RepRoom

RepRoom Terms of Service

Last updated: 5/4/2026 Effective date: 5/4/2026

These Terms of Service ("Terms") are a legal agreement between you and Rep Room LLC ("RepRoom," "we," "us," "our"). They govern your access to and use of RepRoom (the "Service"). By creating an account, accessing, or using the Service, you agree to these Terms. If you do not agree, do not use the Service.

If you are using RepRoom on behalf of an institution (such as a school, college, athletic department, or other organization) that has a separate written agreement with RepRoom, that institutional agreement may also apply. In case of a conflict between these Terms and the institutional agreement, the institutional agreement controls for that institution's users (see Section 15).

1. Eligibility

Standard signup is for users age 13 and older. You must be at least 13 years old to create an account through our standard signup flow. If you are between 13 and the age of majority in your jurisdiction, you represent that your parent or guardian has reviewed and agreed to these Terms on your behalf and that they are aware of your use of RepRoom.

Under-13 athletes — school-authorized onboarding. RepRoom offers a separate, school-authorized onboarding path for athletes under 13. This path operates under the school authorization exception of the Children's Online Privacy Protection Act (COPPA), under which a school or institution provides consent on behalf of parents for the collection of limited personal information from students under 13, used solely for educational purposes authorized by the institution.

Under-13 athletes may use RepRoom only when:

  • Their institution has signed RepRoom's Data Privacy Agreement (DPA), available at reproom.dev/dpa, authorizing RepRoom to act as a "school official" under the Family Educational Rights and Privacy Act (FERPA) where applicable and providing the institution's COPPA consent
  • A coach within that institution has affirmatively enabled minor onboarding for the relevant team
  • The athlete is onboarded through the claim-code flow (no email, date of birth, or other contact information collected from the athlete)

The information collected from under-13 athletes, the limits on its use, and the rights of parents and guardians are described in detail in our Privacy Policy, Section 2.

Account types. Anyone meeting the applicable age requirement may use RepRoom. RepRoom is built around teams within institutions, and most features require team or institutional context. To create or join a team, you must either:

  • Register an institution (becoming its Primary Administrator), or
  • Be invited to join an existing institution or team by an authorized administrator or coach, or
  • For under-13 athletes, claim a coach-generated invitation as described above

Authority to register an institution. If you create an account on behalf of an institution — or register an institution yourself — you represent that you have the authority to do so. By registering an institution, you become its Primary Administrator and accept responsibility for the institution's use of RepRoom in accordance with these Terms and the Privacy Policy.

If you are creating an account on behalf of an institution that has a separate written agreement with RepRoom, you represent that you have the authority to bind that institution to these Terms.

Authority to enable minor onboarding. If you are an institution administrator who signs RepRoom's DPA, or a coach who enables minor onboarding for a team, you represent that you have the authority within your institution to do so and that the institution has the legal authority to provide COPPA consent on behalf of parents under the school authorization exception.

2. Accounts

You are responsible for maintaining the security of your account credentials and for all activity that occurs under your account. You agree to:

  • Provide accurate and current information during signup
  • Confirm your age (at least 13) at signup, honestly, when using the standard signup flow
  • Keep your password confidential and not share your account with anyone else
  • Notify us promptly at security@reproom.dev if you suspect unauthorized access to your account
  • Not create more than one account for yourself, unless authorized by us in writing

Under-13 accounts. For under-13 athletes onboarded through the school-authorized path, the responsibility for safeguarding the account is shared between the athlete (where age-appropriate), the athlete's parent or guardian, and the institution that authorized the account. Coaches and institutions are expected to take reasonable care in distributing claim codes and supporting under-13 athletes in protecting their credentials.

If you are the sole Primary Administrator of an institution, you must transfer that role to another administrator before deleting your account, so that the institution does not lose its administrative contact. Account deletion will be blocked until the transfer is complete.

We may suspend or terminate accounts that violate these Terms, that we reasonably believe are being misused, or where required by law or to protect users or the Service.

3. Roles and team membership

RepRoom organizes users into teams within institutions. Your role on a team (Head Coach, Coach, or Athlete) and your role within an institution (Primary Administrator, Administrator, Coach, or Member) determine what you can see and do. You agree to use only the access granted to your role and not to attempt to escalate privileges or access content outside your authorized scope.

