

You may delete your account at any time through your Account settings. Account deletion permanently removes your data and cancels any active subscription.

You may also contact us at support@smartroster.club to request deletion of your account and associated data.

10. Email Communication

We may send:

Essential service-related emails (e.g., account verification, password reset, billing notices)

We do not send unsolicited marketing emails.

Project updates or newsletters are only sent if you explicitly opt in.

You may unsubscribe from optional communications at any time.

11. Third-Party Services

We use the following third-party services:

Stripe — payment processing and subscription management
Google Analytics — usage analytics
Datadog — performance monitoring and error tracking

These services may process data according to their own privacy policies.

12. Age Requirement

The Service is not intended for individuals under 16.

We do not knowingly collect personal data from individuals under 16.

If you believe a minor has provided personal data, please contact us to request deletion.

13. Your Rights

Depending on your location, you may have the right to:

Access your personal data
Correct inaccurate data
Request deletion of your data
Restrict or object to processing
Request data portability
Withdraw consent (where processing is based on consent)

You may also lodge a complaint with your local data protection authority if you believe your rights have been violated.

14. Changes to This Policy

We may update this Privacy Policy from time to time.

Significant changes will be communicated via email or within the Service.