Privacy Policy

When you create an account, we collect information such as your name, email address, role (athlete, parent/guardian, club director, or recruiter), and, for athlete profiles, information relevant to the recruiting process (e.g., sport, graduation year, school, club affiliation, athletic statistics).

If you choose to connect your Gmail, Outlook/Microsoft 365, or iCloud email account, Prospect-Orbit accesses your inbox to identify and log communications with college coaches and recruiting programs. Specifically, we access:

• Email metadata (sender, recipient, subject, timestamp) for messages related to your recruiting activity
• Message content necessary to identify coach communications and populate your Activity Log and Engagement Dashboard

Recruiting platform notifications. If your connected inbox receives notification emails from recruiting platforms (for example, University Athlete, FieldLevel, or SportsRecruits), we read those notifications to log recruiting activity such as profile views, video views, and messages. We record only what the notification itself states. We do not attempt to identify a school or coach that a platform has not disclosed.

One-time Interest Scan. Users on the Free plan may choose to connect their inbox for a one-time Interest Scan. The scan reviews up to 500 recruiting-related emails from the previous 180 days to identify coach communications and label their level of interest. When the scan is complete, we automatically disconnect your inbox. We keep only a summary of the results (counts, top schools, and the date of the scan); we do not import the scanned emails into your account's Activity Log.

This connection is optional and initiated by you. You may disconnect it at any time (see "Your Choices" below). We do not access, read, or log emails unrelated to your recruiting activity, and we do not sell email content or metadata to third parties.

Prospect-Orbit's use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

For Gmail, the Gmail Data section below describes exactly what we access and store, and those terms apply in place of any broader description above.

When you connect Gmail, you grant read-only access ("View your email messages and settings"). We act only on: emails to or from addresses at colleges on your board (coaches you've saved or confirmed, and other staff at those schools' own email domains); emails you've sent to, or received from, colleges in our directory (we read only the sender, recipients and date for these), so we can suggest schools to add; and notification emails from recruiting websites. We do not send, delete, or change any email.

For each matched email we store the date, the direction (sent or received), the school and coach it matched, the subject line, a short preview of up to 200 characters (with quoted replies and email addresses removed), and Gmail's message and thread IDs. We use automated tools, including AI, to read coach emails for requests (such as a camp invite, questionnaire, call, visit, transcript or film) or for when coaches can contact you; for those we also store the type of request, a short plain-language summary, any camp names and dates, and the camp's registration website. We do not store full email bodies.

When you ask for an AI-drafted email, we read that school's recent emails with you, use them to write the draft, and then discard them. If you turn on "Learn from emails I've sent coaches", we use AI to create a short description of your writing style from up to 40 of your sent coach emails. It contains no names, contact details or quotes from your emails, and turning the setting off deletes it.

Gmail data is stored and processed only in Prospect-Orbit's own Gmail service, hosted on Google Cloud in the United States. Your Gmail access token is encrypted with Google Cloud Key Management Service, never leaves that service, and is never sent to your browser. The platform that runs the rest of our app stores only per-school counts and dates derived from your coach emails (for example, how many emails you sent a school and when a coach last replied), which we use to keep each school's recruiting status, reminders and summary counts up to date. It does not store email content.

We use Gmail data only to provide features you can see: logging coach emails on your activity timeline and school pages, showing which programs are engaging, listing camp invites and coach requests so you can act on them, reminding you when coaches can contact you, suggesting programs you've emailed that aren't on your board yet, and drafting emails in your own voice. We do not sell Gmail data, use it for advertising, or use it to train AI models.

No one at Prospect-Orbit reads your emails. Admin tools show counts only, and our support team will look at your email data only if you ask us to and give permission. If your family shares your board with a club director or private recruiter, they see summary counts only, never your emails.

If you don't choose ongoing access on Google's consent screen, Google ends our access after 6 months, and you can reconnect from Email inbox.

Our Gmail service's hosting logs record the IP address and browser type of each request, for security and troubleshooting. These logs never contain email content, subject lines, email addresses, or access tokens.

If you enable Coach Reply Texts, we collect the mobile number(s) you provide — the athlete's and, optionally, a parent/guardian's — and send SMS alerts when a college coach replies, through our messaging provider, Twilio. We collect only what the feature needs: the mobile number, a one-time verification code, and your opt-in/opt-out status.

Coach reply texts are transactional alerts, not marketing messages: a text is sent only when a coach replies to your recruiting outreach, and message frequency varies with your activity. You can stop all texts at any time by replying STOP to any message, turning the feature off in My Portal, or contacting us at the email below. See our SMS terms for full details, including message rates and carrier considerations.

Subscription payments are processed by Stripe. We do not store your full payment card details on our servers — Stripe handles this in accordance with its own privacy and security standards.

We automatically collect certain information about how you interact with the Service, such as log-in timestamps, IP address, device and browser type, and general usage patterns, to help us secure, maintain, and improve the Service.

You may revoke Prospect-Orbit's access to your Gmail, Outlook, or iCloud account at any time by:

• Disconnecting the integration within Prospect-Orbit's account settings, or
• Removing Prospect-Orbit's access directly through your Google Account permissions or Microsoft Account permissions pages, or by revoking the app-specific password from your Apple ID account settings (for iCloud)

Disconnecting ends future syncing immediately and, for Gmail, revokes our access with Google. Emails already logged stay on your board until you delete them. For Gmail, Delete email history in Email inbox permanently deletes every email we logged, and deleted emails are not logged again. Deleting your account revokes Gmail access and deletes all of your Gmail data.

You may opt out of coach reply texts at any time by replying STOP to any message, toggling the feature off in Prospect-Orbit's My Portal, or contacting us. Reply HELP to any message for assistance. Opting out of texts does not affect your account or in-app alerts.

You may request deletion of your account and associated personal data by contacting us at the email below, or through the in-app account deletion option where available.

You may review and update your account information at any time through your account settings.