Privacy Policy

RecruitSignal ("we," "us") operates a recruiting workflow tool for college and university football staffs and for recruiting consultants (each a "Program"). Programs capture and organize information about prospects on a private board, and the Service fills in those records from public sources using AI-assisted lookups. The Service also includes Radar, which reads public posts on X by and about high school players and shows the facts it finds to subscribing Programs (section 5). This Privacy Policy explains what personal information we collect, how we use and share it, and the choices available to you.

This policy applies to:

• Authorized Users: coaches, recruiting staff, analysts, consultants, and athletic administrators at a Program who create accounts or use the Service.
• Prospects and families: prospective student-athletes ("players"), and their parents or guardians, whose information appears in the Service, whether or not they have ever used it.
• Coaches we contact: college coaches we email about the Service (section 8).
• Visitors: anyone who visits our website or contacts us.

This policy does not cover third-party websites we link to or read. Their own privacy policies apply.

We collect information from Authorized Users directly, from public sources about prospects, and automatically when anyone uses the Service.

What we do not collect. The Service is not designed to hold, and we do not collect, any of the following about a prospect: home or mailing address, date of birth, government identifier, academic transcript, test scores, class rank, medical or injury records, financial information, precise location, immigration status, or private messages. The Service does hold some information this list might suggest it would not, each described above: a GPA the player or a public page published; telephone numbers and an email address for the player; and the names, relationships, and telephone numbers of parents or guardians that a Program enters or that appear in the player's public X bio. This is a commitment about how we build the Service, not only a description of current practice. If information we do not collect is submitted to us or appears in the Service, we delete it on discovery. If we ever add verified academic data or prospect-submitted information, we will update this paragraph and notify Programs before doing so.

We use personal information only for the purposes below.

1. Operate the Service: capture, organize, enrich, and display prospect information on the board of the Program that added it, and show Radar information to subscribing Programs (section 5). Where a Program uses the call feature, this also includes connecting the call, recording it once the player's e-signed consent is on file, and producing a transcript and summary for that Program's card, as described in section 12.
2. Generate Derived Content: create summaries, change alerts, digests, and candidate lists, including with automated and AI-assisted tools. Derived Content is informational only, and each fact shows its source so Authorized Users can tell what has been checked. We do not use it to make decisions that produce legal or similarly significant effects on a prospect; Programs make their own decisions using their own evaluation.
3. Manage accounts and billing: register Authorized Users, connect them to their Program, process payments, and provide support.
4. Keep the Service accurate: process correction and removal requests, and drop information whose source post or account is deleted or made private.
5. Secure the Service: detect fraud, abuse, scraping, and violations of our Terms.
6. Improve the Service: analyze usage trends and fix problems, using de-identified or aggregated data where practical.
7. Communicate: send the emails and texts described in section 6 and section 7, service notices, and security alerts, and contact college coaches about the Service (section 8).
8. Comply with law: respond to lawful requests, enforce our Terms, and protect rights and safety.

What the AI does. We use Anthropic's Claude models to read screenshots, photos, PDFs, and lists a Program captures or imports; to look prospects up in public sources on the web; to read public X posts and images for offers, commitments, camps, and measurables when a pattern alone cannot; to turn questions asked in Radar into searches; and to write summaries of calls, voice notes, and emailed notes. Call and voice-note audio is transcribed by Deepgram.

AI training. We do not use prospect information or Program Content to train artificial-intelligence models. Under Anthropic's commercial terms, Anthropic does not train its models on data we send through its API, and every request we send to Deepgram opts out of Deepgram's model improvement program.

