Privacy Policy

visit or use c3recruits.com and our other websites, applications, and mobile experiences (together, the "Services");

create an account, build or update an athlete profile, or join through a club, high school, or organization;

use the college research tools, Recruiting Tracker, outreach and email features, messaging, media library, or Virtual Coach;

subscribe to a paid plan, purchase consulting, or apply to the C3 Dugout Fund; or

communicate with us by email, form, or in-app message.

Name, email address, password (stored in hashed form by our authentication provider), phone number, account role (athlete, subscriber, organization staff, or staff administrator), and organization affiliation.

If you sign in with Google, we receive your name, email address, profile image, and a Google account identifier. We do not receive your Google password.

Billing and plan status (see subsection f), and your communication preferences.

Biographical details such as name, graduation year, positions, bats/throws, height, weight, hometown, high school, and club team.

Academic information such as weighted and unweighted GPA, SAT and ACT scores, and intended field of study.

Baseball performance data such as fastball velocity, exit velocity, 60-yard dash, pop time, positional velocity, spin rates, and season statistics.

Highlight video links, social media handles, athletic website links, and "about me" content you choose to add.

Parent or guardian names, phone numbers, and email addresses; high school and club coach contact details; and event or showcase information.

College list and tracker records — target schools, contact history, visit and offer status, priority ranking, and your private notes.

The subject and body of recruiting emails you draft and send through the Services, the coach and school they were sent to, and the date sent.

Engagement data — whether an email was opened, whether a link in it was clicked, and when — generated by tracking links and pixels we place in outreach you send.

When a recipient opens one of your tracked links, we record the school, coach, time, and limited technical request data (such as IP address and browser user agent) so that we can show you which programs engaged and can detect abuse.

In-app messages between you and C3 staff or your organization's staff, and messages you exchange through our messaging features.

Transcripts, standardized test score reports, metric reports (for example TrackMan, Rapsodo, or Blast exports), highlight video files, recommendation letters, and images.

Dugout Fund supporting documents, which can include a parent or guardian's tax return.

Uploaded files are stored in access-controlled private storage and are opened through time-limited links. Only people you authorize, our staff who need access to deliver a service, and the systems that process the file can open them.

Date of birth, grade, high school, positions, city and state, athlete and parent contact details, home address, household size, annual income range, funding needs, personal statements, video links, recommendation details, and electronic signatures.

Some of this is sensitive financial and household information. We collect it only because it is necessary to assess need-based assistance, and we ask for your explicit consent before you submit an application.

Paid plans and consulting are processed by our payment processor, Stripe. Your card or bank details are entered directly with Stripe; we do not receive or store your full card number, CVC, or bank credentials.

We do receive and keep limited billing data — plan, amount, status, last four digits and brand of the payment method, billing country, invoice history, and processor customer and subscription identifiers.

If you join through a club, high school, or organization, staff of that organization may upload roster files that include your name, contact details, graduation year, and team information.

We may receive information about you from a parent, guardian, coach, or advisor who refers you or submits a form about you.

Our program database contains information about colleges and athletic programs, not about individual consumers, though it includes publicly posted staff contact details.

IP address, approximate location derived from IP, device type, operating system, browser, referring page, pages and features used, timestamps, and error and performance diagnostics.

Cookie and local-storage identifiers used to keep you signed in, secure the Services, remember preferences, and measure aggregate usage.

What we do not ask for

We do not sell personal information of anyone under 18, and we do not use it for targeted advertising or profiling for advertising.

We do not use personal information of anyone under 18 to train generalized artificial intelligence or machine learning models.

We limit staff access to minors' information to those who need it to deliver a requested service or to address a safety or legal issue.

We do not intentionally make an athlete's contact details, home address, guardian contact details, or uploaded documents visible on a public profile page.

We do not use third-party advertising or cross-site behavioral targeting cookies on the Services.

create and secure your account, authenticate you, and personalize your experience;

display your athlete profile, college list, tracker, and recruiting activity to you and to the people you authorize;

generate recruiting email drafts, format them with your profile and highlight links, and send them from your connected email account only after you review and approve them;

record engagement (opens, clicks, and profile views) so you can see which programs are paying attention;

provide college research and program matching, including filtering the program database against your academic, athletic, and financial criteria;

provide the Virtual Coach and other AI-assisted features, as described in Section 7;

process subscriptions, payments, invoices, and refunds, and manage organization seats;

receive, assess, verify, and administer Dugout Fund applications and awards;

send transactional and service messages — verification codes, password resets, receipts, application decisions, and security notices;

send newsletters, product updates, and recruiting content where you have opted in, with unsubscribe available in every marketing email;

respond to support requests, complaints, and privacy requests;

detect, investigate, and prevent fraud, abuse, spam, and security incidents, and enforce our Terms of Service;

comply with legal, tax, accounting, and regulatory obligations, and respond to lawful requests; and

produce aggregated, de-identified statistics and benchmarks that do not identify any individual.

