Privacy Policy

Last updated: June 4, 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.
Recruiting profile (optional, athlete-entered): position, jersey, grad year, GPA/test scores, hometown/high school, sport-specific measurables, photo, highlight/film links (e.g., Hudl), and social links.
Parent/guardian name and email (for athletes under 18 — see consent below).

From college coaches

Name, email (we encourage a .edu address for verification), school/program.

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.

Automatically

Basic technical/usage data needed to operate and secure the service.

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 keep the platform safe and prevent abuse.

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 (e.g., hosting/database, transactional email) 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; 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 and a transactional email provider. 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.