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ProductiveRecruit LLC Privacy Policy

Effective date: August 26, 2026

This Privacy Policy ("Policy") explains how ProductiveRecruit LLC ("ProductiveRecruit", "we", "us", "our") collects and uses your Personal Information, how you can control its use, and describes our practices regarding information collected from our website, software, and email communications (collectively, the "Services").

Before you submit any information on or through the ProductiveRecruit Site or account portal, or use ProductiveRecruit products or services, please carefully review this policy. By using any part of the ProductiveRecruit Site or Services, your continued use is subject to the terms of the then-current Privacy Policy.

When we say "you" or "your" we mean any user or entity that is viewing our website or App, or has registered for an account with us to use the Services.

This policy applies to information we collect:

  • On this website.
  • In email and other electronic messages between you and us.
  • Through our software (the "App").

Information for California consumers can be found in section 14, "California Privacy Notice."

We do not sell, rent, or share your Personal Information with advertisers, ad networks, or data brokers, and we do not use Personal Information collected through the App for advertising. Where we use third-party tools, it's to run the Services themselves (payments, support, AI-assisted features, email delivery) — see Section 9, "Third Parties," for the complete, specific list of who we work with and why.

This Policy does not apply to information collected by us offline, or by any third party, including through any application or content that may link to or be accessible from the Website.

We do not participate in the E.U. - U.S. and Swiss - U.S. Privacy Shield Frameworks and do not comply with the Privacy Shield Principles.

We at ProductiveRecruit know you care about how your personal information is used and shared, and we take your privacy seriously. Please read the following to learn more about our Privacy Policy. By using or accessing the Services in any manner, you acknowledge that you accept the practices and policies outlined in this Privacy Policy.

Remember that your use of ProductiveRecruit Services is at all times subject to the Terms of Use, which incorporates this Privacy Policy. Any terms we use in this Policy without defining them have the definitions given to them in the Terms of Use.

As noted in the Terms of Use, we do not knowingly collect or solicit personal information from anyone under the age of 13. If you are under 13, please do not attempt to register for the Services or send any personal information about yourself to us. If we learn that we have collected personal information from anyone under age 13, we will delete that information as quickly as possible. If you believe that anyone under the age of 13 may have provided us personal information, please contact us at: [email protected].

1. SCOPE

This Privacy Policy is effective with respect to any data that we have collected, or collect, about and/or from you, according to our Terms of Use.

2. WHAT DOES THIS PRIVACY POLICY COVER?

This Privacy Policy covers our treatment of personally identifiable information ("Personal Information") that we gather when you are accessing or using our Services. We gather various types of Personal Information from our users, as explained in more detail below, and we use this Personal Information internally in connection with our Services, including to personalize, provide, and improve our services, to allow you to set up a user account and profile, to enable communication between athletes and college coaches, to fulfill your requests for certain products and services, and to analyze how you use the Services. We share Personal Information with third parties only as described in Section 9, "Third Parties," below.

3. Will ProductiveRecruit ever change this Privacy Policy?

We're constantly trying to improve our Services, so we may need to change this Privacy Policy from time to time as well, but we will alert you to changes by placing a notice in the app, by sending you an email, and/or by some other means. Please note that if you've opted not to receive legal notice emails from us (or you haven't provided us with your email address), those legal notices will still govern your use of the Services, and you are still responsible for reading and understanding them. If you use the Services after any changes to the Privacy Policy have been posted, that means you agree to all of the changes.

4. What Information does ProductiveRecruit Collect?

(A) Information You Voluntarily Provide to Us

When you register for and use the Services, or communicate with our customer support team, you are knowingly and voluntarily providing us information. That information typically includes your name, email address, and password, and may include profile details such as your sport, grad year, position, GPA, intended major, academic and athletic honors, high school, club team, hometown, height, weight, a self-written bio, and any photos, videos, or documents you upload.

If you sign in to the Services through a third-party account, such as Google, you understand that certain information from that account ("Third Party Account Information") may be transmitted into your account with us, and that information is covered by this Privacy Policy. Certain information may be required to register with us or to take advantage of some of our features.

(B) Information We Collect Automatically

When you use our Services, we collect basic technical information needed to operate the App and keep it secure: your operating system, browser type, IP address, and pages visited. This information is collected through log files and functional cookies (for example, to keep you logged in and to protect against fraud). We do not use this information for advertising, and we do not run third-party ad-network trackers (such as Google Analytics for advertising, or ad-exchange pixels) inside the App.

(C) Information From Your Use of the Services

We receive information about how and when you use our Services (for example, actions taken within the app, timestamps, and IP address) and link it to your account. This helps us operate, secure, and improve the Services for all users.

(D) Cookies

We use cookies for two purposes only:

  1. Functional cookies — to keep you logged in, remember your session, and protect the Services from abuse.
  2. Product-update and support tools — described in Section 9, "Third Parties," these tools (Bento for product-update emails, HelpScout for customer support) use cookies or similar identifiers tied to your account email so they know who they're talking to.

We do not use cookies for behavioral advertising, we do not participate in ad networks, and third parties do not place advertising cookies through our Services. You can control cookies through your browser settings, though this may limit some Service functionality.

(E) Information from Other Sources

We may receive additional information about you, such as your name and email address, when a college coach or a member of your organization (school, club, or recruiting service) provides it to us in connection with setting up or managing your account.

(F) Information Collected and Used via Google Integration

When you choose to sign in to our Services using your Google account, or when you utilize features within our Services that require access to your Google account, we may request permission to access certain information and capabilities from your Google account. This Third Party Account Information transmitted to our Services is covered by this Privacy Policy, as described in Section 4(A).

Specifically, if you enable the Gmail integration features within our Services, we will request access to the following Google scopes: gmail.send, gmail.readonly, userinfo.email, and userinfo.profile.

What the gmail.send scope allows us to do: This scope only allows ProductiveRecruit to send emails from the connected Gmail account on your behalf, at your direction. It does not allow us to read, modify, or delete any messages in your mailbox.

What the gmail.readonly scope allows us to do: This scope allows ProductiveRecruit to read the messages and threads associated with your college recruiting communications, so we can show coach replies to you inside ProductiveRecruit. It is a read-only scope: it does not allow us to send, modify, label, or delete any messages in your mailbox.

What the userinfo.email scope allows us to do: This scope allows us to access the email address associated with your Google account. We use this to identify your account, enable you to log in to ProductiveRecruit, and facilitate the sending of emails through the Gmail integration feature.

What the userinfo.profile scope allows us to do: This scope allows us to access your name and profile picture associated with your Google account. We use this to personalize your ProductiveRecruit experience by allowing you to save your name and optionally use your Google profile picture within your ProductiveRecruit account.

Why we need this access: ProductiveRecruit requests the gmail.send and gmail.readonly scopes to provide a complete recruiting communication experience within our platform. Specifically, this access enables you to:

  • Send college recruiting-related emails directly from your personal Gmail account within ProductiveRecruit.
  • View replies from college coaches as conversation threads within the ProductiveRecruit interface, so you can track and manage your recruiting conversations without switching between applications.
  • Reply to coaches within existing email threads directly from ProductiveRecruit.

How we use this access: We use this access solely to power the recruiting communication features described above, at your explicit direction when you actively use these features. To provide these features, we securely store in our database copies of emails you send through ProductiveRecruit, and message content, metadata (sender, recipient, subject, timestamps), thread identifiers, and drafts for conversations that you have initiated through ProductiveRecruit or that are part of threads you have initiated through ProductiveRecruit.

We access, read, and process only those messages and threads that relate to your recruiting communications initiated through or connected with the ProductiveRecruit platform. We do not access, read, scan, or process unrelated messages in your Gmail inbox. We do not sell, rent, or share your Gmail data with third parties for advertising or marketing purposes.

Limited Use Compliance: ProductiveRecruit'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. Human beings at ProductiveRecruit do not read your Gmail data, except: (a) with your explicit consent for specific messages; (b) as necessary for security purposes, such as investigating abuse; (c) to comply with applicable law; or (d) for internal operations, and then only when the data has been aggregated and anonymized.

