Terms of Service

These Terms of Service ("Terms") constitute a legally binding agreement between you and RosterCleared, LLC ("RosterCleared," "we," "us," or "our") governing your access to and use of the RosterCleared platform at rostercleared.com (the "Platform").

By creating an account, accessing, or using the Platform, you agree to be bound by these Terms. If you are using the Platform on behalf of a school, school district, or other organization (collectively, "School"), you represent and warrant that you have the authority to bind that organization to these Terms, and "you" refers to both you individually and the organization.

If you do not agree to these Terms, you may not access or use the Platform.

These Terms are supplemented by our Privacy Policy, which is incorporated herein by reference and describes how we collect, use, and protect information processed through the Platform.

The following terms have specific meanings in this agreement:

• "School" — The educational institution that maintains an active account on the Platform and acts as the data controller for Student Data.
• "School Personnel" — Athletic Directors, athletic trainers, coaches, and other school staff authorized by the School to access the Platform.
• "Student Data" — Any information directly related to an identifiable student that is maintained by or on behalf of a School, including athlete records, physical form documents, and eligibility status.
• "Platform Services" — All features and functionality provided through the Platform, including form upload, AI-assisted validation, eligibility tracking, roster management, and reporting.
• "AI Outputs" — Any results, flags, scores, or status determinations generated by the Platform's AI validation pipeline.
• "Authorized User" — Any individual granted access to the Platform by a School, including School Personnel and, where the School permits, students and parents.

RosterCleared provides software tools to help high school athletic departments organize, track, and validate athlete Pre-Participation Physical Evaluation (PPE) forms. Platform Services include:

• A dashboard for managing athlete eligibility status across sports and seasons
• An AI-assisted form validation pipeline that checks form completeness, verifies practitioner credentials, and extracts medical flag labels
• Secure, encrypted storage for uploaded physical form documents
• Role-based access controls for athletic department staff (Athletic Directors, coaches, athletic trainers)
• Audit trails for all form status changes, AI validation results, and manual overrides
• Roster management and eligibility reporting

By using the Platform, you acknowledge and agree that:

• AI Outputs are recommendations only and may contain errors, omissions, or misclassifications
• No AI Output constitutes a guarantee, certification, or final determination of athlete eligibility or medical fitness
• The School's Athletic Director, athletic trainer, or other qualified designee retains sole responsibility for making final eligibility and clearance decisions
• Schools must ensure that qualified personnel review all flagged forms and exercise independent professional judgment before clearing any athlete for participation
• RosterCleared does not replace the medical judgment of the practitioner who conducted the physical examination

5.1 Account Creation. Each School must designate an Athletic Director or authorized administrator to create and manage the School's account. The designated administrator is responsible for the accuracy of account information and for all activity that occurs under the School's account.

5.2 Authorized Users. The School is solely responsible for:

• Determining which School Personnel are granted access to the Platform and at which role level (AD, Coach, Trainer)
• Revoking access promptly when School Personnel leave the institution, change roles, or no longer require access
• Ensuring all Authorized Users understand and comply with these Terms

5.3 Credential Security. You are responsible for maintaining the confidentiality of your account credentials. You must notify us immediately at phil@rostercleared.com if you become aware of any unauthorized access to your account. RosterCleared is not liable for any loss or damage resulting from unauthorized use of your account credentials.

5.4 Multi-Tenant Isolation. Each School's data is logically isolated within the Platform using row-level security policies. No School may access another School's data. Within a School's account, access is further restricted by role: Coaches see only athletes in their assigned sport; athletes and parents see only their own records.

By using the Platform, the School agrees to:

• Use the Platform only for its intended purpose of managing athletic eligibility records and validating PPE forms
• Ensure that students and parents have been appropriately informed that physical forms will be processed through a digital platform that uses AI-assisted validation, consistent with FERPA requirements
• Maintain appropriate human oversight of all AI-generated validation results — automated outputs must be reviewed by qualified School Personnel before final eligibility decisions are made
• Comply with all applicable federal and state laws governing student data privacy, including the Family Educational Rights and Privacy Act (FERPA) and applicable state student data privacy laws
• Comply with applicable athletic association rules and regulations, including VHSL requirements for Virginia member schools
• Ensure that only authorized School Personnel upload student physical forms and access student eligibility data
• Not upload documents containing information unrelated to athletic eligibility (e.g., academic records, disciplinary records, financial information)
• Not attempt to circumvent access controls, tenant isolation, or other security measures of the Platform

7.1 AI Validation Pipeline. The Platform uses the Anthropic Claude API to process submitted physical forms through a six-stage validation pipeline: (1) document verification, (2) completeness check, (3) insurance format validation, (4) practitioner credential verification and physical validity check, (5) medical flag extraction, and (6) status determination. Each stage produces structured metadata that is stored in the Platform's audit log.

7.2 Accuracy and Limitations. By using the Platform, you acknowledge that:

• AI Outputs may contain errors, including false positives (flagging a condition that does not exist) and false negatives (failing to flag a condition that does exist)
• AI accuracy may vary based on form quality, handwriting legibility, scan resolution, and other factors outside RosterCleared's control
• RosterCleared does not guarantee the accuracy, completeness, or reliability of any AI Output
• The School assumes full responsibility for verifying AI Outputs before acting on them

7.3 Manual Override. All AI-generated status determinations can be manually overridden by authorized School Personnel through the Platform's override function. All overrides are audit-logged with the identity of the person who made the change, the timestamp, and the reason provided. Schools are encouraged to use the override function whenever professional judgment differs from the AI Output.

7.4 No Training on Your Data. Physical form content sent to the Anthropic Claude API for processing is not used to train AI models. Anthropic's commercial API terms prohibit the use of API inputs for model training.

8.1 Privacy Policy. Your use of the Platform is also governed by our Privacy Policy, which describes in detail how we collect, use, store, and protect information, including Student Data. The Privacy Policy is incorporated into these Terms by reference.

8.2 FERPA Compliance. RosterCleared processes Student Data as a "school official" with a "legitimate educational interest" under FERPA (34 CFR § 99.31(a)(1)). We use Student Data solely to provide Platform Services to the School and do not use, disclose, or sell Student Data for any other purpose.

8.3 Data Minimization. RosterCleared practices data minimization for health information:

• Raw medical narratives and clinical notes are not stored in our database
• Only categorical medical flag labels (e.g., "asthma," "prior concussion") are persisted
• Physical form documents are stored in encrypted file storage accessible only to authorized School Personnel

8.4 Data Ownership. The School retains all rights, title, and interest in its Student Data. RosterCleared does not acquire any ownership interest in Student Data by virtue of its processing on the Platform. Upon termination, the School may request export of its data as described in Section 13.

8.5 Sub-Processors. RosterCleared uses third-party sub-processors (including Supabase, Anthropic, Vercel, and Resend) to operate the Platform. A current list of sub-processors and their purposes is maintained in our Privacy Policy. We will notify Schools of material changes to our sub-processor list.

9.1 Platform Ownership. RosterCleared and its licensors retain all rights, title, and interest in the Platform, including all software, algorithms, user interfaces, designs, trade names, trademarks, and documentation. Nothing in these Terms grants you any right, title, or interest in the Platform except the limited right to use it in accordance with these Terms.

9.2 License Grant. Subject to your compliance with these Terms, RosterCleared grants you a limited, non-exclusive, non-transferable, revocable license to access and use the Platform solely for the School's internal athletic department operations.

9.3 Restrictions. You may not:

• Copy, modify, distribute, sell, or lease any part of the Platform
• Reverse engineer, decompile, or disassemble any part of the Platform
• Use the Platform to develop a competing product or service
• Remove or alter any proprietary notices, labels, or marks on the Platform
• Use automated means (bots, scrapers, crawlers) to access the Platform except as explicitly authorized
• Sublicense or allow third parties to access the Platform except as Authorized Users

9.4 Feedback. If you provide suggestions, ideas, or feedback about the Platform ("Feedback"), you grant RosterCleared a perpetual, irrevocable, royalty-free license to use that Feedback for any purpose, including improving the Platform. No Feedback will be considered confidential information.

You agree not to use the Platform to:

• Upload content that is fraudulent, misleading, or that you do not have the right to submit
• Upload documents that contain information unrelated to athletic eligibility (academic records, disciplinary records, financial information, etc.)
• Impersonate another person or School
• Attempt to access data belonging to another School or Authorized User
• Interfere with or disrupt the Platform's operation, security, or availability
• Use the Platform in violation of any applicable law, regulation, or athletic association rule
• Transmit malware, viruses, or other malicious code through the Platform
• Use the Platform to discriminate against any student on the basis of a disability, medical condition, or other protected characteristic

We reserve the right to suspend or terminate access for any user or School that violates these acceptable use requirements, with notice where practicable.