Visibility within RepRoom. You should be aware that:

  • Coaches of your team can see profile, performance, attendance, message, and announcement content for that team
  • Institution administrators can access content across all teams within their institution, including messages

This visibility is intentional and supports institutions' oversight responsibilities. Do not use RepRoom messages for content you would not want your institution's administrators or your team's coaches to read. If you need a private channel for a sensitive conversation, RepRoom is not the right tool.

This visibility is described in greater detail in our Privacy Policy.

4. Acceptable use

You agree not to:

  • Use the Service for any unlawful purpose or in violation of any applicable law
  • Harass, threaten, intimidate, bully, or harm other users — including through messages, announcements, or any other communication channel within the Service
  • Upload, share, or transmit content that is defamatory, obscene, sexually explicit, or that exploits or endangers minors in any way
  • Impersonate another person or misrepresent your affiliation with a person or institution
  • Attempt to gain unauthorized access to the Service, other accounts, or our infrastructure
  • Probe, scan, or test the vulnerability of the Service, or breach or circumvent any security or authentication measures, without our prior written consent
  • Reverse engineer, decompile, or disassemble the Service, or attempt to derive its source code, except where applicable law expressly permits
  • Use the Service to send spam, malware, phishing attempts, or otherwise interfere with other users or the Service
  • Scrape, harvest, crawl, or systematically extract data about other users, teams, or institutions
  • Use the Service or its content to develop, train, or improve a product or service that competes with RepRoom, or to systematically copy the Service's design, content, or features for the benefit of a competing product
  • Use the Service or any data accessed through the Service to train machine learning, artificial intelligence, or other automated models, without our prior written permission
  • Resell, sublicense, lease, or commercially redistribute the Service or access to the Service
  • Misuse the school-authorized onboarding path — including by enabling minor onboarding for a team without institutional authority, generating claim codes for athletes the institution is not authorized to onboard, or using the path to onboard athletes for any purpose other than the legitimate educational activity authorized by the institution

We may remove content or suspend or terminate accounts that violate these rules. We may also report violations to law enforcement, schools, or other appropriate parties when required by law or when we reasonably believe it is necessary to protect users or the public.

5. Your content

You retain ownership of content you submit to RepRoom — including workouts, exercises, announcements, messages, profile information, files, stats, and other inputs ("Your Content"). RepRoom does not claim ownership of Your Content.

License to operate. You grant RepRoom a limited, worldwide, non-exclusive, royalty-free license to host, store, transmit, display, copy (for backup and disaster recovery purposes), and process Your Content solely as necessary to operate, secure, support, and improve the Service for you and your team or institution. This license ends when you delete Your Content or your account, except as needed for backups, audit trails, and content that cannot be removed without breaking shared team history (see our Privacy Policy for details).

Your representations. You represent and warrant that:

  • You own or have all necessary rights to submit Your Content
  • Your Content does not infringe any third party's intellectual property, privacy, or other rights
  • Your Content complies with these Terms, including the Acceptable Use rules in Section 4

No AI training. RepRoom does not use Your Content, or the personal information of RepRoom users — including under-13 athletes — to train artificial intelligence or machine learning models, whether developed by RepRoom or by third parties. This commitment is also made in our Privacy Policy.

Aggregated and de-identified data. RepRoom may use aggregated and de-identified data (data that cannot reasonably be used to identify any individual) to operate, secure, and improve the Service. This is consistent with our Privacy Policy. Aggregated and de-identified data does not include any personal information from under-13 athletes.

6. Institutional data

When an institution uses RepRoom under a written agreement with us, content created by its members in the course of using the Service for that institution ("Institutional Data") is treated as the institution's data.

RepRoom acts as service provider. We process Institutional Data on the institution's behalf and according to the institution's instructions, the terms of the institutional agreement, this Agreement, and applicable law — including the Family Educational Rights and Privacy Act (FERPA), the Children's Online Privacy Protection Act (COPPA), and applicable state student-privacy laws.

