Privacy Policy

Last updated: August 16, 2026

RecruitTrack ("RecruitTrack," "we," "us") helps club/travel teams manage rosters and schedules and helps athletes get discovered by college coaches. This policy explains what we collect, how we use it, what we share, and the rights and protections that apply — with extra care because many of our athletes are minors.

Age requirement · What we collect · Parental consent · How we use it · What coaches see · Retention · Your rights · U.S. state privacy rights · Safety & reporting · Security · Contact

1. Age requirement — no children under 13

RecruitTrack is not for children under 13. We do not knowingly allow anyone under 13 to create an account or use the service. We collect each athlete's date of birth at sign-up and block registration for anyone under 13. If we learn that a child under 13 has registered, we will delete the account and associated data. Because we do not permit under-13 users, the federal Children's Online Privacy Protection Act (COPPA) does not apply to our service — but we still apply heightened protections to all minors (under 18), described below.

2. Information we collect

From athletes (ages 13–17 and 18+)

Account info: name, email, password, date of birth, and (optional) phone number.
Recruiting profile (optional, athlete-entered): position, jersey, grad year, GPA/test scores, class rank, NCAA ID (if you have one), hometown/high school, sport-specific measurables (e.g., height, weight, timed speed, throwing velocity), photo, highlight/film links (e.g., Hudl), and social links.
Parent/guardian name and email (for athletes under 18 — see consent below).
Your college target list (optional): the schools you are interested in, the sport, what stage you are at with each, how you have ranked it, your own notes, and the name and email of a college coach if you choose to enter one. This list is yours; other users cannot see it.

Messages between athletes and coaches

The content of messages sent through RecruitTrack between athletes and college coaches, along with the sender, recipient, and time sent. We store messages on our servers so both people can see the conversation.

Messages are not private from us. We do not read messages routinely, but because many of our athletes are minors, we may access message content to investigate a safety report, prevent abuse, or comply with the law. See Safety and reporting abuse.

From college coaches

Name, email (we encourage a .edu address for verification), school/program.
Recruiting-board entries a coach creates about athletes they are tracking: their own rating, tags, offer stage, checklist and evaluation notes, alongside a copy of the athlete's profile and contact details. These belong to that coach's program and are visible to that program's authorized staff. They are not shown to the athlete unless the coach chooses to share a note.

From club teams / organizations

Manager/coach name and email, team name, roster entries, schedules.
Coach-visit records: dated lists a team's coach enters of which college coaches/schools attended the team's games or showcases. These name third-party college coaches and are shared by email with that team's athletes (including minors) and staff.
Recruiting-log notes between a club team's staff and their athlete, including the note text, who wrote it, and the recruiting stage it records. Unlike a college coach's private board, this log is two-way and shared with the athlete, and it is separate from anything a college coach sees.

Automatically

Basic technical/usage data needed to operate and secure the service, such as in-app activity and device/browser information.
Parental-consent records: when a parent or guardian approves or withdraws consent, we record the date and time along with the IP address and browser/device (user agent) used. We keep this as the verifiable audit trail that consent was actually given.
Profile views: when someone opens an athlete's profile, we record that it happened and when. If the viewer is a signed-in coach we record who they are, and the athlete can see that a coach viewed them. Views from people who are not signed in are counted without identifying the visitor.

Because an athlete's profile is shared with college coaches (third parties), we require a parent or guardian to consent before any minor's profile is visible to coaches. At sign-up (or before sharing), an athlete under 18 provides a parent/guardian email; we send the parent a verification link, and the athlete's profile stays hidden from all coaches until the parent approves. Parents may review what is shared and withdraw consent at any time, which immediately removes the athlete from coach visibility.

Until a parent approves, an under-18 athlete can set up their own profile, but no college coach can see, search, or follow them.

4. How we use information

To operate the service: create accounts, manage rosters and schedules, and connect athletes with college coaches who follow their team.
To send service emails (invitations, reminders, schedule changes, recruiting updates — such as which college coaches attended your team's events — and parental-consent verification). We do not sell personal information or show third-party ads.
To let athletes and college coaches message each other through the platform, and to review message content when investigating a safety report or suspected abuse.
To keep the platform safe and prevent abuse.
To power optional AI writing tools, described below.

Optional AI writing tools

RecruitTrack offers optional tools that draft a recruiting bio, or an introduction email to a college coach, for you. They run only when you choose to use them. Nothing is sent automatically, and every other part of RecruitTrack works without them.

When you use one, we send the information needed to write that draft to Anthropic, an AI provider, which processes it on our behalf and returns draft text. That is limited to your name, sport, position, grad year, GPA, SAT/ACT, intended major, club or high-school team, measurables, and the highlights or notes you entered. For a coach introduction email it also includes the name and school of the coach you are writing to, plus any emphasis you type. You review and edit every draft; we never message a coach on your behalf.

Team and organization admins also have an optional tool that drafts a recruiting digest. It sends only the theme text and any links the admin types, not athletes' profile information.

What we do not send. We do not send your password, your date of birth, your parent or guardian's contact details, or the contents of your in-app messages to any AI provider. Anthropic processes this information under contract to return your draft and does not use it to train its models. If you would rather not have your information processed this way, simply don't use the AI draft buttons. Nothing else changes.

For a consented (or adult) athlete, college coaches and authorized club staff can see the athlete's recruiting profile: name, position, jersey, grad year, GPA, hometown/high school, measurables, photo, film/social links, and their team's schedule. Contact details (email/phone) are not shown on public preview links and are only available within authenticated, role-appropriate views. We share personal information with service providers who run the platform (see Service providers) under contract, and when required by law or to protect safety.

6. Data retention

We keep personal data only as long as needed for the recruiting service or as required by law. In general: profile and account data are deleted within 30 days of account deletion; direct messages between an athlete and a coach are deleted for both sides of the conversation when the athlete deletes their account, and a program's message history is deleted when that program's head coach deletes their account; parental-consent records are kept as an audit trail for a limited period after the account closes; email/notification logs are kept for about 12 months; and backups age out on a rolling basis. Safety reports involving a minor — and a preserved snapshot of the reported content — are retained for at least one year (longer if tied to an investigation), as required for child-safety reporting obligations, even if the related account is deleted. You may request deletion at any time at support@recruittrack.io; we honor it except for records we are legally required to preserve. See our full Data Retention Policy for details.

7. Your rights and choices

Access & correction: view and edit your profile in the app.
Deletion: request deletion of your account and data.
Consent withdrawal (parents): withdraw approval at any time to remove your athlete from coach visibility.
Email preferences: manage or unsubscribe from non-essential emails.

To exercise any of these, contact us at the address below.

7A. Your U.S. state privacy rights

DRAFT — pending legal review. The states and rights below are a starting point. Counsel must confirm which laws apply to RecruitTrack's actual user base, the correct response timeframes, and any required appeal or registration steps before this section is relied upon.

Depending on your state of residence, you may have additional rights under a comprehensive state privacy law — for example California (CCPA/CPRA), Virginia (VCDPA), Colorado (CPA), Connecticut (CTDPA), Utah (UCPA), Texas (TDPSA), Oregon, Montana, and other states that have enacted similar laws. Where they apply, these laws generally give you the right to:

Know / access the personal information we hold about you and how we use and share it.
Correct inaccurate personal information.
Delete your personal information.
Data portability — receive a copy of certain information in a portable format.
Opt out of the sale of personal information, "sharing" for cross-context behavioral advertising, and certain profiling.

We do not sell your personal information, do not share it for cross-context behavioral or targeted advertising, and do not use it for profiling that produces legal or similarly significant effects. Because of this, there is no sale/targeted-advertising opt-out to exercise — but you keep the access, correction, deletion, and portability rights above.

Minors and sensitive data. We apply heightened protection to athletes under 18 and obtain separate parental consent before disclosing a minor's profile to coaches (see the Parental consent sections). We do not process sensitive personal information for advertising.

California (CCPA/CPRA) specifics

You have the right to non-discrimination — we will not deny service, charge a different price, or provide a different quality of service because you exercised a privacy right.
Because we do not sell or share personal information for cross-context behavioral advertising, we do not offer a "Do Not Sell or Share My Personal Information" link; you may still submit access, correction, and deletion requests.
You may use an authorized agent to submit a request on your behalf, subject to identity verification.

How to exercise these rights

Email support@recruittrack.io. To protect your account, we will take reasonable steps to verify your identity (for a minor, a verified parent or guardian may submit the request). We aim to respond within the timeframe required by your state's law (generally within 45 days, with an extension where permitted).

Appeals. If we deny your request and your state provides an appeal right, you may appeal by replying to our decision; we will respond as required by law. You may also contact your state Attorney General if you have concerns about our handling of your request.

8. Safety and reporting abuse

We take the safety of minors seriously. If you encounter inappropriate behavior, a suspicious account, or any content or conduct that could harm a minor, please report it immediately to support@recruittrack.io (or use the in-app report option). We review reports promptly, may suspend or remove accounts, and will report suspected child exploitation to the National Center for Missing & Exploited Children (NCMEC) and law enforcement as required by law.

If a child is in immediate danger, contact local law enforcement (911 in the U.S.) first.

9. Security

We use industry-standard measures to protect data, including access controls and encryption in transit. No system is perfectly secure, but we work to safeguard your information and limit access to what each role needs.

10. Service providers

We rely on trusted vendors to operate RecruitTrack, including cloud hosting and database services, a transactional email provider, and an AI provider (Anthropic) used only for the optional writing tools described in How we use information. These providers process data on our behalf under agreements that restrict their use of it.

11. Changes to this policy

We may update this policy as the service evolves or the law changes. We will post the new effective date here and, for material changes affecting minors, seek renewed parental consent where required.

12. Sharing a minor's profile with coaches (parental consent)

For athletes under 18, we obtain separate, verifiable parental consent before disclosing the athlete's profile to college coaches — this disclosure consent is requested independently of consent to create and use the account, consistent with the 2025 COPPA amendments. A parent or guardian may withdraw disclosure consent at any time, which immediately removes the athlete from all coach visibility (search, previews, and shared profile links) while leaving the account intact. Until disclosure consent is verified, an under-18 athlete's profile is not shown to coaches.

13. Contact us

Questions or requests: support@recruittrack.io. Safety concerns: support@recruittrack.io.