1. Private to each Program. A Program's board, evaluation notes, statuses, watch list, contact details, phone numbers, calls, transcripts, summaries, and recording consents are visible only to that Program's Authorized Users. Two Programs tracking the same prospect hold separate boards, and neither can see the other's notes, statuses, contacts, calls, or board composition. We do not disclose to any Program, prospect, or third party which other Programs are tracking a prospect.
2. Radar is shared. The facts Radar reads from public posts (section 5) are shown the same way to every Program with Radar.
3. Public lookup facts are shared. When a Program looks a prospect up in public sources, the public facts found (such as offers, measurables, a published GPA, star ratings, and film and profile links) are kept once and shown to any Program that has the same prospect. They never show which Program asked.
4. Consultant candidate lists. A recruiting consultant's staff can receive a list of Radar players who match the profile of the consultant's clients (such as states, class years, and offers), in the Service and in their morning email. The list is built only from Radar information and is visible only to that consultant's staff.
5. Do-not-record list. A number on the do-not-record list is never recorded by any Program (section 12). A Program sees only that a number will not be recorded, not who asked.
6. Service providers. Vendors who act on our behalf under their own terms for business customers:
   • Vercel: hosting, and file storage for captures, kept voice-note audio, feedback screenshots, and logos
   • Neon: our database
   • Clerk: sign-in and accounts (and Google, if you sign in with Google)
   • Stripe: payments and invoices
   • Twilio: text messages, number verification, phone calls, and call recording
   • Resend: sending email, and receiving replies and emailed notes
   • Deepgram: call and voice-note transcription (OpenAI's transcription is an alternative we can switch to)
   • Anthropic: AI processing
   • X: we read public posts and profiles through its API, sending it only account handles and search terms
   • Cal.com: walkthrough bookings
   We will update this list before adding a vendor that materially changes where or how prospect information is processed.
7. Legal and safety. When required by law, subpoena, or court order, or to protect the rights, property, or safety of athletes, users, us, or the public.
8. Business transfers. In a merger, acquisition, financing, or sale of assets, subject to this policy.
9. With your consent or at your direction.

We do not share Program Content with other customers. We do not sell personal information about prospects or Authorized Users, we do not share it with advertisers or data brokers, and we do not use it for targeted advertising.

Sale and sharing. We do not sell or share personal information as those terms are defined under state privacy laws. Programs pay a subscription fee for software, and we do not transfer prospect information to any third party for monetary or other valuable consideration. We have taken the position that we are not a data broker for the same reason. Regardless of how these terms are ultimately construed, a prospect or family may opt out of having a profile in the Service at any time as described in section 9, and we will act on that request.

Radar reads public X posts and public X profiles of high school football players, and public posts by camps and programs that tag them. It adds only players in 9th grade or later.

From those posts Radar keeps facts, not the posts: name, school, state, class year, position, height and weight, offers, commitments, camps, visits, film links, measurables (such as the 40, vertical, shuttle, broad jump, wingspan, and bench reps), and a GPA the player published. Each is stored exactly as published, with a link to the post, and is never estimated. A number that looks impossible is held for our review instead of being shown. We do not keep the text of posts or bios, or profile photos.

When an X name is only a first name, we may complete it from the title of the player's public Hudl page. When a post or an account is deleted or made private, we drop what we read from it.

Radar information is shared among Programs as described in section 4. A Program that adds a Radar player to its board starts its own private record of him.

To Authorized Users. A morning email, a weekly email, and, for Programs that turn it on, an email about new players in their area. Each carries a one-click unsubscribe link, and the email switch in Settings turns them all off. We also send account emails: invitations, receipts and invoices, renewal notices, and replies to feedback.

Clicks. Links in the morning, weekly, and area emails go through our own link, which records which kind of link was clicked (for example, a player's card or a post), when, and for which Authorized User and Program. It does not record the IP address or device. We do not track whether an email was opened, and our emails carry no tracking pixels.

We never email a player or a parent.

If you turn on texting in your account settings, we collect your mobile number, the date and time you gave consent, and the wording of the consent you were shown. We use it only to send the messages you asked for: a short weekly summary of your board, and any alerts you enable. Message frequency varies, typically one to four messages a week. Message and data rates may apply. Reply STOP at any time to stop all messages, or turn texting off in your settings; reply HELP for help.

We do not sell or share your mobile information, SMS opt-in data, or messaging consent with third parties or affiliates for marketing or promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties. Your number is passed only to our messaging provider, Twilio, for the sole purpose of delivering the messages you requested.

Texts go only to an Authorized User who turns texting on and confirms the number with a one-time code. We also store the IP address your consent came from. Our log of texts sent keeps only the last four digits of the number and never the message text. We never text a player or a parent.

