Privacy Policy

Last updated: January 24, 2026

Introduction

Sound Mind Sound Body, LLC ("SMSB Recruits," "we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our recruiting platform and mobile application for college football recruiting.

Information We Collect

Information You Provide

We collect information that you voluntarily provide to us, including:

  • Account Information: Name, email address, phone number, organization affiliation, and job title
  • Organization Information: College/university name, program details, coaching staff information
  • Prospect Data: Athlete names, contact information, high school/college information, academic data, family details, and recruiting notes you add to the platform
  • Performance Data: Athletic performance metrics from SMSB camps and events, including verified measurements (40-yard dash, shuttle times, vertical jump, bench press, etc.)
  • Recruiting Information: College offer tracking, recruiting board organization, transfer portal notes, and communication logs
  • Payment Information: Billing details processed securely through our third-party payment processor (Stripe)

Camp-Verified Performance Data

SMSB Recruits includes athletic performance data verified at Sound Mind Sound Body camps and showcase events. This data is measured by trained officials using standardized equipment and procedures. Camp data is collected separately from our platform and integrated to provide verified prospect information.

Information Collected Automatically

When you use our services, we may automatically collect:

  • Device Information: IP address, browser type, operating system, device identifiers
  • Usage Data: Pages visited, features used, search queries, time spent, click patterns
  • Analytics Data: Performance metrics, error logs, and usage patterns to improve our services
  • Location Data: General location information from your IP address (not precise GPS location)

How We Use Your Information

We use the information we collect to:

  • Provide, maintain, and improve our recruiting platform services
  • Process your account registration and manage your organization's subscription
  • Provide access to camp-verified prospect performance data
  • Enable recruiting board creation, offer tracking, and transfer portal monitoring
  • Facilitate team collaboration within your organization
  • Process payments and manage billing
  • Send you technical notices, updates, security alerts, and support messages
  • Respond to your comments, questions, and customer service requests
  • Analyze usage patterns and trends to improve platform functionality and user experience
  • Detect, prevent, and address technical issues, fraud, and security concerns
  • Comply with legal obligations and enforce our Terms of Service

Information Sharing and Disclosure

We do not sell your personal information to third parties. We may share your information in the following circumstances:

  • Within Your Organization: Other coaches and staff members in your organization can access prospect data, recruiting boards, and notes you add to shared resources
  • Camp Data Sharing: Verified performance data from SMSB camps is accessible to all platform users to provide reliable, third-party verified measurements
  • Service Providers: Third-party vendors who perform services on our behalf, including:
    • Cloud hosting and storage (Supabase, Vercel)
    • Payment processing (Stripe)
    • Analytics and performance monitoring (PostHog, Vercel Analytics)
    • Email and communication services
  • Legal Compliance: When required by law, court order, or government request, or to protect our rights, property, and safety
  • Business Transfers: In connection with a merger, acquisition, or sale of assets, with notice to affected users
  • With Your Consent: When you explicitly agree to share information for a specific purpose

Data Security

We implement appropriate technical and organizational measures to protect your information, including:

  • Encryption: All data is encrypted in transit (TLS/SSL) and at rest
  • Access Controls: Role-based access controls and authentication requirements
  • Secure Infrastructure: Industry-standard cloud hosting with SOC 2 compliance
  • Regular Security Assessments: Ongoing monitoring and security testing
  • Secure Backups: Regular encrypted backups with disaster recovery procedures
  • Staff Training: Security awareness training for all team members

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.

Data Retention

We retain your information for as long as your account is active or as needed to provide services. Specifically:

  • Account Data: Retained while your account is active and for a reasonable period after account closure for legal compliance
  • Prospect Data: Retained as long as your organization maintains an active subscription
  • Camp-Verified Data: Performance data from SMSB camps remains in the platform to maintain historical records and data integrity
  • Transaction Records: Payment and billing records retained for 7 years for tax and legal compliance

You may request deletion of your data by contacting us at privacy@smsbrecruits.com. Note that some data may be retained to comply with legal obligations or resolve disputes.