Data Storage and Security: Gmail data stored in ProductiveRecruit's systems is encrypted in transit and at rest using industry-standard encryption. Access to this data by ProductiveRecruit personnel is restricted to authorized employees who require access to perform their job functions, and all such access is logged.

Data Retention and Deletion: We retain Gmail data associated with your account to maintain a complete record of your recruiting communications for your ongoing reference, even if you change email providers or stop using the Gmail integration. Specifically:

  • If you disconnect your Google account or revoke ProductiveRecruit's access through your Google Account settings or ProductiveRecruit settings, we will stop accessing your Gmail account and will no longer sync new messages, but we will retain the previously synced recruiting communications in your ProductiveRecruit account so you continue to have access to your historical outreach records. We will no longer be able to send or read messages in your Gmail account.

  • If you request deletion of your Gmail data by contacting us at [email protected], we will delete the Gmail message content and associated metadata stored in our systems within 30 days.

  • If you delete your ProductiveRecruit account, we will delete the Gmail message content and associated metadata stored in our systems within 30 days of account deletion, except where retention is required by law or necessary to resolve disputes, prevent fraud or abuse, or enforce our agreements.

You can request deletion of specific messages or your full Gmail communication history at any time through your ProductiveRecruit account settings or by contacting us at [email protected].

Sensitive Nature of gmail.readonly: Please be aware that the gmail.readonly scope is considered a restricted permission by Google. We are committed to using this capability responsibly and only for the specific features you choose to use, as described in this policy. ProductiveRecruit's security practices for handling this data have been validated through a Cloud Application Security Assessment (CASA) conducted by an authorized assessor.

Controlling and Revoking Access: You can control our access to your Google account, including the gmail.readonly permission, at any time. You can manage connected applications and permissions through your Google Account Security settings at https://myaccount.google.com/permissions. Alternatively, you can disconnect your Google account from your ProductiveRecruit account within the ProductiveRecruit settings.

(G) AI-Assisted Features

Certain ProductiveRecruit features use artificial intelligence to help you work faster:

  • Email template generation: when you ask ProductiveRecruit to draft a recruiting email template, we send your relevant profile information (such as your name, sport, grad year, position, GPA, intended major, academic and athletic honors, high school, club team, hometown, height, weight, and any bio you've written) to an AI provider to generate a draft, which you review and can edit before it's ever sent.
  • Schedule extraction: when you upload a schedule file (a spreadsheet, calendar export, or photo/PDF of a printed schedule), we send the file's contents to an AI provider so we can automatically add the events to your calendar.

These features use Anthropic as the primary AI provider, with OpenAI used automatically as a backup if Anthropic is temporarily unavailable. Both providers process this information solely to generate the requested output for you; under their standard API terms, data submitted through their APIs is not used to train their models. We do not use these AI providers, or the information sent to them, for advertising or marketing purposes.

5. Do Not Track Policy

Your browser may offer you a "Do Not Track" option, which allows you to signal to operators of websites and web applications and services that you do not want those operators to track some of your online activities and over different websites. Because we do not run advertising trackers in the Services, this signal doesn't change how we operate — we already don't track you for advertising purposes.

6. Use and Disclosure of Personal Information

We use and disclose Personal Information only for the following purposes:

(a) To provide, operate, secure, and improve the Services, including the AI-assisted features and Google integration described in Section 4.

(b) To send you product-update, informational, and account-related emails. You can opt out of product-update emails at any time using the unsubscribe link included in every such email; certain essential account and security notices are not subject to opt-out.

(c) Through the Services, we do not store any credit card and/or financial information on our servers with the exception of the last four digits of your credit card. If we collect payment from you, we utilize Stripe, a third-party payment processor, to facilitate your payment by credit card (https://stripe.com/privacy). We also store your billing address to calculate any sales tax due in the United States, to maintain records that may be used for investigations of potentially fraudulent credit card transactions, and to print on your invoices.

(d) To communicate with you about your account and provide customer support.

(e) To send you System Alert messages, such as planned outages, new features, or changes to our Privacy Policy.

(f) To enforce compliance with our Terms of Use and applicable laws, and to protect the rights and safety of our users and ourselves.

