RcruitLync Logo

Privacy Policy

Last Updated: July 28, 2026 • Effective Date: July 28, 2026

1. Introduction

RcruitLync, LLC ("RcruitLync," "we," "us," or "our") operates the RcruitLync web application at rcruitlync.com, app.rcruitlync.com, and related mobile applications (collectively, the "Platform"). This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use our Platform.

By creating an account or using the Platform, you consent to the data practices described in this policy. If you do not agree, please do not use the Platform.

2. Information We Collect

2.1 Account & Identity Information

  • Full name, email address, phone number, and date of birth.
  • Account credentials (hashed passwords or third-party OAuth tokens via Google Sign-In or Apple Sign-In).
  • Parent/guardian name, email, and phone number when linked to a student-athlete account.
  • Account role designation (Student-Athlete, Parent/Guardian, or College Coach).

2.2 Athletic & Academic Profile Data

  • Sport(s), primary and secondary position(s), jersey number.
  • Height, weight, wingspan, and other physical metrics.
  • Graduation class year, high school name, AAU/travel team name and coach information.
  • GPA (weighted and unweighted), SAT/ACT scores, academic honors, and intended major.
  • NCAA Eligibility Center ID, Clearinghouse registration status, and eligibility division targets (D1, D2, D3, NAIA, JUCO).
  • Athletic statistics, awards, honors, and season performance data entered by the user.
  • Coach reference contacts (name, title, phone, email) provided by the student-athlete.

2.3 Recruiting Media & External Links

  • Hudl highlight video URLs and embedded player links.
  • GameChanger profile URLs.
  • Google Drive game film links and any other user-submitted video URLs.
  • Twitter/X handles and other social media profile links.
  • Profile photos and headshots uploaded by the user.

2.4 Email Outreach & Communication Data

  • Target College Lists: Schools, coaches, and programs added to your outreach pipeline.
  • AI-Generated Emails & Templates: Recruiting email drafts, text message templates, and reply suggestions generated by our AI system on your behalf.
  • Outreach Activity Logs: Timestamps, recipient coach names, school names, and status (sent, opened, replied) for each outreach action taken through the Platform.
  • BCC Copy Tracking: When you opt into BCC tracking by adding our designated tracking address to outgoing emails, we receive and store copies of those emails to verify outreach activity, maintain activity streaks, and provide strategy reviews during coaching sessions. BCC tracking is opt-in only - we do not access your personal email inbox, contacts, or any emails not explicitly BCC'd to us.
  • Email Reply Assistant: Inputs and context you provide when using our AI-powered email reply assistant, including the original coach email text you paste into the tool and the generated response.

2.5 AI Interview & Assessment Data

  • Voice audio recordings captured during AI Mock Interview and NIL prep sessions.
  • Text transcripts generated from voice interviews.
  • AI-generated feedback scores, scouting evaluations, and performance grades.
  • Interview session metadata (duration, date, question topics, mode).

2.6 Financial & Subscription Data

  • Subscription tier selection (Prospect, Recruit, Commit).
  • Billing history and payment status. We do not store credit card numbers or full payment credentials. All payment processing is handled securely by Stripe, Inc.
  • Financial fit estimator inputs (household income ranges, expected family contribution) - stored only on-device or in your account, never shared with third parties.

2.7 Usage, Device & Technical Data

  • IP address, browser type, operating system, device model, and screen resolution.
  • Pages visited, features used, click patterns, and session duration.
  • Profile view counts and engagement metrics.
  • Error logs, crash reports, and performance diagnostics.
  • Cookies and local storage tokens for session management and authentication persistence.

3. How We Use Your Information

  • Profile Creation & Display: Build, maintain, and render your recruiting profile for public share links (when enabled), QR codes, and the college coach discovery portal.
  • AI-Powered Features: Power mock interviews, generate recruiting emails, produce scouting evaluations, and deliver personalized recruiting strategy recommendations.
  • Email Outreach Tracking: Log outreach timestamps, compute activity streaks, and deliver recruiting milestone badges and progress metrics.
  • BCC Verification: When opted in, verify that emails to college coaches were actually sent and review outreach quality during 1-on-1 strategy calls.
  • Coaching & Advisory Services: Enable platform advisors and experienced coaches to audit profile completeness (completed vs. missing items like film links, NCAA ID, GPA) and deliver tailored guidance during strategy calls.
  • College Coach Access: Allow verified college coaching accounts to search, filter, evaluate, bookmark, and contact student-athletes matching their program criteria.
  • Parent/Guardian Dashboards: Provide linked parent accounts with read-only visibility into athlete progress, activity streaks, target school lists, and financial fit estimates.
  • Billing & Subscriptions: Process subscription payments, manage plan upgrades/downgrades, and handle billing inquiries via Stripe.
  • Platform Improvement: Analyze aggregated usage patterns to improve features, fix bugs, and optimize performance.
  • Security & Fraud Prevention: Detect unauthorized access, prevent abuse, and enforce our Terms of Service.
  • Legal Compliance: Comply with applicable laws, regulations, legal processes, or enforceable governmental requests.

4. Profile Sharing & Access Controls

4.1 Private by Default

Your recruiting profile is private by default. No profile information is publicly visible until you explicitly enable public sharing in your profile settings.

4.2 Public Share Links & QR Codes

When you enable public sharing, your profile (including athletic metrics, film links, academic details, and coach contact info) becomes accessible to anyone with your unique share link or QR code. You can disable public sharing at any time in your profile settings, which immediately revokes public access.

