Privacy policy
This policy explains what Rostack collects, why, who decides about it, where it is stored, how long it is kept, and how to get it back or remove it. It is written to be read.
Last updated 12 September 2026
Who is responsible
Rostack is operated by an individual, not a company. For your own account (how you sign in, your email, your authenticator, what you pay for), the operator of rostack.app is the data controller.
A workspace belongs to a Roblox community, and that community decides what it records about its members: staff records, in-game activity, sessions, conduct notes, bans and applications. For that data the community, through the workspace owner, is the controller, and Rostack processes it on the community's behalf, only to provide the service. For any question about this policy, or to exercise a right that is not self-service, write to privacy@rostack.app.
What is collected, and why
| Data | Where it comes from | Why | Legal basis |
|---|---|---|---|
| Roblox user ID, username, avatar URL | Roblox, when you sign in with Roblox | To identify you and show who did what | Performing the service you asked for |
| Email address and password hash | You, if you add an email | Account recovery, and a way to reach you about a failed payout or a plan | Performing the service; your consent to add it |
| Authenticator secret (encrypted) | Generated when you enrol | Second factor for payouts | Performing the service; security |
| Workspace seats, permissions, invitations | Workspace administrators | Running the community's staff management | Performing the service; the community's legitimate interest |
| In-game activity (minutes, idle time, chat message counts) and session attendance | The community's own Roblox game servers | Measuring and paying for the work staff do | The community's legitimate interest; Rostack processes it for the community |
| Conduct notes, warnings, bans, time off, promotion recommendations and application answers | The community's staff, and you, when you apply | Running the community | The community's legitimate interest; Rostack processes it for the community |
| Audit log entries naming you as the actor | Generated by your actions | Accountability for actions that affect real Roblox groups | Legitimate interest; legal claims |
| Payout ledger lines naming your Roblox account | Generated by payout runs | The community's record of Robux paid | Legitimate interest in an accurate record of payments |
| Roblox credentials you connect (encrypted) | You | Ranking and payouts on your behalf | Performing the service; your explicit consent |
| Plan, and the Stripe customer and subscription identifiers | Stripe, when a workspace owner buys a plan | Knowing what a workspace pays for | Performing the contract; accounting obligations |
| Email you send to a rostack.app address | You | Answering you | Legitimate interest in replying |
Rostack does not collect your location, your device fingerprint, your browsing on other sites, or anything for advertising, and there are no analytics or advertising trackers on the site. In-game chat and admin commands that a community sends to its Discord streams pass straight through to Discord and are not stored. Nothing about a card is stored: card details are typed into Stripe's own page and never reach Rostack.
Cookies
Rostack sets exactly one persistent cookie, __session, which keeps you signed in for fourteen days. It is httpOnly, Secure and SameSite=Lax. During sign-in with Roblox a second cookie holds a random value for ten minutes to prevent login forgery. Both are strictly necessary to provide the service you requested, which is why there is no cookie banner: there is nothing optional to consent to. Checkout and the billing portal run on Stripe's own site, which sets its own cookies under Stripe's privacy policy.
Where data is stored and who processes it
Data is stored on Google Cloud in the United States (Firestore multi-region nam5). Providers that receive personal data outside the EEA and the UK do so under the European Commission's standard contractual clauses or the EU-US Data Privacy Framework.
| Provider | What they receive | Why |
|---|---|---|
| Google Cloud (Firebase, Cloud Run, KMS, Secret Manager) | Everything above | Hosting, database, authentication, encryption keys |
| Stripe | For paid plans: the name, email address, billing address and payment details given at checkout, and the workspace's name | Taking payment for Rostack plans. Card details go straight to Stripe; Rostack never sees or stores them |
| Roblox Corporation | Your Roblox user ID and group IDs | Rostack calls Roblox's APIs to read groups and change ranks; Roblox is a separate controller of its own data |
| Discord | Only if a community connects it: the notices and live streams that community chooses to send to its own channels | Delivering them where the community's staff already are; Discord is a separate controller of its own data |
| ImprovMX, then the operator's email provider | Email you send to a rostack.app address | Forwarding it to the operator's inbox so it can be answered |
For a paid plan, Rostack keeps the Stripe customer and subscription identifiers and the plan's status with the workspace, and nothing about the card. Stripe is also a separate controller of the payment details it handles for its own duties, such as preventing fraud and meeting its legal obligations, under its own privacy policy. Rostack does not sell personal data and does not share it for advertising.
How long data is kept
| Data | Kept for |
|---|---|
| Session cookie | 14 days, or until you sign out |
| Account, profile, authenticator | Until you delete your account |
| Your staff record in a workspace | Retained as that community's employment record. Deleting your account removes the link to it and your stored avatar; what stays names only your Roblox user ID |
| Warnings recorded against you | Until you delete your account |
| Unaccepted invitations | 7 days, then they expire |
| Application form answers | Until the join request is accepted or declined, or 90 days, whichever comes first; deleted with your account |
| In-game activity and session attendance | Retained against your Roblox user ID, as the community's record of work done |
| Time off requests and promotion recommendations | Retained against your Roblox user ID, as the community's record of decisions made |
| Moderation bans | Until a moderator lifts them or they expire; deleting your account does not lift them |
| Audit log | Retained; your name is replaced with "deleted user" if you delete your account |
| Payout ledger | Retained as the community's record of payments |
| Connected Roblox credentials | Until you replace or remove them |
| Plan and Stripe identifiers | While the workspace exists. Stripe keeps its own payment and invoice records for as long as the law requires of it |
Some plans show a limited window of history in the dashboard. That is a view, not a deletion: older records are kept, and come back as soon as the workspace is on a plan that shows them.
Your rights, and how to use them
Under the GDPR, the UK GDPR, the CCPA and similar laws you can access, take with you, correct, delete and object to the processing of your personal data. Most of this is self-service in Settings so that you do not have to ask:
| Right | How |
|---|---|
| Access and portability | Settings, Download my data. A JSON file of everything Rostack holds about you. |
| Erasure | Settings, Delete account. Immediate. The confirmation screen lists exactly what is removed and what is retained. |
| Rectification | Change your email in Settings. Your Roblox username and avatar come from Roblox; change them there and they update at your next sign-in. |
| Objection, restriction, complaints | Write to privacy@rostack.app. |
If a community recorded something about you, that community decides about it: ask it first, and Rostack will help it answer. You can always write to privacy@rostack.app as well.
What deletion retains, and why: audit log entries you authored, with your name replaced, because they are the evidence trail for actions that affected other people's groups; payout ledger lines that paid your Roblox account, as the community's record of payments; and join-request decisions about your Roblox user ID, which record a decision another community made. These identify a Roblox user ID, which is public on Roblox, and no longer identify a Rostack account.
If you are in the EEA or the UK you can also complain to your local data protection authority. California residents will not be discriminated against for exercising any of these rights.
Age
Rostack accounts are for people who administer Roblox communities, and you must be at least 16 to create one; buying a paid plan also needs an adult, or a parent's or guardian's permission. A community's members may be younger. For them, Rostack holds only what Roblox and the community's own game servers provide, a Roblox user ID, username and what the games report, and never contact details. If you believe Rostack holds data about a child that it should not, write to privacy@rostack.app and it will be looked at straight away.
If something goes wrong
If a breach affects your personal data, Rostack will tell you and, where the law requires it, the relevant authority, within 72 hours of becoming aware of it, and will say what happened and what to do.
Changes to this policy