11.1 Pilot Period. During the current pilot period, Platform Services are provided at no charge. The pilot period will be defined in a separate pilot agreement or communicated in writing to participating Schools.

11.2 Pilot Obligations. Pilot participants agree to:

• Provide honest feedback on Platform usability, accuracy, and usefulness
• Permit RosterCleared to reference the School as a pilot participant in marketing materials (without disclosing any Student Data or individual athlete information)
• Complete a brief feedback session at the conclusion of the pilot period
• Report any bugs, errors, or concerns to phil@rostercleared.com promptly

11.3 Pilot Limitations. During the pilot period, the Platform may have limited features, known bugs, or performance variability. RosterCleared will make reasonable efforts to address reported issues but does not guarantee uptime or uninterrupted service during the pilot period.

11.4 Transition to Paid Service. At the conclusion of the pilot period, RosterCleared will offer participating Schools the option to transition to a paid subscription. Pricing and terms will be communicated at least 30 days before the pilot period ends. Schools that do not wish to continue will have the opportunity to export their data before account deactivation, as described in Section 13.

12.1 Current Pricing. During the pilot period, the Platform is provided at no charge. Post-pilot pricing will be communicated to participating Schools before any fees are charged.

12.2 Future Billing. When paid subscriptions are introduced, the following terms will apply:

• Subscription fees will be billed on an annual basis unless otherwise agreed in writing
• We will provide at least 30 days' notice of any price changes
• Fees are non-refundable except as required by applicable law
• Failure to pay may result in suspension of access after written notice and a reasonable cure period

13.1 Term. These Terms are effective when you first access or use the Platform and continue until terminated by either party.

13.2 Termination by School. A School may terminate its account at any time by providing written notice to phil@rostercleared.com. Upon termination, the School may request export of its data in a machine-readable format within 30 days of the termination date.

13.3 Termination by RosterCleared. We may terminate or suspend a School's account:

• For cause — immediately upon written notice if the School materially breaches these Terms and fails to cure within 15 days of notice
• For convenience — with at least 60 days' written notice, during which the School may export its data
• Immediately — if required by law, regulation, or court order, or if continued use poses a security risk to other users

13.4 Effect of Termination. Upon termination:

• All Authorized User access will be revoked
• Student Data will be deleted within 60 days unless a longer period is required by law or requested by the School in writing
• De-identified, aggregated data that cannot identify individual students may be retained for Platform analytics
• Sections 4 (Not a Medical Service), 7 (AI Processing Disclaimer), 9 (Intellectual Property), 14 (Warranty Disclaimer), 15 (Limitation of Liability), 16 (Indemnification), and 18 (Governing Law) survive termination

13.5 Data Export. Upon written request during the 30-day post-termination window, RosterCleared will provide the School's data in a standard machine-readable format (CSV/JSON for structured data, original format for uploaded documents). We will confirm deletion of School data in writing after the retention period expires.

Without limiting the foregoing, RosterCleared does not warrant:

• That the Platform will be uninterrupted, error-free, or secure
• That AI Outputs will be accurate, complete, or free of errors
• That the Platform will meet any specific regulatory or compliance requirement — Schools are responsible for evaluating the Platform's suitability for their compliance obligations
• That defects will be corrected within any specific timeframe

RosterCleared will use commercially reasonable efforts to maintain Platform availability and to address reported issues, but makes no guarantee of uptime or service levels except as may be set forth in a separate service level agreement.

15.1 Exclusion of Consequential Damages. TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL ROSTERCLEARED, ITS OFFICERS, DIRECTORS, EMPLOYEES, OR AGENTS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF REVENUE, PROFIT, DATA, OR BUSINESS OPPORTUNITY, ARISING OUT OF OR RELATED TO YOUR USE OF THE PLATFORM, WHETHER BASED ON WARRANTY, CONTRACT, TORT (INCLUDING NEGLIGENCE), STRICT LIABILITY, OR ANY OTHER LEGAL THEORY, EVEN IF ROSTERCLEARED HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

15.2 Liability Cap. TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, ROSTERCLEARED'S TOTAL CUMULATIVE LIABILITY FOR ALL CLAIMS ARISING OUT OF OR RELATED TO THESE TERMS OR YOUR USE OF THE PLATFORM SHALL NOT EXCEED THE GREATER OF: (A) THE TOTAL FEES PAID BY THE SCHOOL TO ROSTERCLEARED IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM, OR (B) ONE HUNDRED DOLLARS ($100.00).

15.3 Basis of the Bargain. The limitations of liability in this section reflect the allocation of risk between the parties and are an essential element of the basis of the bargain between you and RosterCleared. RosterCleared would not be able to provide the Platform on an economically reasonable basis without these limitations.

15.4 Exceptions. Nothing in this section limits liability for: (a) RosterCleared's fraud or willful misconduct, (b) death or personal injury caused by RosterCleared's negligence, or (c) any liability that cannot be excluded or limited by applicable law.

16.1 School Indemnification. The School agrees to indemnify, defend, and hold harmless RosterCleared and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable attorneys' fees) arising out of or related to:

• The School's breach of these Terms
• The School's violation of applicable law, including FERPA and state student data privacy laws
• The School's use of AI Outputs without appropriate human review as required by these Terms
• Any claim by a student, parent, or third party arising from the School's eligibility decisions
• Unauthorized access to the Platform resulting from the School's failure to maintain credential security

16.2 RosterCleared Indemnification. RosterCleared agrees to indemnify, defend, and hold harmless the School from and against any third-party claims arising directly from RosterCleared's: (a) material breach of its data protection obligations under these Terms and the Privacy Policy, or (b) infringement of a third party's intellectual property rights by the Platform.

17.1 Availability. RosterCleared will use commercially reasonable efforts to maintain Platform availability. However, the Platform may be temporarily unavailable due to scheduled maintenance, updates, or circumstances beyond our reasonable control. We will provide advance notice of planned downtime when practicable.

17.2 Support. Support is available via email at phil@rostercleared.com. We will acknowledge support requests within 2 business days and will use reasonable efforts to resolve issues promptly.

17.3 Updates. RosterCleared may update, modify, or enhance the Platform from time to time. We will use reasonable efforts to ensure that updates do not materially reduce the core functionality of the Platform during an active subscription term.

18.1 Governing Law. These Terms are governed by and construed in accordance with the laws of the Commonwealth of Virginia, without regard to its conflict of law principles.

18.2 Dispute Resolution. Any dispute arising out of or relating to these Terms or your use of the Platform shall first be subject to good-faith negotiation between the parties. If the dispute cannot be resolved through negotiation within 30 days, either party may pursue resolution through binding arbitration or litigation in the courts of the Commonwealth of Virginia, City of Richmond.

18.3 Equitable Relief. Nothing in this section prevents either party from seeking injunctive or other equitable relief in any court of competent jurisdiction to prevent irreparable harm pending the outcome of dispute resolution.

19.1 Right to Modify. We may update these Terms from time to time. When we make material changes, we will:

• Notify all active School accounts via email at least 30 days before the changes take effect
• Post the updated Terms on the Platform with a revised effective date
• Clearly identify the sections that have been changed

19.2 Acceptance of Changes. Continued use of the Platform after the effective date of updated Terms constitutes acceptance of those changes. If a School does not agree with the updated Terms, it may terminate its account in accordance with Section 13.

20.1 Entire Agreement. These Terms, together with the Privacy Policy and any separate service agreement or pilot agreement, constitute the entire agreement between you and RosterCleared with respect to the Platform and supersede all prior agreements and understandings.

20.2 Severability. If any provision of these Terms is held to be unenforceable, the remaining provisions shall continue in full force and effect. The unenforceable provision shall be modified to the minimum extent necessary to make it enforceable while preserving its original intent.

20.3 Waiver. The failure of either party to enforce any right or provision of these Terms shall not constitute a waiver of that right or provision.

20.4 Assignment. You may not assign or transfer these Terms or your rights under them without our prior written consent. We may assign these Terms in connection with a merger, acquisition, or sale of all or substantially all of our assets, provided that the assignee agrees to be bound by these Terms.

20.5 Force Majeure. RosterCleared shall not be liable for any failure or delay in performing its obligations under these Terms due to circumstances beyond its reasonable control, including but not limited to natural disasters, acts of government, internet service provider failures, or third-party service outages.

20.6 Notices. Notices to RosterCleared must be sent via email to phil@rostercleared.com or by mail to RosterCleared, LLC, Attn: Legal, Richmond, VA. Notices to Schools will be sent to the email address associated with the School's account.

For questions about these Terms:

• Customer Support: phil@rostercleared.com
• Sales Inquiries: phil@rostercleared.com
• Mailing Address: RosterCleared, LLC, Attn: Legal, Richmond, VA