InRoll Privacy Policy

INROLL LLC, a Washington limited liability company ("InRoll," "we," "us"), makes software that organizations such as camps, leagues, and event companies (each an "Organization") use to run enrollment and operations. This Privacy Policy explains what information we handle, why, who controls it, and the choices you have.

This Policy is part of our Terms of Service. Our separate Consumer Health Data Privacy Policy describes how health-related information, including face templates, is collected, used, and shared, and how to exercise your rights over it.

1. The short version

• InRoll is the software an Organization uses. For most of the information about your family, the Organization decides what is collected and why; InRoll handles it on the Organization's behalf.
• We do not sell your information, and we do not currently use it for advertising.
• Face matching is optional and off by default. InRoll stores face templates only for participants who have opted in, and you can withdraw at any time.
• You can review and correct your information, ask to delete it, and exercise privacy rights. For a child's or a participant's Organization records, we may work with the Organization to handle your request.
• We keep data only as long as needed, with a 60-day soft-delete window before permanent deletion in most cases.

2. Who controls your information

InRoll wears two hats:

• When the Organization brings information onto the platform (a roster it imports, a registration form it built, medical questions it asks, photos it takes, or pickup rules it sets), the Organization is in charge of that information. InRoll handles it on the Organization's instructions to run the Service.
• When you deal with InRoll directly (creating your account, logging in, contacting support, setting your own preferences), InRoll is in charge of that account-level information.

Why this matters: InRoll can act only on the information it manages directly, meaning your account-level information. If you want to review, correct, or delete records an Organization keeps about you or your participant, contact that Organization directly. InRoll is not an intermediary for requests to an Organization, which controls that data and may be legally required to keep some of it. See Section 7.

3. Information we handle, by category

Depending on your role and what the Organization enables:

• Account and contact information: name, email, phone, address, password (stored in hashed form), profile photo, and your role and permissions.
• Participant information (often about children): name and preferred name, date of birth, gender, address, grade, and a profile photo. Parents and guardians provide this on a child's behalf; adult participants provide their own.
• Health and medical information: for example allergies, medications, conditions, general health notes, insurance details, immunization records, and medical documents an Organization asks for. This is sensitive; access is limited by role. See also the Consumer Health Data Privacy Policy.
• Emergency contacts and pickup information: emergency contacts, authorized pickup people, and any list of people who are not permitted to pick up a participant.
• Photos: profile photos, activity photos, and check-in or check-out photos that Organizations capture and store.
• Face data (only if you opt in): if an Organization enables face matching and the responsible person affirmatively consents for a participant, we create numeric face templates used to match that participant across photos. See Section 5.
• Enrollment, forms, and program information: registration answers, sessions, lodging and unit assignments, check-in records, consents and agreements, and attendance.
• Technical and usage information: the minimum needed to operate and secure the Service, such as authentication events, system logs, and error diagnostics.

4. How we use information

We use information to: provide and operate the Service for you and your Organization; create and secure accounts and let you claim placeholder accounts; run enrollment, health, pickup, lodging, media, and check-in features; send essential service messages; provide the optional face-matching feature if you opt in; assist data import (including AI-assisted column mapping that runs within your permission scope, with a person confirming every mapping; it is not used to make automated decisions about you); keep the Service safe and prevent abuse; and meet legal obligations.

We do not sell personal information, and we do not share it with third parties for their own marketing.

Our emails, text messages, and push notifications never contain health information. A message about health-related activity says only that information is available and directs you to sign in to InRoll to view it.

We may use aggregated and de-identified data that does not identify you, any family, or any participant to operate and improve the Service; health information and biometric data are excluded from any such use.

We use a small set of third-party service providers to operate the Service, for example for cloud hosting, storage, message delivery, and payment processing. They handle information to provide these services to us.

We do not currently use your information for advertising. In the future, we may show you advertising or other information we think is useful to you. We will not use health information or biometric data for advertising, and if we introduce advertising we will update this Policy first.

5. Face matching and face data (optional, opt-in, revocable)

Face matching is off by default and only runs if an Organization enables it and the responsible person (a parent or guardian, or the adult participant) opts in for the participant through a separate, clear, affirmative step. Accepting the Terms or this Policy does not turn it on. Consent may be given in your account, in person to Organization staff who record it, or in writing through the Organization's own enrollment paperwork, recorded on the participant's profile.

• What we collect: numeric face templates derived from photos, used to match a participant across an Organization's photos.
• Who is included: InRoll stores face templates only for participants whose parent or guardian (or the adult participant) has opted in. Photos are scanned to locate opted-in participants; no face template is created or kept for anyone else.
• Why: solely to operate the photo and face-matching features. Biometric data is never sold, is never used for advertising, and participant photos, face templates, and photo tags are used for no purpose other than operating the photo and face-matching features.
• Accuracy and what it is not used for: face matching is assistive only; matches may be incorrect or missed, and no accuracy level is guaranteed. It is never used for identity verification, check-in, or pickup authorization. Verifying the identity of a participant and of any pick-up person is the Organization's responsibility.
• Your control: you can withdraw consent at any time. When you withdraw, we stop matching for that participant and promptly delete that participant's face templates. Face data does not outlive the data it relates to: when the feature is turned off, or when a photo, account, or Organization is deleted, associated face data is deleted in accordance with the retention rules in Section 8.
• Records: the platform records consent and withdrawal events so the history is auditable.

See the Consumer Health Data Privacy Policy for the formal description of these categories, sources, sharing, and your rights.

6. Payments

When payment processing is used, Organizations accept payments through our payment processor and the Organization is the merchant of record (payments go to the Organization). Card or bank details are collected and processed by the payment processor under its terms and privacy policy; InRoll does not store full card numbers. Refunds, cancellations, and billing disputes are handled by the Organization. If in-app purchases are introduced in the future, Apple and/or Google may also process those purchases under their own terms.

7. Your privacy choices and rights

You may ask to: access a copy of your information; correct it; delete it; and withdraw a consent you gave (including face-matching consent).

• How to ask: contact us at [email protected]. We will verify your identity before acting.
• When we respond: we respond without undue delay and within 45 days. If we need more time, we may extend once by another 45 days and will tell you why. If we decline a request, we will explain how to appeal; appeals are answered within 45 days, and if your appeal is denied we will tell you how to raise your concern with the Washington State Office of the Attorney General.
• Children's and participants' Organization records: the requests above cover the information InRoll manages directly, meaning your account-level information. The Organization controls the roster and program data it brought onto the platform, so requests to change or remove those records must be made to the Organization directly. InRoll is not an intermediary for requests to an Organization, and some records may be subject to the Organization's own legal retention duties.
• Parents and guardians can review and update a child's profile and Organization information through the account, can ask the Organization to delete its records about the child, and can withdraw face-matching consent at any time.
• Placeholder accounts: if a placeholder record was created for you or your participant during an import and you did not claim it, you can ask us to remove it.

8. How long we keep information

We keep information only as long as needed to provide the Service, meet legal obligations, resolve disputes, and enforce our agreements.

• Soft delete, then hard delete: when an account, participant, or Organization is deleted, records generally enter a soft-deleted state for 60 days, during which they are inaccessible in the product, and are then permanently deleted.
• Organization purge: an Organization may request that InRoll staff purge its data.
• Face data: a participant's face templates are promptly deleted when consent is withdrawn. When the feature is turned off, or when a photo, account, or Organization is deleted, associated face data is deleted in accordance with these retention rules.
• Unclaimed placeholder records: a placeholder record created during an Organization's import is kept while the Organization keeps it for program administration, is deleted under the same rules as the Organization's other data, and is removed earlier on request (Section 7).
• Files in storage: photos and documents are removed when their parent record is deleted, after a short cleanup window; abandoned uploads are cleared automatically.
• Backups and legal holds: copies may persist briefly in routine backups and may be kept longer where the law or an Organization's legal duty requires.

9. Security

We use administrative and technical safeguards designed to protect information, including access controls that limit each user and staff role to the data they are permitted to see, protection of data in transit and at rest, and separation of sensitive categories. No system is perfectly secure, so we cannot guarantee absolute security.

10. Breach notice

If we experience a security incident affecting your personal information, we will notify affected users and Organizations, and any authorities, as required by applicable law and within the timeframes the law sets. Where the Organization controls the affected data, we will support the Organization's notice obligations.

11. Children's information

InRoll is built for programs that serve children, and much of the information is about children provided by their parents or guardians. InRoll does not create accounts for children from their own email addresses. A child participates through a parent's or guardian's account. The Organization and the parent or guardian provide the information and the consents for a child; the Organization is responsible for having a lawful basis and for obtaining the parental consents its program requires, and InRoll handles the information on the Organization's behalf. Parents and guardians can review, correct, and request deletion of a child's information as described in Section 7, and can withdraw face-matching consent at any time.

12. Where information is processed

InRoll operates in the United States, and information is processed and stored in the United States.

13. Changes to this Policy

We may update this Policy as the Service evolves. If we make a meaningful change, we will post the updated Policy with a new date and, where appropriate, tell you directly.

14. Contact us

Privacy questions or requests: [email protected]. General questions: [email protected]. Legal notices: [email protected]. If your question is about a specific program, session, or your family's records, the Organization that runs the program also plays a role, and we may direct you to it.

This Policy is provided by INROLL LLC, a Washington limited liability company. Last updated: August 26, 2026.