Privacy Policy

1. Who We Are and Who This Policy Covers

Inbox Athletics LLC operates the Inbox Athletics platform, a recruiting communication tool designed for high school student-athletes (ages 13–18) and their families. Because many of our users are minors, we take data privacy seriously and apply heightened care to how we collect, use, and protect personal information.

2. Information We Collect

a. Information You Provide Directly

• Name, email address, phone number, graduation year, school, sport, and position
• Profile information such as GPA, recruiting status, and athletic highlights
• Coach contact information and notes you enter manually
• Messages and content you compose within the platform

b. Information We Collect Automatically

• Usage data: how you interact with the platform (pages visited, features used, actions taken)
• Device and browser information
• IP address and approximate location (city/region level)

c. Google Account Data (Gmail Integration)

We ask Google for permission in two separate steps. Signing in with Google does not give us access to your Gmail. Connecting Gmail is a separate step you choose to take after you sign up, and the platform is usable without it. A plain-language summary is at How Inbox Athletics uses your Gmail.

1. Sign in with Google (identity only). When you sign in with a Google account, our login provider (Auth0) asks Google for these permissions. They do not include any access to Gmail.

2. Connect Gmail (a separate consent after sign-up). When you choose to connect your Gmail account, we request these Google OAuth scopes:

What we read from Gmail: After you connect Gmail, we read the messages in your mailbox from the last 90 days, then new messages as they arrive, to find emails from college coaches and sort them by college. We skip drafts. We keep up with new mail using Gmail push notifications and a periodic check, and we download attachments when you ask for them.

What we store: We store message content (subject, sender and recipients, timestamps and body) so you can read threads and draft replies in Inbox Athletics, including messages that turn out not to be recruiting-related. We keep it while your account is active. See Sections 7 and 8 for what happens when you disconnect.

What we send: We send a message you wrote or approved in Inbox Athletics, one message at a time, from your own Gmail address, only when you press Send or schedule it. Sent messages appear in your Gmail Sent folder, and coach replies arrive in your own Gmail inbox, so you keep a complete record outside our platform.

What parents see: A connected parent sees colleges, coach activity counts, waiting times and key dates. Parents never see message bodies and can't write or send.

3. How We Use Your Information

We use the information we collect solely to operate and improve the Inbox Athletics platform. Specifically:

• To display and organize your recruiting communications in one place
• To sort coach email by college and flag messages that need a reply
• To assist you in drafting replies and messages using AI, which you edit and send yourself
• To find coach contact information in your email and add it to your colleges
• To send you an email when a coach writes, and a weekly email to a connected parent
• To send you service notifications and platform updates
• To understand how features are being used so we can improve the product (using anonymized, aggregated behavioral data)

We do not use your data to serve advertisements. We do not build advertising profiles. We do not sell your personal information or your Google account data to any third party.

3a. Payments and Billing

Scout is free. Pro is $24 per month, or the $199 Season Pass (12 months). Auto-renews, with a reminder 7 days before. The full billing terms are in our Terms of Service. Stripe processes payments. We do not store card numbers.

4. Google API Data — Limited Use Disclosure

Our use of data obtained through Google APIs complies with the Google API Services User Data Policy, including the Limited Use requirements.

Specifically:

• We use Google account data only to provide the features described in this Privacy Policy — organizing recruiting communications, assessing coach relationships, and assisting with email drafting.
• We do not use Google account data to develop, improve, or train generalized AI or machine learning models.
• We do not transfer Google account data to third parties except as necessary to provide the features you have requested, as described in Section 6 below.
• We do not allow humans to read your Gmail content except: (a) with your explicit permission; (b) as necessary for security or abuse investigation; or (c) as required by law.
• We do not use Gmail data for any purpose that is not directly related to your use of Inbox Athletics.

5. AI Processing

Inbox Athletics uses artificial intelligence for three things: finding and sorting coach email, drafting replies you review and edit, and summarizing threads (Pro). To provide these features, we send relevant data to a third-party AI provider.

Anthropic (Claude)

We use Anthropic's Claude API for these features. This may involve sending email content, subject lines, and sender/recipient metadata to Anthropic's API for processing. Anthropic processes this data on our behalf and is contractually prohibited from using it for their own purposes, including training its models. For more information, see Anthropic's Privacy Policy.

Data sent to AI providers is used only to generate responses for your specific request. It is not used to train AI models on your personal information.

6. How We Share Your Information

We do not sell your personal information. We share data only in the following limited circumstances:

• AI Processing Partner: As described in Section 5, we share relevant email and message content with Anthropic to power AI features. This provider acts as a data processor on our behalf.
• Club Recruiting Coordinators: If you choose to connect your Inbox Athletics account to a club, your club's recruiting coordinators will be able to see certain information about your recruiting activity. Connection is always your choice — you initiate it by accepting a club invitation, and you can revoke it at any time from your account settings with immediate effect. What coordinators can see, and what they can never see, is described in detail in Section 6a below.
• Infrastructure and Hosting Providers: We use third-party services for hosting, database management, and authentication (including Auth0 for login and Stripe for payments). These providers access data only as necessary to perform services for us.
• Analytics: We use PostHog for product analytics. PostHog receives anonymized behavioral and UI event data only — it does not receive email content, coach data, or any personally identifiable recruiting information.
• Legal Requirements: We may disclose information if required by law, court order, or to protect the rights, safety, or property of Inbox Athletics, our users, or the public.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred. We will notify you before your data becomes subject to a different privacy policy.

