Rostara

Privacy Policy

Effective date: April 26, 2026

Rostara is a sports team management app for organizing pickup games, tracking ratings, balancing teams, and managing shared group expenses. This policy explains what data we collect, why we collect it, and what your rights are. We aim to collect the minimum needed to make the app work.

What we collect

• Account info. Email address and display name when you sign up, plus a password hash managed by Firebase Authentication. We never store your raw password.
• Group activity. Groups you belong to, your role in each group, events you create or RSVP to, ratings you submit or receive, ledger entries you create, and notices or reactions you post. This is the data the app needs to function.
• Optional event metadata. If an admin enters a venue, date, or notes for an event, that text is stored alongside the event. Rostara does not request or use your device's GPS location.
• Push notification tokens. If you enable notifications, we store the FCM token for your device so we can deliver alerts (event go-live, RSVP closed, payment approvals, etc.). You can disable individual categories in the in-app notification settings.
• Diagnostic data. Server logs (timestamps, IP address, error traces) are kept by Firebase for security and reliability. The app also reports crash and error diagnostics to Firebase Crashlytics — stack traces, device model, OS version, and app state at the moment of the crash — so we can fix bugs that affect real users. Crash reports are not tied to your name or email beyond the Firebase Installation ID, which is anonymous and resets if you reinstall. You can opt out of crash reporting at any time from Menu → Privacy & data in the mobile app; the setting is per-device and takes effect immediately.
• Usage analytics. The app uses Firebase Analytics to understand which features are used and how well the product works — for example, whether signups complete successfully, how often events are created, and whether the team balancer is used. The events we log carry only structured values (counts, status enums, booleans) — never names, emails, group names, or other free-text fields. Approximate city-level location may be derived from your IP address by Firebase. We do not run advertising SDKs and the Apple/Google advertising identifier is disabled.

Why we collect it

• To provide core app features: authentication, group membership, ratings, team balancing, RSVPs, and bookkeeping.
• To deliver notifications you've opted into.
• To detect and prevent abuse (spam joining, unauthorized data access, fraud).

We do not sell your data, share it with advertisers, or use it to build a profile of you outside the app.

Who can see your data

Rostara groups have three roles, each with progressively more visibility into the group's data:

• Members can see your display name, your role label, your RSVPs to events, and anything you post in the group (notices, reactions, ledger entries you create). Individual ratings you give to other members are private — the rater is the only person who sees the score they entered. Aggregated ratings are visible only to the rated person and to admins, never broken down by who rated them.
• Admins see everything members see plus group management surfaces: which member profiles have been claimed, rename non-owner members, remove members, override RSVPs, and approve or decline ledger entries. Admins still do not see individual rating scores — only aggregates.
• Owners see everything admins see plus group-level controls: regenerating the invite code, deleting the group, promoting or demoting admins. The owner is the user who created the group; there is exactly one per group.

Outside the group, your data is shared with:

• Service providers. Rostara is built on Google Firebase (Authentication, Firestore, Cloud Functions, Cloud Messaging, Hosting). Firebase processes your data on our behalf under Google's privacy terms.
• Legal requirements. We may disclose data when legally compelled (subpoena, court order). We will tell you when permitted to.

Your rights

• Access and export. Open Menu → Privacy & data → Export my data in the app to download a JSON file containing your profile, memberships, RSVPs, ratings (given, plus aggregates received), ledger entries you authored, and notification settings. The download is immediate; if you'd rather receive it by email or need a different format, contact us and we'll respond within 30 days.
• Correction. Most fields (display name, email) you can edit yourself in the app's profile settings.
• Leaving a group. You can leave any group at any time from the group settings menu. Your link to the group (your membership and authentication tie) is removed immediately, but the group's historical record of you — RSVPs you submitted, ratings you gave or received, ledger entries you created or were a party to — remains in the group under your former member profile, now marked as unclaimed. This protects the group's collective history (rating averages, ledger balances, attendance records) from being distorted for the members who stayed. Group admins or the owner may, at their discretion, fully delete that former profile, anonymize specific entries, or retain it as part of the group's records.
• Account deletion. This is distinct from leaving a group. You can delete your account at any time from inside the Rostara app: Profile → Delete account. We remove your authentication record, email, password hash, notification tokens, and personal profile immediately, and you can no longer log in. Ratings you have given to other members are deleted and their averages are recomputed. Notices and ledger entries you authored remain in their groups for historical accuracy but are anonymized — your name is removed and replaced with "deleted‑user". Other group records attributed to your former member profiles (RSVPs, ratings you received, ledger entries you were a party to) are governed by the rule above — they remain part of those groups' history unless an admin chooses to delete them. If you cannot access the app, email info@rostara.app and we will process the deletion within 30 days as required by GDPR.
• Notification opt-out. Toggle off any notification category from the app's settings menu at any time.

Children

Rostara is intended for adult recreational sports groups. We do not knowingly collect data from children under 13. If you believe a child has registered, contact us and we will delete the account.

Data retention

We keep your data for as long as your account is active. Closed accounts are deleted within 30 days of request. Server diagnostic logs are retained for up to 90 days for operational and security purposes.

Security

Data in transit is encrypted via HTTPS. Data at rest is encrypted by Firebase. Access to production data is restricted to the developer account holder. We patch dependencies regularly. No system is perfectly secure — if you spot a vulnerability, please report it responsibly to the email below.

Changes to this policy

We may update this policy as the app evolves. Material changes will be announced inside the app and the effective date above will be updated. Continued use of Rostara after a change constitutes acceptance of the new policy.

Contact

Questions, requests, or concerns: info@rostara.app