Privacy Policy

Last updated: September 14 2026

This policy explains what personal information The Roost Academy (“the Academy,” “we,” “us”) collects from students, families, and website visitors, how we use it, and the choices you have. We wrote this policy in plain language because our community should be able to read and understand it without a law degree — but this document is a starting draft, not a substitute for review by an attorney familiar with nonprofit and youth-program requirements in Texas before it’s published or relied upon.

Who This Applies To

This policy covers information we collect from:

• Students and their parents or guardians who enroll in or inquire about Academy programs
• Visitors to our website
• Anyone who submits information through an online form, email sign-up, or contact request

Because many of our students are minors, information about a child is collected from and with the consent of a parent or guardian, not from the child directly.

Information We Collect

Contact and emergency information. When a family enrolls, we collect information such as student and parent/guardian name, address, phone number, email address, and emergency contact and medical information needed to keep a student safe during activities (for example, allergies or conditions coaches should be aware of).

Photos and video. We may take photos or video during practices, classes, and events for promotional use — such as our website, social media, or printed flyers. We only use images with the consent described below, and a family may opt out at any time.

Website and online form information. If you contact us, sign up, or register interest through our website, we collect what you submit (such as name, email, and message content). We use Cloudflare to host and protect the website, including Cloudflare Turnstile to help prevent automated form submissions. Cloudflare may process technical information, such as IP address and request data, to provide those services. We use Resend to deliver website form submissions to the Academy.

Donation information. When you make an online donation, Stripe processes the payment information you provide. We do not receive or store your full payment-card number.

How We Use This Information

We use the information we collect to:

• Register and manage student enrollment
• Communicate with families about schedules, events, and academy updates
• Respond to inquiries submitted through our website or by email
• Ensure student safety during programs (emergency and medical contact information)
• Promote the Academy and its programs, using photos/video only as consented to below

We do not sell personal information, and we do not use it for advertising unrelated to the Academy.

Photo & Video Consent

Participation in Academy activities does not require appearing in promotional photos or video. Parents/guardians may decline photo/video use for their student at any time by notifying us in writing; we will honor that request going forward and remove previously published images upon request where reasonably possible.

Sharing With Third Parties

We do not share personal information with third parties for their own marketing purposes. We may share limited information where necessary to:

• Comply with a certifying or governing body relevant to our programs (for example, USA Wrestling, for coaching certification or event participation)
• Meet legal obligations, respond to a valid legal request, or protect the safety of a student or others
• Work with service providers who help us operate, under an obligation to protect that information. These providers include:
  • Cloudflare, which hosts and protects our website and provides Turnstile bot protection for online forms
  • Resend, which delivers messages submitted through our website forms
  • Stripe, which processes online donations and payment information

Each provider processes information under its own privacy terms. You can review the Cloudflare Privacy Policy, Resend Privacy Policy, and Stripe Privacy Center.

Children’s Privacy

The Academy serves minors, and we take extra care with information about children. We collect information about a student only with parental/guardian consent as part of enrollment, and we do not knowingly collect personal information directly from a child online without a parent or guardian’s involvement.

Data Retention & Security

We keep student and family information for as long as needed to operate our programs and for a reasonable period afterward for record-keeping, then delete or securely dispose of it. We take reasonable steps to protect information in our care, though no method of storage or transmission is completely secure.

Your Rights & Choices

A parent or guardian may, at any time:

• Ask what information we hold about their student
• Request a correction to inaccurate information
• Request deletion of their student’s information, subject to any records we’re required to keep
• Opt out of photo/video use as described above

To make any of these requests, contact us using the information below.

Changes to This Policy

We may update this policy as our programs grow. We’ll note the “Last updated” date above when changes are made, and significant changes will be communicated to enrolled families directly.

Contact Us

Questions about this policy or your information can be directed to:

Roost Academy
4987 Hwy 70
Howardwick, TX 79226
hello@roostacademy.org