Terms of Service

Last updated: September 3, 2026

This is a starting draft. It's written to reflect how RCRUTR actually works based on the product as built, but it is not a substitute for review by a licensed attorney — especially given that RCRUTR's pipeline processes personal information about prospective student-athletes, some of whom are minors, sourced from recruiting email correspondence. Have a lawyer (ideally one with SaaS and/or student-data experience) review this before it goes live.

1. Acceptance of Terms

By creating an account or using RCRUTR ("the Service," "we," "us"), you agree to these Terms of Service. If you are agreeing on behalf of a college athletics program or institution, you represent that you have authority to bind that organization.

2. What RCRUTR Does

RCRUTR is a recruiting database and workflow tool for college athletics coaching staffs. The Service connects to a customer's designated email account and uses AI to scan incoming messages in that account, identify which ones are recruiting-related, and extract structured information from those messages into a searchable prospect database. RCRUTR also provides related tools including follow-up tracking, evaluations, a recruiting board, calendar, tasks, reporting, and transfer portal lookup of publicly available roster information.

3. Eligibility

RCRUTR is intended for use by college athletics coaching staff members acting on behalf of an authorized athletics program. You must be at least 18 years old to create an account. RCRUTR is a business tool for coaching staffs — it is not intended for use by prospective student-athletes, and prospective student-athletes cannot create RCRUTR accounts.

4. Accounts

Each staff member's account is personal to them and may not be shared. You are responsible for maintaining the confidentiality of your login credentials and for all activity under your account. Notify us immediately at support@rcrutr.app of any unauthorized use.

5. Subscription Plans, Billing & Cancellation

RCRUTR is offered on tiered subscription plans (Starter, Pro, Elite, Premier) plus a custom-quoted Platinum tier for high-volume programs, as described on our pricing page.
Each plan includes a monthly allowance of emails our AI processes from your connected account(s). This allowance counts every email our system scans and classifies in that account, not only the ones that turn out to be recruiting-related. Starter, Pro, and Elite customers who exceed their monthly allowance may purchase additional processing in blocks of 100 emails at the rate shown in your account or on our pricing page. Premier's monthly allowance is a hard cap with no self-serve overage option; an Premier account that consistently exceeds its cap over multiple billing periods (not an isolated one-time spike) will be contacted about moving to a custom-quoted Platinum plan.
Paid plans are billed monthly, in advance. Each subscription runs in 3-month terms: you may cancel at the end of any 3-month term by notifying us before that term ends, and cancellation takes effect at the end of the current 3-month term. You remain responsible for the monthly fees through the end of the term in which you cancel.
If you don't cancel before a 3-month term ends, your subscription automatically renews for another 3-month term (still billed monthly).
Plans purchased at the annual price are billed once, in advance, for a 12-month term. Because the full year is prepaid, an annual plan cannot be canceled for a refund mid-term. You may cancel at the end of the 12-month term by notifying us before that term ends; if you don't, it automatically renews for another 12-month term at the then-current annual price.
Fees are billed in advance and are non-refundable except as required by law or as we otherwise state in writing.
We may change our prices for new billing periods; for existing customers, price changes will only take effect alongside a new major version/feature release, with at least 30 days' notice and preview access to the new version before the new pricing applies, consistent with our stated pricing policy.

6. Your Data & Content

You retain ownership of the data you input into RCRUTR and the data our Service extracts from your connected email account on your behalf ("Customer Data").
You grant RCRUTR a license to access, process, store, and display Customer Data solely to provide and improve the Service to you.
You are responsible for ensuring you have the appropriate rights and authority to share any information you input into or connect to RCRUTR, including recruiting correspondence and any personal information it contains.

7. Data About Prospective Student-Athletes, Including Minors

RCRUTR's core function involves extracting information about prospective student-athletes from recruiting email correspondence that our customers (coaching staff) receive or send. Many prospective student-athletes are minors under the age of 18.

RCRUTR does not directly collect information from prospective student-athletes. We process information that our customers already possess through their own recruiting correspondence, at the customer's direction, solely to help that customer organize their own recruiting workflow.
By using the Service, you represent that you have an appropriate basis (such as your institution's own recruiting relationship and applicable athletics/recruiting regulations) for collecting, sending, and receiving this correspondence, and for the underlying communications with prospective student-athletes and their families.
Compliance with NCAA, NAIA, NJCAA, or other governing-body recruiting rules and communication restrictions is solely your responsibility. RCRUTR is a workflow tool, not a compliance guarantee, and does not verify recruiting-rule compliance.

8. Email Integration & AI Processing

When you connect an email account to RCRUTR, you authorize us to access and scan all messages in that account — not only recruiting-related ones — for the purpose of identifying which messages are recruiting-relevant and extracting structured information from those messages.
Email content is processed using third-party AI services (currently OpenAI) and workflow automation tools (currently Zapier) solely to provide this functionality. See our Privacy Policy for details on subprocessors.
AI-extracted information may occasionally be inaccurate or incomplete. You are responsible for reviewing and verifying extracted information before relying on it for recruiting decisions.

9. Transfer Portal Search

RCRUTR's transfer portal search feature looks up publicly available roster information based on names you provide. This feature relies on publicly listed information only and does not guarantee completeness or accuracy. Availability of this feature is contingent on our ongoing assessment of applicable compliance requirements and may be modified or removed if that assessment changes.

10. Acceptable Use

You agree not to: use the Service for any unlawful purpose; attempt to reverse-engineer, scrape, or resell the Service; share account credentials outside your authorized staff; upload data you do not have the right to share; or use the Service in a manner that violates applicable recruiting regulations or the rights of any third party, including prospective student-athletes and their families.

11. Intellectual Property

RCRUTR and its underlying software, design, and branding are owned by RCRUTR LLC and are protected by applicable intellectual property laws. These Terms do not grant you any rights to our intellectual property except the limited right to use the Service as intended.

12. Service Availability; Early-Stage Product

RCRUTR is an early-stage product under active development. We do not guarantee uninterrupted availability and may modify, add, or remove features over time. We will make reasonable efforts to notify customers of material changes.

13. Disclaimers

THE SERVICE IS PROVIDED "AS IS" WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT. WE DO NOT WARRANT THAT AI-EXTRACTED DATA WILL BE ACCURATE OR COMPLETE.

14. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, RCRUTR LLC SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, OR CONSEQUENTIAL DAMAGES, OR FOR LOST PROFITS OR LOST RECRUITING OPPORTUNITIES, ARISING FROM YOUR USE OF THE SERVICE. OUR TOTAL LIABILITY FOR ANY CLAIM WILL NOT EXCEED THE FEES YOU PAID US IN THE 12 MONTHS PRECEDING THE CLAIM.

(A lawyer should confirm this limitation is enforceable in your governing state and appropriately scoped.)

15. Termination

Either party may terminate this agreement as described in Section 5. Upon termination, your access to the Service will end, and we will handle your data as described in our Privacy Policy's data retention section.

16. Governing Law & Disputes

These Terms are governed by the laws of the State of New Jersey, without regard to conflict-of-law principles. [Open item: decide with your attorney whether to add an arbitration clause and/or a specific venue (e.g., courts located in a particular NJ county). Not filled in here — this is a real legal call, not a placeholder to guess at.]

17. Changes to These Terms

We may update these Terms from time to time. Material changes will be communicated to active customers with reasonable notice before taking effect.

18. Contact

Questions about these Terms can be sent to support@rcrutr.app.