Your Rights and Choices

You have the right to:

  • Access: Request a copy of the personal information we hold about you
  • Correction: Request correction of inaccurate or incomplete information
  • Deletion: Request deletion of your personal information (subject to legal retention requirements)
  • Data Portability: Request your data in a portable, machine-readable format
  • Opt-Out: Unsubscribe from marketing communications (service-related communications may continue)
  • Restrict Processing: Request limitation of how we use your information

To exercise these rights, contact us at privacy@smsbrecruits.com. We will respond within 30 days.

Children's Privacy

SMSB Recruits is designed for use by college coaches and recruiting professionals, not by children under 13. We do not knowingly collect personal information from children under 13. The platform may contain information about high school athletes (who may be under 18), but this information is entered by coaches and recruiting professionals for legitimate recruiting purposes in compliance with NCAA and institutional rules.

If you believe we have collected information from a child under 13, please contact us immediately at privacy@smsbrecruits.com.

NCAA and Recruiting Compliance

Important: Users are solely responsible for ensuring their use of SMSB Recruits complies with all applicable NCAA rules and regulations, conference rules, and institutional policies regarding recruiting communications, contact periods, evaluation periods, and data collection.

We do not provide legal advice or guarantee NCAA compliance. Consult with your institution's compliance office before using prospect information for recruiting purposes.

Athlete Privacy and Consent

Users who enter prospect information into SMSB Recruits represent and warrant that they have obtained any necessary permissions and comply with applicable privacy laws (including FERPA for student information). Users are responsible for:

  • Obtaining appropriate consent before collecting or sharing athlete information
  • Complying with privacy laws applicable to student and minor information
  • Using prospect information only for legitimate recruiting purposes
  • Not sharing confidential information without proper authorization

California Privacy Rights (CCPA)

California residents have additional rights under the California Consumer Privacy Act (CCPA):

  • Right to know what personal information is collected, used, and shared
  • Right to know if personal information is sold or disclosed (we do not sell data)
  • Right to opt-out of the sale of personal information (not applicable as we don't sell data)
  • Right to request deletion of personal information
  • Right to non-discrimination for exercising CCPA rights

To exercise these rights, contact us at privacy@smsbrecruits.com with "California Privacy Rights" in the subject line. We will verify your identity before processing requests.

European Privacy Rights (GDPR)

If you are located in the European Economic Area (EEA) or United Kingdom, you have additional rights under the General Data Protection Regulation (GDPR):

  • Right to access your personal data
  • Right to rectification of inaccurate data
  • Right to erasure ("right to be forgotten")
  • Right to restrict processing
  • Right to data portability
  • Right to object to processing
  • Right to withdraw consent

Our legal basis for processing your data includes: contract performance (to provide services), legitimate interests (platform improvement, security), and consent (where applicable). Contact privacy@smsbrecruits.com to exercise your rights.

International Data Transfers

If you are accessing SMSB Recruits from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States where our servers and service providers are located. The United States may have different data protection laws than your country.

By using our services, you consent to this transfer and processing of your information.

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to:

  • Maintain your logged-in session
  • Remember your preferences and settings
  • Analyze platform usage and performance
  • Improve user experience

You can control cookies through your browser settings. Note that disabling cookies may affect platform functionality.

Third-Party Services

Our platform integrates with third-party services that have their own privacy policies:

We are not responsible for the privacy practices of third-party services.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of material changes by:

  • Posting the new Privacy Policy on this page with an updated "Last updated" date
  • Sending an email notification to your registered email address
  • Displaying an in-app notification when you next log in

Your continued use of SMSB Recruits after changes become effective constitutes acceptance of the updated Privacy Policy.

Contact Us

If you have questions about this Privacy Policy or our privacy practices, contact us:

  • Email: privacy@smsbrecruits.com
  • Support: support@smsbrecruits.com
  • Mail: Sound Mind Sound Body, LLC [Address to be added]

Data Protection Officer

If you have concerns about our data protection practices, you may contact our Data Protection Officer at privacy@smsbrecruits.com.

By using SMSB Recruits, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy.