Privacy Policy
Effective June 13, 2026
Roster (“Roster,” “we,” “us”) is a client-management application for personal trainers, operated by Horizon Works, a sole proprietorship based in Austin, Texas. This Privacy Policy explains what information we collect, how we use it, and the choices you have. By using Roster you agree to this policy.
Who this policy covers
Roster serves two kinds of people: trainers, who create an account to manage their business, and their clients, whose contact and session details a trainer enters and who may receive a client portal login. For client information, the trainer is the owner of that data and Roster processes it on the trainer’s behalf.
Information we collect
- Account information — trainer name, business name, email, phone number, timezone, and login credentials.
- Client information entered by trainers — client name, email, phone number, session schedule and history, notes, progress entries, and payment records.
- Payment information — processed by Stripe. We do not store full card numbers; Stripe handles card data under its own security and privacy terms.
- Usage and device data — basic product-analytics and error-monitoring data (e.g., pages visited, device/browser type, crash reports) used to operate and improve the service.
How we use information
- To provide and operate Roster — scheduling, client management, payments, and the client portal.
- To send transactional notifications such as appointment reminders, cancellation notices, payment requests, and account emails.
- To secure the service, prevent abuse, and diagnose problems.
- To comply with legal obligations.
We do not sell personal information, and we do not use it for third-party advertising.
SMS / text messaging
Roster can send appointment reminders and cancellation notices by SMS to clients whose mobile number a trainer has provided. Clients consent to these messages when they give their number to their trainer for this purpose.
- Message types: appointment reminders and session cancellation notices. These are transactional, not marketing.
- Message frequency varies based on your scheduled sessions.
- Message and data rates may apply depending on your mobile carrier and plan.
- Opt out at any time by replying STOP; reply HELP for help.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Phone numbers and SMS consent are used solely to deliver the appointment notifications described above. Information shared with our SMS provider (Twilio) is used only to carry out message delivery and is not shared further for marketing.
Service providers we share data with
We use trusted vendors to run Roster, and share only what each needs to perform its function:
- Supabase — database and authentication.
- Vercel — application hosting.
- Stripe — payment processing.
- Twilio — SMS delivery.
- Resend — transactional email delivery.
- PostHog / Sentry — product analytics and error monitoring.
Data retention
We keep account and client data for as long as an account is active. Trainers can delete client records within the app. When an account is closed, we delete or anonymize associated data within a reasonable period, except where we must retain it to meet legal or financial obligations.
Security
We use industry-standard measures — encryption in transit, access controls, and tenant isolation — to protect your information. No system is perfectly secure, but we work to safeguard your data.
Your choices and rights
You may access, correct, or delete your information by using the app or by contacting us. Clients who wish to update or remove their information should contact their trainer, who controls that data, or reach us at the address below.
Children’s privacy
Roster is not directed to children under 13 and we do not knowingly collect their personal information.
Changes to this policy
We may update this policy from time to time. Material changes will be reflected by updating the effective date above.
Contact
Questions about this policy? Email garrett@horizonworks.ai.