We do not use your chats, drafts, or profile data to train generalized AI or machine-learning models, and we do not permit our AI providers to do so under our agreements with them.

AI output can be incomplete, out of date, or wrong, including about recruiting rules, eligibility, admissions, or program details. Treat it as a starting point, verify anything important, and do not rely on it as legal, eligibility, financial, or admissions advice.

Virtual Coach conversations may be stored so the feature works across sessions, so we can review quality and safety, and so we can respond to your support requests.

Do not enter Social Security numbers, financial account numbers, medical information, or other sensitive details into an AI chat.

Coach emails generated for you are drafts: nothing is sent until you review and approve it, and you remain responsible for the content of every message you send.

We do not make decisions with legal or similarly significant effects about you using automated processing alone. Dugout Fund decisions are made by people.

If your account is associated with a club, high school, or organization subscription, authorized staff of that organization can see your profile, roster status, tracker activity, and outreach records so they can advise you.

If you are an athlete under an organization, that organization's administrators control roster membership. Removing you from a roster may end your access.

When you send a recruiting email, the message and the profile and video links you include are delivered to the coaches you selected. What you put in the email is your choice.

When you share a public profile link, anyone with that link — including coaches and the public — can view the information on that page.

C3 staff and advisors can access your account information when needed to provide consulting, support, or account administration.

We may disclose information if we believe in good faith that it is required by law, subpoena, or court order, or necessary to protect the rights, safety, or property of C3, our users, or the public, including in response to a safety concern involving a minor.

We may disclose information in connection with a merger, acquisition, financing, reorganization, or sale of assets, in which case the recipient remains bound by this Policy for information already collected, and we will notify you of any material change.

We may share aggregated or de-identified information that cannot reasonably be used to identify you.

What we never do

Send permission only. The only Gmail permission we request allows us to send an email from your account — specifically, the email you draft and approve in the app.

We cannot open, search, read, or store the contents of messages in your mailbox, and we never access your attachments, contacts, labels, drafts folder, or account settings.

Replies from coaches are delivered to your own Gmail inbox, not to C3 Recruits.

To send your messages: only the email you draft and approve in the app, from your own Gmail address, to the coaches you select.

To show your outreach status: we record that an outreach email was sent and whether it was opened or clicked, using our own tracking links and pixel placed in that message.

What we save: a record of the outreach, such as the coach, school, subject, message body, and date sent, plus engagement status, so you can track your recruiting activity.

Authorization tokens: your Google authorization is held securely by our authentication and connector infrastructure and used only for the purposes described here until you disconnect.

We do not sell Google user data.

We do not use Google user data for advertising, profiling, or marketing.

We do not use Google user data to develop, train, or improve generalized artificial intelligence or machine learning models.

We do not allow our staff or contractors to read Google user data, except where you ask us to for support, where necessary for security or abuse investigations, or where required by law.

We do not transfer Google user data to third parties except as necessary to provide or improve the sending feature, to comply with law, or as part of a merger or acquisition as described above.

Disconnect at any time using the "Disconnect" option on the email screen, or revoke access from your Google Account permissions page at myaccount.google.com/permissions.

After you disconnect, we immediately stop sending from your Gmail and can no longer act on your account. You may ask us to delete your saved outreach records at support@c3recruits.com.

Google's own terms apply to your Google account and to Gmail, and Google's privacy policy governs Google's processing of your data.

Public pages may show your name, graduation year, positions, height and weight, high school and club team, hometown, measurable statistics, highlight videos, and social handles — whatever you choose to publish.

Public pages do not display your email address, phone number, home address, guardian contact details, GPA or test scores, transcript, metric report files, or tracker notes.

You control what you add. Do not publish information you want to keep private, and review your profile before sharing the link.

To have a public profile removed or hidden, contact support@c3recruits.com or update your profile settings.

Encryption in transit using TLS for all connections to the Services.

Encryption at rest for stored records and uploaded documents, managed by our infrastructure providers.

Role-based access controls, so staff see only what their role requires, with administrative access limited and logged.

Private, access-controlled storage for uploaded documents, opened through short-lived links rather than public URLs.

Hashed passwords and support for multi-factor authentication on your Google account; we never store Google passwords.

Vendor review and contractual security obligations for processors that handle your data.

Ongoing monitoring, backups, and prompt patching of vulnerabilities.

Know and access the personal information we hold about you, including the categories and specific pieces, the sources, the purposes, and the categories of third parties we disclosed it to.

Correct inaccurate personal information.

Delete personal information we collected from you, subject to legal exceptions.

Port a copy of the information you provided in a portable, readily usable format.

Opt out of sale or sharing of personal information, targeted advertising, and profiling — rights we already honor by not engaging in those activities.

Limit the use and disclosure of sensitive personal information.

Non-discrimination: we will not deny you service, charge you a different price, or provide a different level of service because you exercised a privacy right.

We do not sell or share personal information for cross-context behavioral advertising, and we do not knowingly collect or sell the personal information of consumers under 16.