Terms & Conditions

1. Acceptance and authority

By creating an account, joining an organization, purchasing a subscription, or using ProspectHQ, you agree to these Terms & Conditions and the policies linked from them. If you use ProspectHQ for a team, club, school, business, or other organization, you represent that you are authorized to accept these terms for that organization.

If you do not agree, do not use the service. Organization administrators are responsible for ensuring that their coaches, staff, parents, guardians, and invited athletes understand the rules that apply to their use.

2. Youth athletes and guardian responsibility

ProspectHQ is designed to be purchased and administered by adults and authorized organizations. A child under 13 may not independently create an account, purchase a subscription, or submit personal information. Youth access must be created through an authorized invitation and supervised by a parent, legal guardian, or organization with appropriate permission.

The adult or organization creating or managing a youth profile represents that it has all permissions and consents required to collect, upload, use, display, and share that athlete's information, images, videos, statistics, measurements, and other content. A public youth profile should be enabled only after considering the athlete's safety and privacy.

3. Accounts, organizations, and access

You must provide accurate account information, protect your sign-in credentials, and promptly report suspected unauthorized access. You are responsible for activity performed through your account unless prohibited by law.

Organization owners and administrators control member roles, player assignments, page visibility, and access to organization data. Organization members receive only the permissions assigned to them. ProspectHQ may suspend access when we reasonably believe an account is compromised, unlawful, unsafe, or materially violates these terms.

4. Subscriptions, billing, and cancellation

Paid features require an active subscription or another written entitlement. Prices, billing periods, player limits, included features, taxes, trials, credits, and renewal terms are shown during checkout and may vary by plan. Subscriptions renew automatically until canceled unless checkout states otherwise.

Eligible new customers may receive a cardless free trial for the duration shown with the selected plan. A cardless trial does not automatically convert to a paid subscription; you must add a payment method and choose a plan to continue paid access. You may cancel anytime through the billing controls in your account or organization workspace. Cancellation normally takes effect at the end of the current trial or paid billing period. Fees already paid are nonrefundable except where required by law or expressly stated at checkout. When a trial or paid period ends, or payment becomes past due, AI and editing features are disabled and the account becomes read-only. We retain existing athlete records rather than automatically deleting them solely because a subscription ends.

5. Your content and permissions

You retain ownership of content you or your organization submits, including athlete information, statistics, notes, branding, photographs, video, audio, documents, prompts, and page copy. You grant ProspectHQ a limited, worldwide, nonexclusive license to host, store, reproduce, process, adapt for technical formatting, and display that content only as needed to operate, secure, support, and improve the service and to follow your visibility settings.

You choose what information and files to enter, import, or upload to ProspectHQ and do so voluntarily, at your own direction, and at your own discretion. ProspectHQ does not require you to upload any particular athlete record, statistic, measurement, image, video, or third-party export. You are responsible for reviewing content before upload and for deciding whether it is appropriate to store or share through the service.

You represent that you have the rights, authority, permissions, and consents needed to collect, upload, use, analyze, and share the content, including information concerning another person or a youth athlete. You are responsible for the content's legality, accuracy, completeness, source, and visibility settings, and for maintaining any independent backup you require. ProspectHQ does not independently verify user-submitted content and is not responsible for errors, omissions, duplication, misclassification, unauthorized submission, or claims arising from content supplied by you, your organization, or another authorized user, except to the extent responsibility cannot be excluded by law.

Do not upload confidential medical records, government identifiers, financial account information, or content that is unlawful, exploitative, infringing, or unrelated to legitimate athlete development.

6. Public profiles and recruiting use

Content marked public can be viewed, linked, copied, indexed, cached, or captured by others. Changing a profile to private removes future access through ProspectHQ's public interface, but cannot guarantee removal of copies, screenshots, search caches, or information previously shared by third parties.

ProspectHQ is a development and presentation tool, not a recruiting agency, talent evaluator, credentialing body, or guarantee of selection, scholarship, admission, playing time, or professional opportunity. Users should independently verify statistics and claims before relying on them.

7. AI-assisted features and coaching information

When an authorized user requests an AI-assisted feature, ProspectHQ may send the prompt and the portions of uploaded or stored content reasonably needed to fulfill that request to contracted AI service providers for processing. You authorize this processing when you use the feature. ProspectHQ does not sell uploaded content or personal information to AI providers or other third parties. AI providers act as service providers and process information under their applicable agreements and privacy terms.

Private messaging uses local rules to screen every message before delivery. If those rules identify ambiguous or potentially unsafe content, ProspectHQ may send only the message text—without account identity, athlete-profile, team, or organization metadata—to a contracted AI moderation service. A potentially unsafe message may be blocked or held until an organization owner or administrator reviews it.

