Privacy Policy

1. Who this covers

This policy explains how ProspectIQ handles information about athletes and the parents or guardians who sign them up. Most of the people described in our records are minors, and we treat the information accordingly.

2. Children and parental consent

We do not knowingly collect information from children under 13. Accounts are not available to them, and if we learn we hold information about a child under 13 we delete it.

Where the athlete is under 18, a parent or legal guardian must create the account and consent before we collect the athlete's information or contact any coach on their behalf. That consent is recorded with the date, the name and email of the adult who gave it, and the exact version of the documents they accepted.

A parent or guardian may review the athlete's information, ask us to correct it, withdraw consent, or ask us to delete it, by writing to [CONTACT EMAIL]. Withdrawing consent stops all further outreach.

3. What we collect

We collect only what the service needs:

• Account information — name, email address, password (stored hashed, never in readable form), and the athlete's date of birth, which we use to determine whether parental consent is required.
• Athlete profile — sport, position, graduation year, general location, the athlete's own written description of themselves, and a headshot if one is uploaded.
• Academic information — self-reported GPA, test scores, class rank, and any transcript uploaded for verification.
• Film — video uploaded or linked, and clips marked up from it.
• Recruiting activity — target schools, messages drafted and sent, coach replies, and camp invitations.
• Mailbox data, only if you connect one — we request access to send outreach from the athlete's address and to identify coach replies and camp invitations. We do not read unrelated mail and we do not store the contents of messages that are not part of the athlete's recruiting.
• Limited technical data — when a coach opens a film link we record the time, the browser's user-agent, the referring page, and a salted one-way hash of the IP address. We do not store the IP address itself, and the hash cannot be reversed to recover it.

4. Why we use it

We use the information to:

• build the athlete's profile and prepare outreach to college programs;
• verify academic figures before they are stated as fact to a coach;
• track responses and produce the summaries and reminders you see in the dashboard;
• operate, secure, support, and bill for the service.

5. Automated processing

We use third-party artificial intelligence services to draft outreach, summarise replies, and prepare weekly digests. To do that, we send those providers the relevant profile and message content. Our providers process this on our instructions to return a result to us; under our agreements with them, this content is not used to train their models. A person on our staff reviews outreach before it is sent.

We do not make decisions with legal or similarly significant effects about anyone by automated means alone.

6. Who receives information

We share information in four situations, and no others:

• College coaches and programs receive the outreach you approve, which contains the athlete's profile information and film links, and may include verified academic figures.
• Service providers who run the service for us — hosting, database and file storage, authentication, payment processing, email delivery, and the AI providers described above — under contracts limiting them to our instructions.
• Where the law requires it, or to protect the rights and safety of a person, including responding to lawful requests.
• A successor, if the business is sold or reorganised; we would tell you before your information became subject to a different policy.

7. We do not sell personal information

We do not sell personal information and we do not share it for cross-context behavioural advertising, as those terms are used in state privacy laws. We do not serve third-party advertising, and we do not use athlete information to target ads.

8. Google API Limited Use

If you connect a Gmail account, our use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically: we use Gmail data only to provide user-facing features of ProspectIQ — sending approved outreach from the athlete's address and identifying coach replies and camp invitations; we do not transfer that data except as necessary to provide those features, to comply with law, or in connection with a merger or acquisition; we do not use it for advertising; and no human reads it except with your explicit permission, to resolve a support issue you raise, for security purposes, or where required by law.

You can disconnect the mailbox at any time from the dashboard, and revoke our access from your Google Account permissions page.

9. How we protect it

Information travels over encrypted connections. Transcripts, film, and headshots are held in private storage that is not publicly readable and is served only through short-lived signed links. Mailbox access tokens are encrypted before they are stored. Access by our staff is limited to the operators who run outreach and support.

No system is perfectly secure. If a breach affects your information we will notify you and the relevant authorities as the law requires.

10. How long we keep it

We keep an athlete's information while the account is open and for up to twelve months afterwards, so a family that returns for the next recruiting cycle does not start over. After that we delete it or render it anonymous. Records we must keep for tax, accounting, or legal reasons are retained for the required period. Consent records are kept for as long as we may need to show what was agreed.

Deletion requests are honoured sooner — see the next section. Copies may persist in encrypted backups for a limited period before those backups expire.

11. Your rights

Wherever you live, you may ask us to give you a copy of the athlete's information, correct it, delete it, or withdraw consent. Depending on where you live you may also have the right to limit certain uses, to appeal a refusal, and not to be treated differently for exercising these rights.

Write to [CONTACT EMAIL] and we will respond within the time the applicable law allows, ordinarily within 45 days. We will verify that the request comes from the account holder or the athlete's parent or guardian before acting on it.

12. Where information is held

The service is operated from the United States and information is stored there. If you use it from another country, you understand that it will be processed in the United States.

13. Changes

We may update this policy. A new version carries a new effective date, and we ask account holders to accept material changes before further outreach is approved.

14. Contact

ProspectIQ, [REGISTERED BUSINESS ADDRESS]. Privacy questions and deletion requests: [CONTACT EMAIL].