ARS is software that recruiting agencies, clubs and programs (each an “agency” here) use to manage their own clients’ recruiting cases: tracking outreach to college coaches, film links, and recruiting progress on behalf of student-athletes and their families. This policy describes what ARS itself collects and does with data as the software provider. Your agency decides what goes into your case and who it is shared with, so it is the first place to ask about how your specific information is used.
This policy covers everyone whose information is in ARS: agency staff who use the software, parents and guardians of a student-athlete whose case an agency manages in ARS, student-athletes (who sign in themselves only through an account their agency or guardian sets up), and people who fill in an agency’s enrollment or interest form.
ARS is not directed to children under 13, and we do not knowingly collect information directly from a child under 13. Case data is entered by the agency, a guardian, or an athlete who is 18 or older, and enrollment forms ask for a parent or guardian’s email. If you believe a child under 13 has given us information directly, email us at the address below and we will delete it.
To run the product: track a case, send the outreach and notifications an agency’s staff or a guardian sets up, compute the readiness and gap views the agency uses, show a profile the agency has published with a guardian’s consent, process payments, and alert the right person when something needs attention (a coach reply, a new gap, a bounced email). We do not use case data to advertise to anyone.
An agency can publish a recruiting profile for an athlete at a web link it can share with coaches. Nothing is published by default. A profile can be published only by the agency’s staff, and only after the athlete’s guardian has recorded consent on the case to coach communication and to release of video. A published profile shows the athlete’s name, sport, position, graduation class, school, GPA, measurables, a short bio, film links, and the agency’s name and contact address. It never shows the athlete’s email, phone number, date of birth, NCAA ID, or the guardian’s name. Published profiles ask search engines not to index them, but anyone who has the link can view the page. To take a profile down, ask your agency to unpublish it; it stops being viewable as soon as they do.
We do not sell any data, and no mobile information is shared with third parties or affiliates for marketing or promotional purposes. Phone numbers and text-message consent are never shared with anyone except the messaging provider that delivers the texts. We share data only with the vendors that make the product work, each acting on our instructions:
A college coach only ever receives what your agency’s outreach sends them, or what is on a profile the agency has published.
Text alerts about a case are sent only after consent is recorded in ARS by the athlete’s parent or guardian, or by the athlete once they are 18 or older. Agency staff cannot record that consent for a family, and a minor cannot record it for themselves. Every text to the athlete’s number is copied to the guardian’s number. See the SMS & Messaging Policy for how that consent works and how to withdraw it. A guardian can ask their agency, at any time, to correct or remove their family’s information from a case.
We keep case data for as long as an agency’s account is active, plus a limited period after closure to allow recovery of an accidental deletion and to meet basic accounting and audit needs. Message-send logs and consent records are kept longer, since they are the evidence that a message was sent lawfully and that consent existed at the time.
Case data is isolated per agency by row-level security enforced in the database, sensitive operations run only on our servers, and AI provider keys and payment keys are stored encrypted, never in the browser. No system is perfectly secure, and we will tell affected agencies if we learn that their data was exposed.
To access, correct, or delete information in a specific case, start with your agency, because it controls that case. You can also email us directly and we will route the request to the responsible agency, or handle it ourselves where the data is ours, such as an agency account.
We will update the date at the top of this page when this policy changes. A material change affecting how guardian or minor data is used will be communicated to agencies directly.
After Today, LLC, Hanover, Pennsylvania. legal@mail.athleticrecruitingsystem.io. Related: Terms of Service and SMS & Messaging Policy.