We email college coaches about RecruitSignal. Addresses come from schools' published staff directories; where a directory lists a coach but no address, we may use the school's usual address pattern, and we record that we did. We do not send these emails to Programs that already use the Service.

Every email carries our postal address and says how to stop: reply "no thanks." We read replies, and a reply asking us to stop (such as "no thanks," "unsubscribe," or "remove") ends our emails to that coach, including any already scheduled. An address that bounces is never emailed again. For clicks on links in these emails we keep the time, which link on our site was followed, and the browser's software name (the User-Agent), so we can tell a coach's click from a mail scanner's fetch; we do not keep the IP address.

We may also prepare an X direct message to a coach, which a person reads and sends by hand.

Minors. Most prospects in the Service are high school students under 18. Radar adds only players in 9th grade or later, and keeps only the athletic facts described in section 5. A Program's board also holds what that Program enters, including contact details (section 2). We do not knowingly collect information from anyone under 13. Accounts are for coaching and recruiting staff. Our Terms require Programs to keep notes to athletic evaluation and to exclude protected characteristics, health information, academic records, and family circumstances.

Your choices as a prospect, parent, or guardian. You do not need an account to exercise these choices. A parent or legal guardian may act for a prospect under 18.

1. See your record: ask what information we hold about you, including the categories above and any evaluation notes.
2. Correct it: ask us to fix inaccurate information. We may ask for supporting details, such as a link to an updated roster.
3. Remove it: ask us to delete your record. For minors we honor removal requests on request. For adults we honor them as required by law and, where reasonable, even when not required. Removal deletes you everywhere in the Service: from Radar, from shared lookup facts, and from every Program board you appear on, including that Program's notes, contact details, and calls. We then keep you on a do-not-add list so Radar does not add you again.
4. Limit it: ask us to hide particular fields, such as social account handles or film links.
5. Opt out: ask us not to make your information available to any Program. In practice this is the same as removal.

Recorded calls. If a Program uses the call feature, additional choices apply, including the right to ask that a number never be recorded. See section 12.

How to ask. Use recruitsignal.ai/remove or email pulse@recruitsignal.ai. We will confirm receipt within 10 business days and respond within 45 days. We verify requests using information reasonably tied to the record, and we may ask a parent or guardian to confirm their relationship to a minor. We do not require you to create an account, and we will not ask for more information than we need to verify the request.

Limits. Removal from the Service does not remove information from its original source, such as an X post, a school roster, a recruiting site, or a news article. After removal we keep a minimal suppression record, the player's X handle, name, and high school, so the record is not re-created by a later read or added again by a Program. We notify any Program whose board held the record, and our Terms require that Program to delete the information from exported copies and its own downstream systems, but we cannot reach or verify records a Program has already moved outside the Service.

Depending on where you live, including California, Virginia, Colorado, Connecticut, Texas, Oregon, and other states with comprehensive privacy laws, you may have the right to:

1. Know or access the personal information we hold about you, and receive a portable copy.
2. Correct inaccurate personal information.
3. Delete personal information.
4. Opt out of the sale or sharing of personal information, targeted advertising, and profiling that produces legal or similarly significant effects.
5. Limit use of sensitive personal information (we do not intentionally collect it; call recordings and transcripts are handled under section 12).
6. Not be discriminated against for exercising these rights.

How to exercise them. Submit a request at recruitsignal.ai/remove or by emailing pulse@recruitsignal.ai. You may use an authorized agent, who must provide written permission. Because we do not sell or share personal information or use it for targeted advertising, there is no sale or sharing for a browser opt-out signal to stop; you may still make any request in this section by email.

Appeals. If we deny your request, you may appeal by replying to our decision or emailing pulse@recruitsignal.ai with "Appeal" in the subject line. We will respond within 45 days. If you are not satisfied, you may contact your state attorney general.

California notice at collection. Categories collected in the last 12 months are listed in section 2; purposes in section 3; and disclosures in section 4. Retention periods are in section 11. We do not sell or share personal information, so no "Do Not Sell or Share My Personal Information" link is required; the opt-out in section 9 is available regardless. We do not disclose personal information for third-party direct marketing, so California's "Shine the Light" law requires no further disclosure.