(g) To meet legal requirements, including complying with subpoenas, court orders, discovery requests, and other legal matters, and to provide information to our attorneys, accountants, and insurers as needed to comply with legal, accounting, or security requirements.

(h) If you use the Services as part of an organization (a school, club, or recruiting service), to share relevant information with the staff at your organization responsible for administering your account, and, where the organization has signed a separate data protection agreement with us, subject to that agreement's terms.

We do not use Personal Information to develop advertising profiles, and we do not disclose Personal Information to advertisers, data brokers, or unaffiliated third parties for their own marketing purposes.

7. Will ProductiveRecruit Disclose or Share Any of the Personal Information it Receives?

We do not rent, sell, or share your Personal Information for advertising or marketing purposes. We share Personal Information only with the specific service providers listed in Section 9, "Third Parties" below, each of whom processes it solely to help us operate the Services, and only to the extent necessary for them to perform that function.

8. Third Parties

We work with a small number of service providers to operate the Services. Each is required to use your information only to perform its function for us, not for their own purposes:

  • Stripe — payment processing. We do not store full payment card numbers.
  • Google — Gmail integration (see Section 4(F)).
  • Anthropic and OpenAI — AI-assisted features (see Section 4(G)).
  • Postmark — delivery of transactional emails from ProductiveRecruit (account notifications, password resets, and similar messages).
  • Bento — delivery of product-update and lifecycle emails. Bento's script also records which pages of the App you've visited, tied to your account email, so it can determine which product updates are relevant to send you. You can unsubscribe from these emails at any time. If you use the Services as part of a school, club, or organization, an administrator at that organization can request that its members be excluded entirely from this tracking and these emails by contacting [email protected].
  • HelpScout — customer support chat and ticketing. If you contact support or use the in-app help widget, your name and email are shared with HelpScout to manage the conversation.
  • Sentry — error monitoring, to help us detect and fix bugs.
  • Amazon Web Services — file storage for uploaded photos, videos, and documents.
  • Tolt — referral and affiliate tracking, used only to credit a referral when you sign up through a partner's referral link.

We may also disclose Personal Information: to comply with a valid subpoena, court order, or other legal process; to protect the rights, property, or safety of ProductiveRecruit, our users, or others; or in connection with a merger, acquisition, or sale of company assets, in which case we will require the successor to honor the commitments made in this Policy.

9. Is Personal Information about me secure?

We take reasonable and appropriate measures to protect Personal Information from loss, misuse, and unauthorized access, disclosure, alteration, and destruction, taking into account the risks involved in the processing and the nature of the Personal Information.

Your account may be protected by a user name and password for your privacy and security. If you access your account via a third-party site or service, you may have additional or different sign-on protections via that third-party site or service. You must prevent unauthorized access to your account and Personal Information by selecting and protecting your password and/or other sign-on mechanisms appropriately and limiting access to your computer or device and browser by signing off after you have finished accessing your account.

We endeavor to protect the privacy of your account and other Personal Information we hold in our records, but unfortunately, we cannot guarantee complete security. Unauthorized entry or use, hardware or software failure, and other factors, may compromise the security of user information at any time.

10. What Personal Information can I access?

You may access, and, in some cases, edit or delete the following information you've provided to us:

- name and password
- email address and/or phone
- user profile information, including images you have uploaded
- Gmail data synced through our Google integration (see Section 4(F) for details on how to access, manage, or delete this data)

THE INFORMATION YOU CAN VIEW, UPDATE, AND DELETE MAY CHANGE AS THE SERVICES CHANGE. IF YOU HAVE ANY QUESTIONS ABOUT VIEWING OR UPDATING INFORMATION WE HAVE ON FILE ABOUT YOU, PLEASE CONTACT US AT: [email protected]

11. WHAT CHOICES DO I HAVE?

You can always opt not to disclose information to us, but keep in mind some information may be needed to register with us or to take advantage of some of our features.

You may add, update, or delete information as explained above. You can unsubscribe from product-update emails at any time using the link at the bottom of any such email.

