Privacy Policy

1. Scope and roles

This Privacy Policy applies to ProspectHQ websites, accounts, organization workspaces, athlete profiles, public pages, and related services. “Personal information” means information that identifies, relates to, describes, or can reasonably be linked to a person.

For an individual subscription, ProspectHQ generally determines how account and athlete-profile information is processed. For an organization workspace, the organization may determine which athlete data is entered, who may access it, and whether it is made public. In that context, the organization and ProspectHQ may have different legal responsibilities. Contact the organization first about its roster decisions and contact ProspectHQ about operation of the platform.

Identifiable physical measurements and performance data may receive additional protection. See our Consumer Health Data Privacy Notice.

2. Information we collect

• Account and contact information: name, email address, authentication identifiers, organization membership, role, invitations, and communication preferences.
• Athlete profile information: athlete name, birthdate, calculated age, jersey number, positions, team history, profile photo, biography, and visibility choices.
• Sports and development information: game statistics, coach notes, practice records, Pocket Radar readings, Blast Motion metrics and bat details, sprint and strength testing, height, weight, wingspan, videos, audio, and related dates or descriptions.
• Imported information: records contained in season, tournament, or game files you choose to import. Source files may include information about multiple players.
• Organization and public-page information: team names, seasons, logos, hero images, colors, resources, page content, prompts, and public athlete selections.
• Subscription information: plan, entitlement, billing period, payment status, credits, subscription identifiers, and transaction status. Payment providers process full card or bank details; ProspectHQ does not intentionally store complete payment-card numbers.
• Technical and usage information: IP address, device and browser details, timestamps, request logs, security events, session cookies, referring pages, and feature interactions.
• Private messaging and safety information: authorized conversation participants, message text, read status, automated safety classifications, messages held for review, reports, blocks, moderation decisions, and the identifiers and timestamps needed to investigate misuse.
• Support and AI-feature content: messages, prompts, feedback, and the information supplied or selected when requesting AI-generated content, coaching, transcription, or speech.

3. Sources

We receive information directly from account holders, parents, guardians, athletes using authorized accounts, coaches, organization administrators, uploaded files, linked team resources, and service providers supporting authentication, billing, hosting, storage, security, AI, transcription, or speech. We also collect limited technical information automatically when the service is used.

ProspectHQ does not request or store passwords for third-party statistics services. Users choose which supported files or widgets to provide.

4. How we use information

• Provide, personalize, secure, and troubleshoot accounts, athlete records, imports, videos, organization pages, and public profiles.
• Calculate trends, summarize development, and generate requested AI-assisted output.
• Authenticate users, enforce roles, manage subscriptions, prevent fraud, and maintain audit records.
• Deliver authorized coach-family messages, prevent player-to-player messaging, screen for prohibited content, hold potentially unsafe messages for review, process reports and blocks, and investigate youth-safety concerns.
• Respond to support, privacy, safety, and legal requests.
• Monitor reliability, measure feature performance, and improve the service using aggregated or appropriately deidentified information where practical.
• Comply with law, enforce agreements, protect athletes and users, and establish or defend legal claims.

We do not use youth athlete information for targeted advertising, and we do not sell personal information or user-uploaded content to third parties. Service providers may process limited information on our behalf only to provide requested or operational functions. If our practices materially change, we will update this policy and obtain consent where required.

5. How information is disclosed

• Within an organization: according to assigned roles, team assignments, player links, and administrator settings.
• Within private messaging: to currently authorized participants in the applicable athlete-and-team conversation and to organization administrators or ProspectHQ personnel when reasonably necessary for moderation, safety, security, legal compliance, or support.
• To the public: when an authorized user marks a profile, program page, module, statistic, image, or video public.
• To service providers: vendors supporting authentication and billing, hosting and databases, object storage, email delivery, security, AI generation, transcription, speech, and customer support, subject to appropriate restrictions.
• At your direction: when you embed a third-party widget, follow an external link, invite another user, or otherwise ask us to share information.
• For legal and safety reasons: when reasonably necessary to comply with law, respond to lawful process, protect a child, investigate abuse or fraud, enforce agreements, or protect rights and safety.
• Business changes: as part of a merger, financing, acquisition, restructuring, or sale, subject to confidentiality and applicable notice requirements.

6. Service providers and third-party tools

ProspectHQ uses service providers that may include Clerk for identity and billing, Railway and compatible infrastructure for application hosting, databases, and storage, OpenAI for requested AI features, and ElevenLabs for requested speech output. Providers process information under their own agreements and privacy terms. We aim to send only the information reasonably needed for the requested function.

