Privacy

Who looks after your information

Rollcast is operated by Sebastian Smith. For privacy questions, use Help & contact.

We look after your Rollcast account and service administration. Your club decides how it uses its membership records; we store and handle those records on its instructions. Ask the committee about its own privacy notice. Our club data terms explain that arrangement.

What we keep and where it comes from

We keep your name, email, optional telephone number, club roles, application answers, memberships, recorded payments, permits, club messages, catch returns, incidents and any files you or the committee add. You provide some of this; your club may also import it from its existing membership list.

Sign-in records, network information and service logs help us keep the website secure and investigate faults. Please avoid unnecessary sensitive personal information in free-text answers, messages or uploads.

Why we use it

We use account and contact details to provide the service and administer our agreement. We rely on fulfilling our contract where it is with you, or our legitimate interests in running the service where the agreement is with your club. Our legitimate interests in securing, maintaining and improving the service also cover necessary security records and support. We do not sell your information or use it for advertising. The club is responsible for its lawful basis for club records.

Club notices and reminders are service emails. We do not make automated decisions about your membership: the committee decides.

Who can see it

Your committee can see your club records. Other members see shared club information and messages addressed to them, not your private application or incident report. A permit's verification link shows the holder's name, member number and permit status to anyone who has that link; keep it like a membership card.

Railway hosts the website and stores the database and uploaded files. Cloudflare R2 stores our private backup copies, and Resend delivers emails. If your club pays for Rollcast, Stripe handles its card payment details; Rollcast does not store card numbers. Map services receive network details when your browser loads their maps. PostHog, in the EU, receives coded usage and error records.

These providers may process data outside the UK, including the USA. Their locations and transfer arrangements depend on the services used. Contact us for details or copies of the applicable safeguards.

How long we keep it

Account information is kept while needed to run your account, resolve support issues or meet legal obligations. Club records are kept while the club uses Rollcast, until it instructs us to remove them, or where a legal obligation requires retention. Archiving a member keeps historical records; it does not delete them. On leaving, a club can export its records and ask us to delete its data.

We take a private backup of records and uploaded files each night to recover from data loss. Each backup is scheduled for automatic deletion after seven days; deletion normally completes within a further day. Deleted information may remain in an earlier backup until that copy expires. Backup copies are kept out of ordinary use. If we restore a backup, we reapply deletion instructions before using the restored records.

Cookies and your choices

The website uses essential cookies to sign you in and remember your club. There is no advertising tracking.

To see which parts of Rollcast are used and to find faults, our server records events such as a payment being recorded or a permit downloaded, and any errors, with PostHog. These records use a code in place of your name and email and contain no club records. No analytics cookies are set and nothing is stored on your device for this. We rely on our legitimate interests in maintaining and improving the service.

Depending on the circumstances, you can ask to see, correct, delete, restrict or receive a copy of your information. You can also object to our use based on legitimate interests. Contact your committee for club records or us for account and service information; we will help route the request.

You can complain to the Information Commissioner's Office. You do not have to contact us first, though we would welcome the chance to help.