AI moderation is a safety-triage aid. It cannot suspend an account or make a final disciplinary decision. Organization owners, administrators, or authorized ProspectHQ personnel make consequential enforcement decisions and may consider reports, context, and applicable safety rules.

AI-generated coaching, summaries, page designs, recommendations, and other outputs may be incomplete, inaccurate, or inappropriate for a particular athlete. AI output is informational and must be reviewed by a qualified adult coach, parent, guardian, or professional before use.

ProspectHQ does not provide medical diagnosis, treatment, physical therapy, legal advice, professional scouting advice, or an emergency response service. Stop any exercise that causes pain or concerning symptoms and consult an appropriate licensed professional. Never use AI output as the sole basis for a health, safety, eligibility, disciplinary, educational, or recruiting decision. If someone may be in immediate danger, contact local emergency services and alert a responsible adult rather than relying on messaging or automated moderation.

8. Imports and third-party services

ProspectHQ may link to, embed, or process exports from third-party statistics, performance, identity, payment, storage, AI, or speech services. Those services are governed by their own terms and privacy practices. You must use third-party data only as permitted by the applicable provider and law.

ProspectHQ is not affiliated with or endorsed by third-party product providers unless expressly stated. We do not guarantee that a third-party integration, link, widget, file format, or service will remain available.

9. Acceptable use

You may not use ProspectHQ to harm or exploit a minor; impersonate another person; harass or discriminate; publish private information without authority; upload malware; bypass access, billing, or security controls; scrape protected content or credentials; interfere with the service; reverse engineer restricted portions; infringe intellectual property; create misleading athlete records; or violate law, league rules, school rules, or another service's terms.

Private messaging may be used only for authorized coach-family communication connected to an athlete, team, and organization. Player-to-player messaging, grooming, bullying, unwanted contact, and requests to move youth conversations to private off-platform channels are prohibited. Messaging is also governed by the Community Guidelines, which explain youth-safety expectations and how to report or block a participant.

Automated access is permitted only through an interface or written authorization ProspectHQ provides. We may remove content or restrict access when reasonably necessary to protect athletes, users, the service, or third parties.

10. Service availability and changes

We may add, remove, or change features, limits, integrations, or technical requirements. We aim to provide a reliable service but do not promise uninterrupted or error-free operation. Planned maintenance, provider outages, security events, or circumstances outside our control may affect availability.

11. ProspectHQ intellectual property

ProspectHQ and its software, interface, designs, documentation, trademarks, and original content are owned by ProspectHQ or its licensors and are protected by applicable law. Except for the limited right to use the service under these terms, no rights are transferred to you.

Feedback may be used without restriction or compensation, provided we do not publicly identify you as its source without permission.

12. Disclaimers

To the fullest extent permitted by law, ProspectHQ is provided “as is” and “as available.” We disclaim implied warranties of merchantability, fitness for a particular purpose, title, noninfringement, accuracy, and results. Nothing in these terms excludes a warranty or right that cannot legally be excluded.

13. Limitation of liability

To the fullest extent permitted by law, ProspectHQ and its operators, affiliates, licensors, and service providers will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, lost opportunities, lost data, lost revenue, reputational harm, or personal injury arising from user-directed uploads, imports, publication or sharing choices, inaccurate or unauthorized user content, reliance on user content, or AI output. You assume responsibility for deciding what data to submit and how to use or share it. Our aggregate liability arising from the service will not exceed the amount paid for the affected service during the 12 months before the event giving rise to the claim.

These limits do not apply where prohibited by law or to liability that cannot legally be limited.

14. Termination and data access

You may stop using ProspectHQ at any time. We may suspend or terminate access for material breach, nonpayment, unlawful conduct, athlete-safety risk, or security risk. Depending on account status and legal requirements, we may provide a reasonable opportunity to retrieve or request deletion of account data. Public and private data handling after termination is described in the Privacy Policy.

15. Governing law and disputes

These terms are governed by the laws of the State of Washington, without regard to conflict-of-law rules, except where another jurisdiction's mandatory consumer law applies. Before filing a formal claim, each party agrees to make a good-faith effort to resolve the dispute by written notice. Courts with lawful jurisdiction may hear unresolved disputes. Nothing here limits a consumer's right to contact a regulator or bring a claim where the law permits.

16. Changes and contact

We may update these terms as the service or law changes. We will post the revised date and provide additional notice when required. Continued use after an update takes effect constitutes acceptance where permitted by law.