6a. What Club Recruiting Coordinators Can and Cannot See

Inbox Athletics is designed so that your club's recruiting coordinators have enough context to support you — and no more. The following scope is fixed. Clubs cannot request expanded access beyond what is described here.

Coordinators can see:

• Whether you're actively recruiting — your most recent action and when (for example, “sent an email” or “updated your list”)
• The schools you've added to your recruiting list, and the coaches at them
• The general state of each college relationship in plain language — building, steady, or cooling — based on how recently you've talked and who reached out first (never what was said)
• Whether coaches have responded and how long it's been since your last contact
• Which relationships are heating up, cooling off, or are new this week
• The NCAA recruiting windows that apply to your graduation year and sport
• Games and events you've logged, and your membership status with the club

Coordinators can never see:

• The contents of your messages or emails
• AI-generated drafts and replies
• The labels you apply to schools — like Target, Reach, or Backup

Inbox Athletics — not your club — controls these access rules. They are enforced at the platform level and cannot be overridden by a club's subscription or configuration.

7. Data Retention

While your account is active: We retain your profile information, coach contacts, notes, and email content for as long as your account is active and in good standing.

After disconnecting your Google account: If you disconnect your Google account but keep your Inbox Athletics account, we will delete your cached email body content within 30 days of disconnection. Your coach contacts, notes, profile, and other non-email data will remain in your account unless you delete it manually.

After account deletion: When you delete your Inbox Athletics account, we delete your personal data within 30 days, except where we are required to retain certain records for legal or compliance purposes (e.g., billing records).

8. Disconnecting Google Account Access

You can disconnect your Google account at any time. In Inbox Athletics, go to Settings, then Connected accounts, then Disconnect, and confirm. Disconnecting stops syncing at once, and we delete cached email content within 30 days as described in Section 7. To also remove the permission at Google, use your Google Account permissions page. Revoking access through Google stops our ability to access your Gmail data going forward.

9. Data Security

We take the security of your data seriously, particularly given that we handle email content and communications with college coaches. Our security measures include:

• All data transmitted between your device and our servers is encrypted using TLS (Transport Layer Security)
• Email content and personal data stored in our database is encrypted at rest
• Google OAuth tokens are stored securely and never in plaintext
• Access to production data is limited to authorized personnel only
• We conduct periodic reviews of our security practices

No method of data transmission or storage is 100% secure. If you believe your account has been compromised, please contact us immediately at security@inboxathletics.com.

10. Children's Privacy and Parental Consent

Inbox Athletics is designed for student-athletes ages 13 and older. We do not knowingly collect personal information from children under 13. If we learn that we have collected data from a child under 13 without verifiable parental consent, we will delete that information promptly.

Users ages 13–17: Because many of our users are minors, we notify parents and guardians at the time of account creation. When a user under 18 signs up, we send an informational email to the parent or guardian email address provided at signup. That email explains what Inbox Athletics is, what data we collect (including name, athletic profile, and email communications with college coaches), how it is used, and the rights parents have to review, delete, or stop further collection of their child's information.

Club connection notifications for athletes under 18: If you are under 18 and connect your Inbox Athletics account to a club, we will send an informational email to the parent or guardian email address on file for your account. That email explains which club you connected to, what the club's recruiting coordinator will be able to see (consistent with Section 6a), what they will never see, and how to revoke the connection. This notification is informational — it does not require parental approval before your connection takes effect. You remain in control of your club connection at all times.

Parents and guardians may exercise the following rights at any time by contacting us at privacy@inboxathletics.com:

• Review the personal information we have collected from their child
• Request deletion of their child's personal information
• Refuse to allow any further collection or use of their child's information

We do not use data from users under 18 for advertising, profiling, or any purpose beyond providing the recruiting platform features described in this policy.

11. Your Rights and Choices

Regardless of where you live, you have the following rights with respect to your personal data:

• Access: You can view your profile information and coach data through your account settings.
• Correction: You can update your personal information at any time through account settings.
• Deletion: You can request deletion of your account and associated data by contacting us at privacy@inboxathletics.com or through account settings.
• Data Export: You can request an export of your coach contacts, notes, and communication history before closing your account.
• Disconnect Google: You can revoke Gmail access at any time without deleting your account (see Section 8).
• Leave a Club: You can disconnect from a club at any time from your account settings. Disconnection takes effect immediately and stops all coordinator access to your recruiting data going forward.
• Opt Out of Promotional Communications: You can opt out of non-essential emails using the unsubscribe link in any promotional message.

California Residents (CCPA): You have the right to know what personal information we collect, request deletion, and opt out of the sale of personal information (we do not sell personal information). To exercise these rights, contact privacy@inboxathletics.com.

12. Third-Party Links and Services

The platform may contain links to third-party websites or resources (e.g., college athletic department pages). We are not responsible for the privacy practices of those sites and encourage you to review their policies independently.

13. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes — particularly changes affecting how we use Google account data or AI processing — we will notify you via email and/or a prominent notice within the platform at least 14 days before the changes take effect. Your continued use of the platform after that date constitutes acceptance of the updated policy.

14. Contact Us

If you have questions, concerns, or requests related to this Privacy Policy, please contact us:

Inbox Athletics LLC
Email: privacy@inboxathletics.com
Website: www.inboxathletics.com

For security-related concerns: security@inboxathletics.com