Privacy
Privacy notice
Last updated July 10, 2026. Rosterflow is operated by Latent Works LLC, which is the controller of the data described here. We keep this notice as accurate as we can and update it as the product evolves — now and then it may trail a little behind what's live, but we'll always work to close the gap.
What we collect
Your account email and name. Your organization, venue, and room names. Contractor names, emails, and payment handles (a Zelle email, a Venmo username). Booking dates, set times, fees, and payment status. Files you attach to a deal: contracts, riders, invoices. Plus the notes and comments your team writes on a booking.
We also collect a little technical data automatically when you use the site or app: your IP address, browser and device type, and which pages and features you used. It helps us keep the service running and understand what's working.
What we don't collect
Bank credentials or card numbers. Rosterflow never asks for them and has nowhere to put them.
How we use it, and why we're allowed to
We use your data to run and improve the product — that's us delivering the service you signed up for (in legal terms, performing our contract with you and our legitimate interest in improving Rosterflow). We use limited data to measure our advertising, which relies on your consent where the law requires it. And we use it to meet legal obligations, like tax and accounting rules. We don't use it for anything else.
Analytics and advertising measurement
This site and the product use PostHog for product analytics: pageviews, feature usage, and — when we have it turned on — session replays that help us fix what's broken. We also use the Meta Pixel and Meta's Conversions API to measure whether our ads work: page views, sign-ups, and subscription starts. What we send Meta is limited to its own cookie identifiers, your device's user-agent, a subscription reference, and a one-way hash of your email and organization id — never your bookings, contractors, or payment data. A content blocker stops both and the product keeps working.
AI features
Two features use AI: the intelligence tool, which estimates an artist's local draw, and the daily brief, which summarizes your schedule. To produce them, we send the relevant details — the artist, your past bookings with them, and comparable local acts — to Anthropic (the company behind Claude), together with public information from the web and sources like Spotify. Anthropic processes it to return the result and, under its commercial terms, doesn't use it to train its models. We store the inputs and results so you can revisit them. We never send payment handles or the files you upload (like contracts) to any AI provider.
Cookies and similar tech
We use a small number of essential cookies to keep you signed in, and your browser's local storage to remember small preferences like your light or dark theme. Beyond that, the analytics and advertising tools above set their own cookies and identifiers. You can turn those off with a content blocker or your browser's privacy settings without breaking the product.
Who we share it with
We share data only with the services we rely on to run Rosterflow, each bound to handle it on our behalf:
- Supabase — database, authentication, and file storage
- Railway — application hosting
- Cloudflare — inbound email routing
- Resend — outbound email
- PostHog — product analytics
- Meta — advertising measurement
- Anthropic — the AI behind the intelligence estimate and daily brief
We don't sell your data or your contractors' data, and we don't share it with anyone else except when the law requires it.
Where it lives, and international transfers
In Postgres hosted by Supabase in the United States (on AWS), encrypted at rest and in transit (TLS 1.2+). Our other providers are US-based too. If you use Rosterflow from the EU or UK, your data is transferred to and processed in the United States under appropriate safeguards, including the standard contractual clauses in our providers' data-processing agreements.
How long we keep it
We keep your data indefinitely — we don't delete it automatically, even after an account goes quiet — so your history is there if you come back. Whenever you want it gone, email us in writing and we'll delete your account and everything in it, except where we're required to keep certain records for legal or tax reasons.
Your rights
Whatever you're covered by, email hello@rosterflow.co and we'll help. You can ask us to show you the data we hold, correct it, delete it, or send you a copy to take elsewhere.
If you're in California (CCPA/CPRA): you have the right to know what we collect, to delete it, and to opt out of any "sharing" of your data for cross-context advertising. We don't sell your data, and we won't treat you differently for exercising these rights.
If you're in the EU or UK (GDPR): you have the rights above, plus the right to object to or restrict certain processing, to withdraw consent at any time, and to complain to your local data protection authority.
Contractors and other people in your account
Venues enter contractor names, emails, and payment handles so they can track and pay them. The venue that enters someone's details is responsible for having the right to hold them — we keep that information safe on the venue's behalf, but the responsibility for collecting it is theirs. Those people have privacy rights too: a contractor who wants to see or remove the records a venue keeps about them can email us, and we'll work with the venue to handle it.
Security
We encrypt data in transit and at rest, limit who can access it, and rely on established providers for the infrastructure underneath. No system is perfectly secure, but we take reasonable steps to protect your data and will tell you if something goes seriously wrong.
Children
Rosterflow is a tool for venue operators and isn't directed to anyone under 18. We don't knowingly collect data from children.
Changes to this notice
We'll post updates here and change the date at the top. For material changes, we'll also let you know by email.
Contact
Latent Works LLC · hello@rosterflow.co for any data request or question.