4.3 College Coach Discovery

Verified college coaches with active RcruitLync accounts can search, view, evaluate, and bookmark your profile information to assess you for their athletic programs. Coach accounts are verified through institutional email validation. Coaches may view your athletic stats, academic records, film links, coach references, and contact information.

4.4 Parent & Guardian Access

Linked parent or guardian accounts receive read-only access to view athlete progress, outreach activity, financial fit estimates, and target school lists. Parent linking requires mutual authorization from both the athlete and parent accounts.

4.5 Platform Advisors & Coaching Staff

RcruitLync platform advisors (during 1-on-1 strategy sessions) access profile completion audits. These audits show what items an athlete has completed versus what items remain missing (e.g., film links, NCAA ID, GPA, target schools, outreach counts) to provide structured, actionable guidance during strategy calls. Advisors may also review BCC'd outreach emails (when the athlete has opted in) for quality review purposes.

5. Third-Party Services & Data Processors

We integrate with the following trusted third-party service providers who process data on our behalf:

  • Google Firebase: Authentication (Google Sign-In, email/password), Cloud Firestore database hosting, Cloud Functions (serverless compute), Firebase Hosting (web delivery), and Firebase Analytics.
  • Google Gemini AI: Processing text and voice inputs for AI mock interviews, recruiting email generation, scouting evaluation grades, email reply suggestions, and profile assessment features. Voice audio and text inputs are sent to Google's Gemini API for processing and are subject to Google's data processing terms.
  • Stripe, Inc.: Secure subscription payment processing. Full payment credentials (credit card numbers, bank details) are stored and processed directly by Stripe and are never stored on RcruitLync servers.
  • Hudl (Agora, Inc.): Embedded video playback for highlight films linked from Hudl profiles. Hudl's embed player may set its own cookies when videos are viewed.
  • Cloud Hosting & Edge Providers: Content delivery and infrastructure hosting for website performance.

We do not sell your personal information to any third party. We do not share your data with advertisers. We do not provide your email address or phone number to third parties for marketing purposes.

6. Cookies & Local Storage

We use cookies and browser local storage for the following purposes:

  • Authentication: Session tokens to keep you signed in securely.
  • Preferences: Theme settings, last-visited pages, and UI state.
  • Analytics: Aggregated usage metrics to understand how the Platform is used (via Firebase Analytics). No personally identifying information is shared with analytics vendors.

We do not use advertising cookies or third-party tracking pixels. You may disable cookies in your browser settings, but doing so may impair Platform functionality.

7. Data Retention

  • Active Accounts: Your data is retained for the duration of your active account. Profile data, outreach history, and interview recordings are stored as long as your account exists.
  • Deleted Accounts: Upon account deletion request, we will delete or anonymize your personal information within 30 days, except where retention is required by law or for legitimate business purposes (e.g., fraud prevention, legal disputes).
  • AI-Generated Content: AI interview recordings, transcripts, and feedback may be retained for up to 90 days after account deletion for quality assurance, after which they are permanently purged.
  • BCC Email Copies: BCC'd email copies are retained for the duration of your active subscription. Upon cancellation or account deletion, BCC email data is deleted within 30 days.
  • Billing Records: Transaction and billing records are retained for 7 years as required by applicable tax and financial regulations.

8. Children & Student-Athletes (COPPA Compliance)

RcruitLync is designed for high school student-athletes, typically aged 14–18. The Platform is not intended for children under 13 years of age, and we do not knowingly collect personal information from children under 13 in compliance with the Children's Online Privacy Protection Act (COPPA).

Student-athletes between the ages of 13 and 17 should use the Platform with the knowledge and active consent of a parent or legal guardian. We strongly encourage parents to create linked parent accounts to monitor their child's recruiting activity.

If we learn that we have inadvertently collected personal information from a child under 13, we will promptly delete that information. Parents or guardians who believe their child under 13 has provided us with personal information may contact us to request deletion.

9. Data Security

We implement industry-standard security measures to protect your personal information:

  • All data is encrypted in transit using TLS 1.2+ and at rest using AES-256 encryption via Google Cloud infrastructure.
  • Authentication tokens are securely hashed and rotated.
  • Firestore Security Rules enforce role-based access controls, ensuring athletes can only access their own data, parents can only view linked athlete data, and coaches can only access profiles in the discovery portal.
  • Administrative access to user data is restricted to authorized personnel and logged for audit purposes.
  • We conduct regular security reviews and vulnerability assessments.

While we take reasonable precautions, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security of your data.

10. Your Rights & Choices

Depending on your jurisdiction, you may have the following rights regarding your personal information:

  • Access: Request a copy of the personal information we hold about you.
  • Correction: Update or correct inaccurate personal information via your Profile Settings.
  • Deletion: Request deletion of your account and associated personal data.
  • Portability: Request an export of your profile data in a machine-readable format.
  • Opt-Out: Disable public profile sharing, BCC tracking, or analytics cookies at any time.
  • Withdraw Consent: Where processing is based on consent, you may withdraw consent at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, contact us at the addresses listed in Section 13 or use the in-app Account Settings.

11. State Privacy Laws

California Residents (CCPA/CPRA): California residents have the right to know what personal information is collected, request deletion, and opt out of the sale of personal information. We do not sell personal information. To submit a verifiable consumer request, contact us at the addresses below.

Other U.S. States: Residents of Virginia (VCDPA), Colorado (CPA), Connecticut (CTDPA), and other states with comprehensive privacy laws may exercise their applicable rights by contacting us.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. Material changes will be communicated via email notification to your registered account address and/or a prominent notice on the Platform. Your continued use of the Platform after changes are posted constitutes acceptance of the revised policy.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us: