Privacy Policy

Who we are

Travel Roster is owned and operated by Travel Roster LLC. This policy explains how we handle information in the website, installed web app, accounts, rosters, and invitations. For privacy questions or requests, contact hello@travelroster.app.

Information we collect

You or a roster organizer may provide names, dates of birth, sex as shown on travel documents, contact details, citizenship or issuing country, passport and other identity-document numbers and dates, Known Traveler and redress numbers, airline and hotel loyalty details, travel preferences, dietary requirements, and roster or trip information. Not every field is required. Only provide sensitive information when it is needed for your trip.

When you use Google or Facebook sign-in, we receive your sign-in provider’s account identifier, email address, and basic profile information such as your name. We do not receive your Google or Facebook password. We record invitation status, profile revisions, and privacy and Terms of Use acknowledgments for account signup and invitation acceptance, including the policy or terms version, timestamp, IP address when available, and browser or device information supplied with the request. These acknowledgment records are private account records and are not shown to roster organizers.

Our hosting and delivery providers process technical information needed to operate the service, such as IP addresses, browser or device information, request records, email addresses, and delivery events. We use cookies for sign-in, invitation access, and privacy acknowledgment, and browser storage or caches for preferences and app operation.

Optional marketing emails

Adult account holders may choose to receive Travel Roster news, new features, and special offers. Marketing is optional and is not required to use Travel Roster. We do not enroll manually entered travelers or send marketing to child profiles.

We record your choice, account email, date and time, where the choice was made, and the consent wording/version. Existing users are opted out unless they actively subscribe. Withdraw consent in Account → App settings → Email preferences or through the unsubscribe link in any marketing email. Email unsubscribe does not require signing in. Essential account, security, billing, and invitation emails are unaffected.

Website and extension analytics

We use Google Analytics to understand visits to our landing pages, account pages, Trip Planner, invitations, and browser extension screens. Extension analytics uses a random installation identifier and records generic screen categories, browser type, and extension version. Firefox provides its own extension data-sharing control. Analytics receives generic page categories and technical usage information and may use analytics cookies. We do not include traveler names, email addresses, travel-document details, roster or trip identifiers, invitation tokens, or form contents in our analytics events. Advertising personalization and Google signals are disabled. Our analytics code respects supported browser Do Not Track and Global Privacy Control settings.

How we use information

We use information to maintain traveler profiles, organize rosters and trips, let authorized people supply or update details, prepare passenger summaries, send invitations, authenticate accounts, prevent misuse, resolve errors, and respond to support and privacy requests. Travel Roster does not itself book travel through the invitation form.

We do not sell traveler information or use it for targeted advertising.

Who can see your traveler details

A roster organizer may enter information about you before inviting you. Accepting an invitation authorizes the organizer to use the details you provide or confirm to arrange travel. Authorized organizers may view, copy, download, or print these details and use them with airlines, hotels, booking services, or other travel providers as needed.

Traveler profiles can be shared across authorized rosters. Saving a change to a shared profile can update the information available to every roster authorized to use that profile. A roster is not a public directory. Organizers are responsible for using information appropriately and obtaining any permission they need.

We use service providers to operate the service, including Cloudflare for hosting and data storage, Google and Meta (Facebook) for account sign-in, and Resend for invitation email delivery. These providers process information needed for their functions. Invitation emails contain names, roster information, and a private invitation link; we do not put passport or loyalty numbers in invitation emails.

We may disclose information when needed to comply with applicable law or lawful requests, protect people or the service, or in connection with a business transfer subject to appropriate privacy protections.

Account and guest invitations

You can accept an invitation with a Google or Facebook account or continue as a guest. Account access can connect the invited traveler’s details to that traveler’s personal profile. When acting as a guardian, the child’s details stay separate from your own profile.

Guest access does not require Google or Facebook sign-in or create a Travel Roster account. It uses a signed, invitation-specific browser cookie lasting up to 24 hours. It permits access only to that invited traveler’s details, not the organizer’s other travelers or rosters. The invitation link is a private access credential: keep it private and do not forward it. Guest access does not independently verify that the person holding the link owns the invited email address.

Clearing cookies, changing browsers, or expiration may end guest access. Ask your organizer for a new invitation if you lose access. Ending a guest browser session does not automatically delete the traveler details already shared with the organizer.

Your choices and requests

You can review and correct details through your profile or an authorized invitation. Leave optional fields blank when they are not needed. To end sharing with a roster, ask the organizer to revoke the invitation or remove your profile, or contact us for assistance. Removing one roster’s access does not necessarily delete a shared profile used by another authorized roster.

Account holders can use available account controls to download their own profile or request account deletion. Guests and guardians can contact hello@travelroster.app to request access, correction, deletion, or help ending sharing. We may need to verify your identity and authority before acting, and legal exceptions may apply. Depending on your location, you may have additional rights to restrict or object to processing, obtain a portable copy, withdraw consent, or complain to a privacy regulator.

Withdrawing permission does not undo bookings, earlier lawful uses, or copies already exported by an organizer. Travel providers and organizers may retain information under their own obligations and policies; contact them directly about those copies.

Retention and security

We retain profiles and roster information while needed to provide the service and authorized sharing, and may retain limited records for security, dispute resolution, or legal obligations. Retention can depend on whether a profile is still used by another authorized roster. Deleted information may remain temporarily in provider backups or operational records until those records expire.

We use encrypted storage for traveler records, HTTPS, access checks, and signed session or invitation credentials. These protections reduce risk but do not guarantee absolute security. Avoid sharing unnecessary document information, use a trusted device, and protect your invitation links and sign-in account.

Children’s information

Children’s profiles are intended to be supplied and managed by a parent, guardian, or other appropriately authorized adult. Children under 13 should not independently use invitation or account flows. A parent or guardian should contact us to review, correct, or request removal of a child’s information.

An organizer or guardian must have appropriate authority to provide and share a child’s information. Agreeing to this policy is an acknowledgment of the described practices; a checkbox alone does not establish guardianship or replace any parental-consent process required by law.

Processing locations and changes

Travel Roster and its providers may process information in the United States and other countries where they operate. Privacy protections can differ by location. Where legally required, appropriate protections must apply to transfers.

We may update this policy as the service changes. The updated date identifies the current version. Material changes will be communicated through the service or another appropriate channel; new permission will be requested when required.