Account and data deletion: You may request deletion of your account and data at any time by emailing [email protected]. When you request deletion, we permanently remove your Personal Information from our active systems, other than information we are required to retain to comply with law, resolve disputes, prevent fraud or abuse, or enforce our agreements. If you delete your account without a specific deletion request for your data, we retain your account information in an inactive state in case you wish to reactivate it, and will fully delete it upon your request at any time.

Organizational accounts: If you use the Services as part of a school, club, or organization that has signed a separate data protection agreement with us, that agreement's data retention and deletion terms govern your organization's data and control in the event of any conflict with this section.

What if I have questions about this policy?

If you have any questions or concerns regarding our privacy policies, please send us a detailed message to: [email protected] and we will try to resolve your concerns.

12. We Are Located in the United States

Our servers and offices are located in the United States, so your information is stored and processed in the United States.

13. Special Rules For Children.

Because of federal law, we are not permitted to knowingly collect any personal information from a child under the age of thirteen without the consent of that child's parent or guardian. The statements in this Privacy Policy about our collection and use of personal information also apply to our treatment of personal information from children under the age of thirteen. Some elements of our Services may require the submission of Stripe payment information along with personal information in connection with a purchase; other elements of our Services require the submission of personal information to access or use the Services. Except in certain cases where limited contact information may be collected and not retained, these elements of our Services are not available to children under the age of thirteen. If a child who we know to be under the age of thirteen and for whom we have not received parental consent attempts to utilize a service on our Services which is not available to children, he/she will not be able to access it and may receive a message which relays that he/she is not eligible for such a feature.

14. CAN SPAM Act

The CAN-SPAM Act is a law that sets the rules for commercial email, establishes requirements for commercial messages, gives recipients the right to have emails stopped from being sent to them, and spells out tough penalties for violations.

We collect your email address in order to:

  • Send information, respond to inquiries, and/or other requests or questions.
  • Send product updates and other informational messages about the Services.

To be in compliance with CAN-SPAM we agree to the following:

  • NOT use false or misleading subjects or email addresses
  • Identify the message as an advertisement in some reasonable way, where applicable
  • Honor opt-out/unsubscribe requests quickly
  • Allow users to unsubscribe by using the link at the bottom of each email

If at any time you would like to unsubscribe from receiving future emails, you can follow the instructions at the bottom of each email and we will promptly remove you from all correspondence.

15. CALIFORNIA PRIVACY NOTICE

This Notice supplements information contained in ProductiveRecruit's Privacy Statement and is applied solely to residents of the State of California ("consumers" or "you"). ProductiveRecruit adopts this Notice and Statement to comply with the California Consumer Privacy Act (CCPA) of 2018, as amended from time to time. Any terms defined in the CCPA have the same meaning when used in this Notice and Statement.

California law defines "personal information" broadly as information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular individual or household. This notice also uses that definition for personal information.

Collection of personal information

Please see the "What Information does ProductiveRecruit Collect" section earlier in this Privacy Statement to understand the sources from which we get personal information.

We listed below categories of personal information we collect about California residents and that we have collected in the preceding 12 months. For each category of personal information, we have collected, we have included the reference to the enumerated category or categories of personal information in the definition of this term in the CCPA that most closely describes such personal information.

  • Identifiers: First and last name, address/billing address, telephone number, email address, user name, and IP address.
  • Personal information categories listed in the California Customer Records Act (Cal. Civ. Code § 1798.80(e)): First and last name, date of birth, address, telephone number, and other information you provide in your profile.
  • Characteristics of protected classifications under California or federal law: none collected unless voluntarily provided.
  • Audio, electronic, visual information: Highlight videos and photos you choose to upload to your profile.
  • Internet or network information: Browser type, IP address, and pages visited within the App.
  • Professional or employment information: none collected, other than your school, club, or organizational affiliation for recruiting purposes.

Sharing of personal information

Please see Sections 6 through 8 earlier in this Privacy Statement to understand how we may disclose your personal information. We do not sell or share personal information with third parties for cross-context behavioral advertising.

California law provides you with the following rights:

  • Access: You may request access to the specific pieces of personal information collected about you over the past 12 months.
  • Deletion: You may request deletion of your personal information. We may retain personal information as required or permitted by law and will maintain a copy of your deletion request.
  • Disclosure: You may request disclosure of the categories of personal information we collect, the purposes for which we collect or disclose that information, and the categories of third parties with whom we share the information.
  • Non-Discrimination: You may not be discriminated against because you exercise any of your rights under the CCPA, in violation of California Civil Code § 1798.125.

