Privacy Policy

Overview

RecruitScanner helps college coaches and recruiting staff organize inbound recruiting emails into structured prospect records. This policy explains what we collect, how we use it, and how customers can request access, export, or deletion.

Data We Collect

• Coach and staff account information, including names, email addresses, roles, and login activity.
• Recruiting email content sent or forwarded to the processing mailbox.
• Structured prospect data extracted from recruiting emails, including athlete, parent, coach, school, club, film, and contact details when present in the email.
• Coach-entered notes, ratings, tags, edits, review decisions, and export activity.
• Operational data such as processing status, delivery metadata, error records, and audit logs.

How We Use Data

• To process recruiting emails and create searchable prospect records.
• To route data to the correct customer workspace and authorized users.
• To improve parsing quality, troubleshoot failed processing, and maintain audit history.
• To provide exports, account administration, support, and security review.

AI Processing

RecruitScanner may use AI models to extract structured fields from recruiting emails. Email content and extracted fields are used to provide the service to the customer workspace. Coaches remain responsible for reviewing extracted data before relying on it for recruiting decisions.

Data Retention And Deletion

Customer data is retained while the workspace is active unless deletion is requested. Customers can request export or deletion by contacting support. A fuller automated retention and deletion workflow is planned before broader launch.

Security Controls

• Workspace access is limited to authenticated authorized users.
• Production traffic is served over HTTPS.
• Secrets are stored in deployment environment variables, not in source code.
• Key actions are recorded in audit logs for administrative review.

What We Do Not Do

• We do not sell athlete data.
• We do not create public athlete profiles.
• We do not automatically contact prospects without explicit coach action.
• We do not make recruiting eligibility determinations.
• We do not rank athletic ability.

Recruiting Compliance

RecruitScanner organizes inbound recruiting communication but does not make recruiting decisions. Coaches are responsible for following NCAA, NAIA, conference, institutional, and sport-specific recruiting rules. Extracted data should be reviewed by staff before use.

Customer Rights And Requests

Customers may request access to workspace data, correction of account information, export of workspace data, or deletion of workspace data by contacting support@recruitscanner.com.

Contact

For privacy inquiries, contact: support@recruitscanner.com