Privacy Policy

1. Overview

The Prospector is committed to protecting the information entrusted to us by athletic organizations and their staff. This Privacy Policy describes what information we collect, how we use it, and your rights regarding your data. The Prospector serves universities, colleges, prep schools, sports academies, club programs, youth programs, independent recruiting staffs, and amateur athletic organizations worldwide.

If you have questions or requests regarding your privacy, contact us at privacy@theprospector.pro.

2. Information We Collect

Account Information

When you create an account, we collect:

• Your name and email address
• Your school or program name and sport
• Your password (stored as a secure hash — never in plain text)
• Account role and membership details

Recruiting Information

As you use The Prospector, you enter recruiting data into the platform. This may include:

• Prospect profiles — names, contact information, graduation year, position, and academic details
• Notes and evaluations you or your staff record about prospects
• Recruiting event details and prospect attendance records
• Task lists and staff communications within the platform
• School logos, colors, and branding assets you upload

This recruiting data is entered by you and belongs to your program. See Section 6 for details on data ownership.

Usage and Technical Information

We automatically collect limited technical data to operate the platform, including:

• Browser type and operating system
• IP address and general location
• Pages visited and features used within the platform
• Error logs for debugging and reliability purposes

3. How We Use Your Information

We use the information we collect to:

• Operate, maintain, and improve The Prospector platform
• Authenticate your account and keep it secure
• Provide customer support and respond to inquiries
• Send transactional emails (account confirmation, password resets, billing receipts)
• Monitor platform performance and diagnose technical issues

We do not sell your data or your prospects' information to third parties. We do not use recruiting data entered by customers for any purpose other than operating the platform for that customer's account.

4. How We Protect Your Data

We take the security of your recruiting data seriously. Our protections include:

• All data is encrypted in transit using TLS
• Data at rest is encrypted by our infrastructure provider (Supabase / AWS)
• Passwords are hashed using industry-standard algorithms and never stored in plain text
• Access to production data is restricted to authorized personnel only
• Row-level security ensures each school's data is isolated from other accounts

No system is completely immune to breaches. If a security incident occurs that affects your data, we will notify affected customers promptly.

5. Data Sharing and Third Parties

We use a small number of third-party services to operate The Prospector:

• Supabase — database, authentication, and file storage infrastructure
• Vercel — application hosting and deployment
• Stripe — payment processing (billing information only, not recruiting data)

These providers are contractually required to protect your data and may not use it for their own purposes. We do not share your recruiting data with any other third parties.

6. Your Data — You Own It

The recruiting data, prospect profiles, notes, event records, and content you enter into The Prospector belong to your program. We do not claim ownership of your data.

You may request an export of your data at any time by contacting privacy@theprospector.pro. Upon account cancellation, we will retain your data for 30 days during which you may request an export, after which it will be deleted from our systems.

7. Branding and Trademark Information

School names, logos, mascots, colors, and trademarks that appear within customer workspaces are provided and controlled by customers. Customers are responsible for ensuring they have the right to use any branding assets they upload to the platform.

Such usage does not imply sponsorship, endorsement, or affiliation between those institutions and The Prospector. The Prospector claims no ownership of customer trademarks or institutional branding.

8. Prospect Information and FERPA

Recruiting databases may contain information about student-athletes who are minors or enrolled students. Customers are responsible for handling this information in accordance with FERPA, applicable state privacy laws, and their institution's data governance policies.

The Prospector processes this data on behalf of the customer (acting as a data processor) and does not independently use or share prospect information.

9. Cookies

The Prospector uses session cookies strictly necessary to keep you logged in. We do not use advertising cookies, cross-site tracking cookies, or third-party analytics cookies.

10. Changes to This Policy

We may update this Privacy Policy as the platform evolves. When we make material changes, we will notify account holders by email and update the date at the top of this page.

11. Contact and Privacy Requests

For any privacy-related questions, data export requests, or deletion requests, contact: