Privacy Policy

Last updated: September 3, 2026

This is a starting draft, not a substitute for review by a licensed attorney. It's especially important to get real legal review here given that RCRUTR processes personal information about prospective student-athletes — many of them minors — sourced from a customer's recruiting email correspondence. State-level student-data and minors'-privacy laws vary and should be checked specifically before this goes live.

1. Overview

This Privacy Policy explains how RCRUTR LLC ("RCRUTR," "we," "us") collects, uses, and shares information through the RCRUTR service. RCRUTR is a B2B tool used by college athletics coaching staffs ("Customers"). For information about prospective student-athletes, RCRUTR generally acts as a data processor on behalf of our Customers, who determine what recruiting correspondence to connect and how the resulting data is used within their own program.

2. Information We Collect

Account information: name, email address, role/title, and program information for coaching staff who create RCRUTR accounts.

Connected email content: when a Customer connects an email account (via Google/Gmail), we access messages in that account to identify and process recruiting-relevant correspondence. This may include personal information about prospective student-athletes contained in that correspondence — for example name, contact information, school, position, grad year, physical measurables, academic information, and similar recruiting-relevant details, along with metadata like our AI's confidence score and the source email.

Usage data: how you interact with the Service, such as pages viewed and features used.

Payment information: billing is processed by Stripe; we do not store full payment card numbers ourselves.

3. How We Use Information

We use the information described above to: operate and provide the Service, including classifying and extracting recruiting information from connected email accounts; maintain each Customer's prospect database, follow-up tracking, evaluations, and related features; process payments and manage subscriptions; communicate with Customers about their account or the Service; and improve and troubleshoot the Service.

We do not sell personal information.

4. Information About Prospective Student-Athletes, Including Minors

RCRUTR does not knowingly collect information directly from prospective student-athletes, and prospective student-athletes do not create RCRUTR accounts or interact with RCRUTR directly. Information about prospective student-athletes that appears in our system originates from our Customers' own recruiting correspondence, which they connect to the Service for the purpose of organizing their own recruiting workflow. Our Customers are responsible for the underlying collection of this information and for having an appropriate basis to share it with us. RCRUTR processes it solely as directed by the Customer, to provide the Service to that Customer.

(Note for legal review: even though RCRUTR isn't collecting directly from minors, several states have their own student-data-privacy laws that can apply to a vendor processing student information on behalf of an educational institution or program — worth specifically confirming what applies here.)

5. AI Processing & Automation

Email content is processed using OpenAI's AI models to classify messages and extract structured recruiting information, and Zapier as workflow automation connecting these steps together. These providers process data on our behalf and are contractually/technically restricted from using it for purposes other than providing services to us.

Google API Services User Data Policy disclosure: RCRUTR's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

6. Subprocessors & Third-Party Services

We share information with the following categories of service providers, solely to operate the Service:

Google (Gmail API) — to access a Customer's connected email account, as authorized by that Customer
OpenAI — to classify and extract information from email content
Zapier — workflow automation connecting the steps of our pipeline
Supabase — our database and hosting provider
Stripe — payment processing

We do not share personal information with unrelated third parties, and we do not sell personal information.

7. Data Storage & Security

Customer Data is stored using Supabase's hosted infrastructure. We use reasonable administrative and technical safeguards to protect information, but no method of storage or transmission is completely secure, and we cannot guarantee absolute security.

8. Data Retention

We retain Customer Data for as long as the associated account is active. If an account is closed or a Customer requests deletion, we will delete or de-identify the associated data within 90 days, except where we are required to retain it for legal or legitimate business purposes.

9. Your Choices & Rights

Customers can access, correct, or request deletion of data in their RCRUTR account through the Settings page, or by contacting us at support@rcrutr.app. Depending on your location, you may have additional rights under applicable law; contact us to make a request.

10. Children's Privacy

RCRUTR is not directed at children, and we do not knowingly allow anyone under 18 to create an account. As described in Section 4, information about minors that may appear in the Service comes from a Customer's own recruiting correspondence, provided at the Customer's direction — not collected by RCRUTR directly from a minor.

11. Cookies & Similar Technologies

RCRUTR currently uses only strictly necessary cookies (for example, to keep you logged in). We do not currently use third-party advertising or analytics cookies.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated to active Customers with reasonable notice before taking effect.

13. Contact Us

Questions about this Privacy Policy, or requests regarding your data, can be sent to support@rcrutr.app.