Use limits. We will not use Institutional Data for any purpose other than providing, securing, and supporting the Service for the institution, except as required by law or with the institution's express written authorization. We will not use Institutional Data for advertising, profiling for advertising purposes, or training of artificial intelligence or machine learning models.

Under-13 athlete data. Personal information of under-13 athletes onboarded through the school-authorized path is Institutional Data and is subject to the additional protections described in our Privacy Policy and in the institution's Data Privacy Agreement with RepRoom.

Return or deletion on termination. When an institutional agreement terminates, we will return or delete Institutional Data on the timeline specified in that agreement — typically within 30 to 60 days after the end of the relationship — except where we are required to retain certain records by law. Until that data is deleted, we will not use it for any purpose other than securely storing it pending deletion.

Conflicts. If the institutional agreement conflicts with these Terms of Service, the institutional agreement controls for that institution's users.

7. Subscriptions and payment

Some features of RepRoom require a paid subscription. By subscribing, you authorize us and our payment processor (Stripe) to charge the payment method on file for the recurring subscription fee.

Billing cycles. Subscriptions are offered on either a monthly or annual billing cycle, at your choice. Annual subscriptions are billed once per year at a discounted rate compared to twelve months of monthly billing. Monthly subscriptions are billed once per month.

Auto-renewal. Subscriptions automatically renew at the end of each billing cycle (monthly or annual) at the then-current rate, unless you cancel before the renewal date. By subscribing, you authorize this auto-renewal.

Cancellation. You may cancel your subscription at any time through the billing settings in your account. Cancellation takes effect at the end of your current paid billing period. After cancellation:

  • You will retain access to the Service until the end of the period you have already paid for
  • You will not be charged for the next renewal
  • We will not provide refunds for partial billing periods, except where required by law

Refunds. We do not provide refunds for partial billing periods, including in cases of cancellation, account termination, or non-use of the Service. This includes both monthly and annual subscriptions. Annual subscribers who cancel before the end of their annual term will retain access through the end of that term and will not be refunded for the unused portion.

Price changes. We may change subscription pricing from time to time. We will provide at least 30 days' advance notice of any price increase that would affect existing subscribers. Notice will be sent by email to the institution's billing contact and posted in the application. If you do not agree to the price change, you may cancel before the new price takes effect; the new price will apply to renewals on or after the effective date of the change.

Failed payments. If a payment fails, we may attempt to retry the charge in accordance with our payment processor's standard retry schedule. If a payment remains unsuccessful, we may suspend access to the Service until payment is received. Persistent failure to pay may result in account termination.

Taxes. Subscription fees do not include taxes unless explicitly stated. You are responsible for any applicable sales, use, value-added, or similar taxes.

8. Intellectual property

The Service — including its software, source code, design, user interface, branding, documentation, and all related materials — is owned by RepRoom and protected by copyright, trademark, and other intellectual property laws. We grant you a limited, non-transferable, non-exclusive, revocable license to access and use the Service in accordance with these Terms. We reserve all rights not expressly granted in these Terms.

Trademarks. The "RepRoom" name, logo, and any associated marks are trademarks of RepRoom. You may not use them, or any confusingly similar marks, in connection with any product or service that is not RepRoom's, or in any manner that is likely to cause confusion among customers, or in any manner that disparages or discredits RepRoom, without our prior written permission.

Feedback. If you provide feedback, suggestions, or ideas about the Service, you grant RepRoom a perpetual, worldwide, royalty-free, fully paid-up license to use that feedback for any purpose, without obligation or compensation to you. This does not give us rights in Your Content.

9. Termination

Termination by you. You may stop using the Service at any time. You may delete your individual account from your account settings (subject to the Primary Administrator transfer rule in Section 2). You or your institution may cancel a subscription as described in Section 7. Parents, guardians, and institutions may request deletion of an under-13 athlete's account as described in our Privacy Policy.

Termination by RepRoom — for cause. We may suspend or terminate your account or your institution's access to the Service, with or without notice, if:

  • You materially violate these Terms, including the Acceptable Use rules in Section 4
  • You fail to pay subscription fees that remain unpaid after a reasonable cure period
  • Your continued use creates a security, legal, or operational risk to RepRoom, our users, or the public
  • Required by law or by court order

We will use reasonable efforts to notify you before suspension or termination unless doing so would compromise an investigation, harm other users, or be impracticable.

