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)

Gmail access is requested only when you choose to connect your Google account from within the platform — it is not requested at signup, and the platform is fully usable without it. When you connect your Google account, we request access to the following Google OAuth scopes:

What we access from Gmail: We access email body content, subject lines, sender and recipient information, and message timestamps — but only for threads with recruiting contacts you have explicitly added. We do not scan or index your full mailbox. We use this data to power your recruiting inbox, assess your coach relationships, and help you draft messages to coaches.

What we store: We store full email body content in our database while your account is active. This is necessary to provide relationship health assessments and AI-assisted content drafting across sessions.

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 analyze your coach relationships and surface recruiting insights
• To assist you in drafting emails, subject lines, and follow-up messages using AI
• To extract coach contact information from your email history and populate your recruiting network
• 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.

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-Powered Features and Data Processing

Inbox Athletics uses artificial intelligence to power several core features, including email drafting assistance, subject line suggestions, coach contact extraction, and relationship analysis. To provide these features, we send relevant data to third-party AI providers.

Anthropic (Claude)

We use Anthropic's Claude API to power the AI features in Inbox Athletics. This includes email drafting assistance, subject line suggestions, coach contact extraction, relationship analysis, and weekly recruiting summaries generated for athletes and their club recruiting coordinators. 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. For more information, see Anthropic's Privacy Policy.

AI Processing for Club Recruiting Coordinators

When you connect to a club, some AI processing uses your recruiting activity data to generate a structured weekly summary for your club's recruiting coordinator — not for you directly. That summary includes aggregate signals about your recruiting volume and momentum, NCAA recruiting calendar context for your graduation year and sport, and a list of which school relationships are building, steady, or cooling. It does not include message content, your private school labels (Target, Reach, Backup), per-school strategy, or any content from your Coach Call notes or AI Insights panel. You control this processing by controlling your club connection — disconnecting from a club immediately stops future director-facing summaries from being generated.

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). 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
• A short weekly recruiting summary written for your club's coaches, plus 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, replies, or Coach Call notes
• The labels you apply to schools — like Target, Reach, or Backup
• The detailed AI insights and analysis available in the parent dashboard

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 from Inbox Athletics at any time through your account settings, or by revoking access directly through your Google Account permissions page. Revoking access through Google will immediately stop our ability to access your Gmail data going forward. Cached email content will be purged within 30 days as described in Section 7.

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