When an authorized user requests AI analysis or another AI-assisted feature, the selected prompt and relevant athlete, performance, media, or page information may be sent to an AI service provider to generate the requested result. This service-provider processing is not a sale of the information.

Private coach-family message text is not sent to an AI model for coaching analysis and is not included in analytics, notification previews, or general-purpose application logs. Local rules screen every message first. Unfamiliar wording and ambiguous or potentially unsafe content may be sent to a contracted AI moderation service. We do not add sender or recipient identity, athlete profile, team information, or organization metadata to that request. The message text itself may contain personal details entered by its author.

An AI moderation result may cause a message to be blocked or held for an organization owner or administrator to review. AI moderation does not suspend accounts or make final disciplinary decisions. Authorized human reviewers remain responsible for consequential enforcement decisions and may review reported or held content for safety and policy enforcement.

Embedded or linked third-party services operate independently and may collect information under their own policies when their widgets or sites load. ProspectHQ is not responsible for third-party privacy practices.

7. Public profiles

Public profile information is available without signing in and may be indexed by search engines or shared on social media. Authorized users can switch supported profiles and modules between public, team-only, and private access. Removing public access does not remove copies already made by other people or services.

8. Children and youth athletes

Children under 13 may not create an independent ProspectHQ account or directly purchase the service. A parent, legal guardian, or appropriately authorized organization must manage the profile, control disclosure, and authorize any youth login. We require guardian authorization before an athlete invitation is issued through supported youth-access flows.

A verified parent or guardian may ask to review, correct, export, restrict, or delete a child's personal information and may withdraw permission for future collection, subject to identity and authority verification and legal exceptions. If you believe a child provided information without appropriate permission, contact us promptly.

For private messaging, a minor athlete or an athlete without a confirmed adult birthdate must have an active guardian relationship, and athlete participation requires recorded guardian authorization. Athlete accounts cannot discover or message other athletes.

9. Retention and deletion

We retain personal information only as reasonably necessary to provide the service, maintain security and auditability, comply with legal obligations, resolve disputes, and enforce agreements. Retention varies by information type and account status. Organization administrators may archive player profiles; cancellation alone does not automatically delete records.

Supported statistics source files are parsed to create the requested records and are not intentionally retained after processing. Stored profile images and videos remain until removed through the service, the associated record is deleted, or a valid deletion request is completed. Residual copies may remain temporarily in routine backups, security logs, or caches and expire under normal schedules.

Closing a private conversation or hiding a reported message does not immediately erase its underlying record. We may retain limited messaging, report, block, and moderation records as reasonably necessary to protect users, investigate safety concerns, maintain auditability, comply with law, or resolve a valid deletion request.

10. Security

We use administrative, technical, and organizational safeguards designed to protect personal information, including authenticated access, role-based authorization, tenant isolation, encryption in transit, restricted server-side credentials, and logging. No system is completely secure. Account holders must use strong authentication, limit invitations, review public settings, and report suspected compromise.

11. Your choices and privacy rights

Depending on your relationship to an athlete and applicable law, you may request access, correction, deletion, portability, restriction, or information about processing. You may also withdraw consent where processing relies on consent and appeal a denied privacy request. We may verify identity, guardianship, organization authority, and the scope of a request before acting.

You can manage many details and visibility settings from the applicable account or organization workspace. For other requests, contact us using the information below. We will not discriminate against a person for exercising an applicable privacy right.

ProspectHQ does not currently sell personal information or share it for cross-context behavioral advertising. If that changes, we will provide any legally required opt-out method and honor qualifying preference signals.

12. Cookies and similar technology

We and our authentication and security providers use cookies or similar technology needed to keep users signed in, remember organization context, prevent abuse, and operate the service. We may use limited first-party measurement to understand reliability and feature usage. We do not use youth athlete profile data to build advertising profiles.

13. U.S. processing and international users

ProspectHQ is operated in the United States. Information may be processed in the United States and other locations where service providers operate. Those locations may have different privacy laws. Where required, we use appropriate contractual or legal safeguards.

14. Changes to this policy

We may update this policy as the service, providers, or law changes. We will post the new effective date and provide additional notice or seek consent when required.

15. Contact and requests

Describe the request, identify the relevant account or organization, and explain your relationship to the athlete. Do not email sensitive documents unless we request them through an approved secure method.