Termination by RepRoom — without cause. We may discontinue all or part of the Service, or terminate institutional agreements without cause, by providing at least 30 days' advance notice to affected accounts. In that case:

  • We will not charge you for any period after the effective termination date
  • We will refund any prepaid fees for periods after the effective termination date
  • We will provide you with reasonable means to export Institutional Data before the effective termination date, including through any self-service export tools available in the Service

Effect of termination. When your account or institutional agreement terminates:

  • You will lose access to the Service
  • We will retain or delete your data in accordance with the retention rules in our Privacy Policy and any institutional agreement
  • Sections that by their nature should survive termination — including ownership, license to feedback, disclaimers, limitation of liability, indemnification, and dispute resolution — will survive

10. Disclaimers

The Service is provided "as is" and "as available" without warranties of any kind, whether express, implied, or statutory. To the maximum extent permitted by applicable law, RepRoom disclaims all warranties, including but not limited to warranties of merchantability, fitness for a particular purpose, non-infringement, accuracy, reliability, and uninterrupted or error-free operation.

We do not warrant that the Service will be available at all times, that it will be free of bugs or security vulnerabilities, that defects will be corrected, or that the Service will meet your specific requirements.

RepRoom is not a medical, training, healthcare, or professional advice service. RepRoom is a tool for organizing teams and tracking athletic activity. It is not designed to diagnose, treat, prevent, or monitor any medical condition; to make return-to-play, training-load, injury-recovery, or other safety decisions; or to substitute for the judgment of qualified coaches, athletic trainers, physicians, or other professionals. Decisions about athlete health, safety, training load, return-to-play, and medical care are the responsibility of qualified humans — not RepRoom. Any data, suggestion, alert, or output produced by the Service is informational only and must not be relied on as a substitute for professional judgment.

You assume the risk of decisions made on the basis of information from the Service. RepRoom is not responsible for outcomes — including injuries, lost performance, missed events, or other consequences — resulting from your use of the Service or your reliance on information within it.

Some jurisdictions do not allow the exclusion of certain warranties. In those jurisdictions, the above exclusions apply to the maximum extent permitted by law.

11. Limitation of liability

To the maximum extent permitted by applicable law:

Excluded damages. RepRoom and its members, officers, employees, contractors, and agents will not be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or for any loss of profits, revenue, data, goodwill, business opportunity, or other intangible losses, arising out of or related to your use of (or inability to use) the Service, regardless of the legal theory and regardless of whether RepRoom was advised of the possibility of such damages.

Aggregate cap. RepRoom's total aggregate liability for any and all claims arising out of or related to the Service or these Terms — whether in contract, tort (including negligence), warranty, strict liability, or any other theory — will not exceed the greater of:

(a) One hundred U.S. dollars ($100); or (b) The total amount you paid to RepRoom for the Service in the twelve (12) months immediately preceding the event giving rise to the claim.

Exceptions. Nothing in this Section limits liability that cannot be limited under applicable law, including liability for fraud, gross negligence, or willful misconduct.

Some jurisdictions do not allow the exclusion or limitation of certain damages. In those jurisdictions, our liability is limited to the maximum extent permitted by law.

Basis of the bargain. You acknowledge that the disclaimers and limitations in Sections 10 and 11 are an essential basis of the bargain between you and RepRoom, and that without them RepRoom could not provide the Service at the prices charged.

12. Indemnification

You agree to defend, indemnify, and hold harmless RepRoom and its members, officers, employees, contractors, and agents from and against any and all claims, demands, damages, liabilities, losses, costs, and expenses (including reasonable attorneys' fees and court costs) arising out of or related to:

(a) Your use of the Service in violation of these Terms or applicable law; (b) Your Content, including any claim that Your Content infringes a third party's intellectual property, privacy, publicity, or other rights; (c) Your violation of any third party's rights; (d) Your violation of the representations you make in Section 1 (including misrepresenting your authority to register an institution, to act on behalf of a minor, to enable minor onboarding for a team, or to provide COPPA consent on behalf of parents); (e) Conduct on or through your account, whether or not authorized by you, where the conduct is enabled by your failure to maintain account security in accordance with Section 2.