To exercise your California privacy rights, and choices, please follow the instructions below:

  • How to Request That We Identify or Provide You Access to Personal Information: You may request that we identify or provide you access to your personal information. To do so, please email us at: [email protected]. In response to a request to identify your personal information, we will identify to you (1) the categories of personal information we have collected or disclosed about you in the last 12 months, (2) the categories of sources from which the personal information was collected, (3) the business purpose for which we use this information, and (4) the categories of third parties with whom we have shared your personal information in the last 12 months. In response to a request to access your personal information, we will produce an "Access Report" detailing the personal information we have collected and disclosed about you. This Access Report will be delivered by mail or electronically at your request.
  • How to Request Deletion of Personal Information: You may request that ProductiveRecruit delete the personal information it has collected and/or maintained about you. To do so, please email: [email protected]. Note, we may need to retain certain personal information as permitted by law, such as to complete the transaction for which the personal information was collected, provide a requested good or service, detect security incidents, protect against malicious, deceptive, fraudulent or illegal activities, comply with legal obligations, or to enable solely internal uses that are reasonably aligned with your expectations or lawful within the context in which you provided the information.
  • How to Opt-Out of the Sale or Sharing of Personal Information: We do not sell or share your personal information in any way, so there is nothing to opt out of.

For your protection, we may only process requests with respect to the personal information associated with the email address that you use to send us your request, and we may need to verify your identity before processing your request. We will respond to your requests within the timelines prescribed by applicable law.

ProductiveRecruit does not sell, and in the preceding 12 months did not sell, California residents' personal information. ProductiveRecruit does not have actual knowledge that it sells the personal information of minors under 16 years of age.

Authorized Agent

You can designate an authorized agent to make a request under the CCPA on your behalf if:

  • The authorized agent is a natural person, or a business entity registered with the Secretary of State of California and the agent provides proof that you gave the agent signed permission to submit the request.
  • You directly confirm with ProductiveRecruit that you provided the authorized agent with permission to submit the request.

If you use an authorized agent to submit a request to exercise your right to know or your right to request deletion, please ensure that the authorized agent sends an email to [email protected] with the subject line "California request to delete" and including the attachment of both the user in question and the Authorized agent's ID with a notarized letter verifying the relationship (e.g., parent or guardian), and including detailed information about the requested data to be deleted.

If you provide an authorized agent with power of attorney pursuant to Probate Code sections 4121 to 4130, it may not be necessary to perform these steps and we will respond to any request from such authorized agent in accordance with the CCPA.

16. Verification

Please note, we will take steps to verify your identity before fulfilling any of the above requests. If you maintain an Account with us, we will verify your identity through existing authentication practices for the Account (e.g., login and password). If you are not a registered Website or Services user, we will verify your identity by matching two or three data points that you provide with data points that we maintain and have determined to be reliable for the purposes of verification.

17. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes for which it was collected, or as necessary to comply with our legal obligations, resolve disputes, maintain appropriate business records, and enforce our agreements. If you request deletion of your account, we permanently delete your Personal Information other than what we're required to retain by law, as described in Section 11. For organizational accounts governed by a separate data protection agreement, that agreement's retention and destruction terms control. For specific retention practices regarding Gmail data accessed through our Google integration, please refer to Section 4(F).

18. Data Transfers

The Services are hosted in the United States and are intended for visitors located within the United States. If you choose to use the Services from other regions of the world with laws governing data collection and use that may differ from U.S. law, then please note that you are transferring your personal information outside of those regions to the United States for storage and processing.

Contact Us

If you have any questions, comments or concerns about our Privacy Policy, you may email us at: [email protected]. Please do not email any confidential, sensitive or personal information to this email. Additionally, if you have any questions, comments or concerns about our Privacy Policy feel free to send correspondence to the following address:

ProductiveRecruit LLC 2045 W Grand Ave Ste B PMB 60626, Chicago, IL, 60612-1577