What we collect, and what we do with it.

Who this covers

This policy applies to HVOS College Athletics (“we”, “us”, “our”), this website, and the recruiting services provided through it. It covers information about parents and guardians as well as information about the athletes we work with.

What we collect

Information you give us

• Parent or guardian name, phone number, email address, and location
• Athlete name, graduation year, position, height and weight, school, and club or team affiliations
• Athletic information — highlight film, game film, statistics, combine or testing numbers, and honors
• Academic information — grade point average, transcripts, and standardized test scores where relevant to eligibility
• Recruiting history — which programs have made contact, offers received, camps and visits attended
• Anything else you send us by phone, text, email, or during a call

Information collected automatically

This website collects standard technical information when you visit: IP address, browser and device type, pages viewed, and referring site. This is used to keep the site working and understand roughly how it is used. No advertising trackers are installed.

How we use it

• To evaluate an athlete and build his recruiting plan
• To present him to college coaching staffs — this is the central purpose of the service
• To communicate with your family about the work
• To keep records of outreach, responses, and progress
• To take payment and keep business records

We do not sell personal information. We do not share it with advertisers. We do not use athlete information to market to anyone else.

Who we share it with

College coaches and programs

This is the point of the service. With your authorization at enrollment, we send athlete information — including name, contact details, academic information, measurables, and film — to college coaching staffs and recruiting departments.

Once information has been sent to a college program, we cannot retrieve or delete it. That program holds it under its own institutional policies. This is worth understanding before you enroll, because it is not reversible.

Service providers

We use outside tools to run the business — a customer relationship platform (GoHighLevel) for contacts and communications, email and messaging services, website hosting, and a payment processor. Each receives only what it needs to perform its function, and each is bound by its own terms and privacy policy.

Payment card details are handled by the payment processor directly. We never see or store full card numbers.

Legal requirements

We will disclose information where required by law, court order, or to protect someone's safety.

Connecting an athlete's Gmail account

An athlete may choose to connect his own Gmail account so that recruiting emails go out from his own address instead of ours. This is optional, and connecting it means signing in with Google and granting permission through Google's own consent screen.

We request send-only access — the ability to send an email on the athlete's behalf. We do not request, and cannot obtain, permission to read, search, or otherwise access anything already in the athlete's inbox.

That permission is used for one purpose: sending the recruiting emails the family has approved, from the athlete's own address, to college coaches. It is never used to read incoming mail, and never used for advertising or anything unrelated to sending those approved emails.

The connection can be ended at any time — from the athlete's own Google Account security settings, or by asking us to disconnect it. Access tokens are stored encrypted and are not visible to us in plain text.

Our use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Athletes under 18

Nearly every athlete we work with is a minor, and this policy is built around that.

• A parent or guardian is the client. Agreements are entered into by an adult, not by the athlete.
• Consent comes from the parent or guardian. Authorization to share an athlete's information with college programs is given by the adult at enrollment.
• We do not knowingly collect information directly from children under 13. Where an athlete is under 13, all information comes through a parent or guardian. If you believe a child under 13 has given us information directly, contact us and we will delete it.
• Athletes are not marketed to. Communications about services and billing go to the parent or guardian.

How long we keep it

Recruiting records are kept for the duration of the program and afterwards for as long as they remain useful — an athlete's recruiting file often matters again if he transfers or reclassifies. Business and payment records are kept as long as tax and accounting rules require.

Your choices

• See what we hold. Ask and we will tell you what information we have about you or your athlete.
• Correct it. If something is wrong, tell us and we will fix it. Accuracy matters here more than most places — coaches act on this information.
• Delete it. You can ask us to delete your information, subject to records we are required to keep. As noted above, this cannot reach information already sent to college programs.
• Stop hearing from us. Reply STOP to any text, use the unsubscribe link in any email, or just tell us.

Depending on where you live, you may have additional rights under state privacy law. Ask and we will honor them.

Text messages

If you give us your phone number, we may contact you by text about your athlete's recruiting. Message and data rates may apply. Reply STOP to opt out at any time; opting out of texts does not end the service, and we will reach you another way.

Security

We take reasonable measures to protect the information we hold. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Changes

If this policy changes, the date at the top of this page changes with it. Material changes will be communicated to active families directly.

Contact

Questions about privacy, or a request about your information:

HVOS College Athletics
(770) 605-5314
support@hvos.net