Educational records. Information in the Service comes from public sources and from Programs, not from education records maintained by a school. We do not collect transcripts or test scores; the only academic fact we hold is a GPA the player or a public page published. We are not a school official or contractor under FERPA. If a school believes we hold information protected by FERPA, contact pulse@recruitsignal.ai and we will remove it.

Retention. We keep information only as long as needed for the purposes in this policy.

Security. We use administrative, technical, and physical safeguards appropriate to the sensitivity of the information and the scale of our operation, including access controls, encryption in transit, logging, and separation of each Program's data. If a breach affects your personal information we will notify you as required by law, and we will notify affected Programs within 72 hours of confirming an incident.

Cookies. We use only the cookies the Service needs: sign-in session cookies, and our own cookies that remember your board and Radar filters, hold an invitation through sign-up, and hold a shared-contacts link you opened. We use no analytics or advertising cookies. You can control cookies in your browser; blocking them may break sign-in and other features.

International users. The Service is intended for use in the United States, and information is stored and processed in the U.S. If you access it from elsewhere, you understand your information will be transferred to the U.S.

Changes. We will post updates here and change the "Last updated" date. For material changes, we will notify users by email or in the Service before they take effect.

Contact. RecruitSignal LLC · Attn: Privacy · P.O. Box 45161, Westlake, OH 44145 · pulse@recruitsignal.ai

What the feature does. A Program can turn on our phone line. A staff member can call a player or a parent from the player's card, or dial in from their own phone; our phone provider, Twilio, connects the two. The line calls only a number already on that Program's card for the player. A number a staff member called in the last 30 days can call the line back and is connected to that staff member. The transcript and summary are filed on that player's card, on that Program's board only, under the rule in section 4.

Consent first. We record a call with a player only after he has e-signed consent for that Program. The Program texts him a link from its own phone; on that page he types his full name and says whether he is 18 or older or under 18. If he is under 18, a parent or guardian also types their full name and relationship on the same page. We never ask for a date of birth. We store each typed name, the relationship, the exact text signed and its version, the time, the IP address, and the browser. Without complete consent, the call connects with a short message and nothing is recorded. A call merged into the line from another call names no player, so it is never recorded.

The recording notice. Every recorded call still opens with a spoken notice that names RecruitSignal, the staff member, and the Program, says the call is recorded and transcribed for the staff's notes, and says to press 9 to talk without recording. Recording starts only after the notice ends, and only if no one pressed 9; pressing 9 means the call continues without recording. Our phone provider can hear a key only during the notice, so later in a call a recording is stopped by the staff member or by Stop recording on the consent page.

Withdrawing. The player, parent, or guardian can withdraw consent at any time, on the same page or by email. Calls with that Program are then no longer recorded, and a recording in progress stops at once.

Telephone numbers. The numbers on a player's card come from the Program: typed by staff, shared from a coach's phone contacts, imported, or copied from the player's own public X bio. A number is shown only on that Program's card.

Voice analysis. We do not create voiceprints. Each side of a call is recorded on a separate channel, so a transcript can attribute speech without analyzing anyone's vocal characteristics.

What we keep and for how long. Call audio is deleted 30 days after the call, including the copy held by our phone provider. The transcript (by Deepgram) and the summary (by Anthropic's Claude) stay on the player's card and are deleted with it. Consent records are described in section 11. On request we erase every call with a number across all Programs: audio, transcripts, and summaries.

Your choices. A player, parent, or guardian may ask us never to record calls to a number. That number goes on one do-not-record list that applies to every Program, not only the one that called, and it remains in effect until withdrawn. A staff member can also add a number to that list. You may also ask us to delete a recording already made, or withdraw consent at any time, which stops further recording. Email pulse@recruitsignal.ai. We do not require an account to make any of these requests.

Recruiting rules. Whether and when a Program may call a prospect is governed by NCAA and other governing-body rules. Compliance with those rules is the Program's responsibility, and the availability of this feature is not a representation that a particular call is permitted.