Procedure. RepRoom will provide you with reasonable notice of any claim subject to indemnification and reasonable cooperation in the defense. You will not settle any claim that affects RepRoom's rights or obligations without our prior written consent. RepRoom may, at its option and expense, participate in the defense of any claim with counsel of its choice.

Institutional carve-out. This Section does not apply to institutions that have a separate written agreement with RepRoom containing different indemnification terms. For those institutions, the institutional agreement controls.

13. Governing law and disputes

Governing law. These Terms, and any dispute arising out of or related to these Terms or the Service, are governed by the laws of the State of Kansas, without regard to its conflict-of-laws principles. The United Nations Convention on Contracts for the International Sale of Goods does not apply.

Exclusive jurisdiction. Any lawsuit, action, or proceeding arising out of or related to these Terms or the Service must be brought exclusively in the state or federal courts located in the State of Kansas, and you consent to the personal jurisdiction of those courts. You waive any objection to venue in those courts.

Time limit. Any claim you bring against RepRoom arising out of or related to the Service or these Terms must be filed within one (1) year after the cause of action arises, or that claim is permanently barred, except where applicable law requires a longer period.

Injunctive relief. Notwithstanding the above, either party may seek injunctive or other equitable relief in any court of competent jurisdiction to protect its intellectual property or confidential information.

Equal footing. These Terms apply equally to RepRoom and to you. The choice of Kansas law and Kansas courts applies symmetrically.

14. Changes to these Terms

We may update these Terms from time to time to reflect changes in our service, our practices, or applicable law. When we do:

  • We will post the updated Terms at this URL with a new "Last updated" date
  • For material changes — such as changes to fees, the limitation of liability, the dispute-resolution provisions, the data-handling practices referenced here, or the rights and obligations of the parties — we will provide reasonable advance notice (typically by email to account holders or by in-app notice) at least 30 days before the change takes effect, unless a shorter timeline is required by law or to address a security or legal risk
  • For non-material changes (clarifications, formatting, contact information updates), we will simply post the updated Terms

If you continue to use the Service after the effective date of an updated version, your continued use is subject to the updated Terms. If you do not agree to a change, you must stop using the Service and may delete your account or cancel your subscription as described in Sections 7 and 9.

15. Miscellaneous

Entire agreement. These Terms, together with our Privacy Policy, our Data Privacy Agreement (where executed by the Institution, available at reproom.dev/dpa), and any other institutional agreement applicable to your use of the Service, constitute the entire agreement between you and RepRoom regarding the Service. They supersede any prior or contemporaneous agreements, communications, or understandings, written or oral, on that subject.

Order of precedence. If there is a conflict between these Terms, the Privacy Policy, the Data Privacy Agreement, and any other institutional agreement, the order of precedence (highest to lowest) is: (1) any other institutional agreement (such as the SDPC NDPA or a state-specific equivalent), (2) the Data Privacy Agreement, (3) these Terms, (4) the Privacy Policy.

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

No waiver. RepRoom's failure to enforce any provision of these Terms does not waive our right to enforce it later.

Assignment. You may not assign or transfer these Terms or your account without our prior written consent. We may assign these Terms without restriction in connection with a merger, acquisition, sale of assets, reorganization, or other change of control. We will notify you of any such assignment.

Independent contractors. No agency, partnership, joint venture, or employment relationship is created by these Terms.

Notices to you may be sent by email to the address associated with your account, or by in-app notice. Notices are deemed received when sent.

Notices to RepRoom must be sent in writing to legal@reproom.dev.

Force majeure. Neither party is liable for delays or failures caused by circumstances beyond reasonable control, including natural disasters, war, civil unrest, pandemics, internet or infrastructure outages, or actions of governmental authorities.

Headings are for convenience only and do not affect interpretation.

Export controls. You may not use or export the Service in violation of U.S. export laws or regulations.

16. Contact

Rep Room LLC 320 N Putnam St, Bennington, Kansas 67422

For legal notices: legal@reproom.dev For privacy questions: privacy@reproom.dev For security issues: security@reproom.dev