1. Introduction

Welcome to Coaches Binder ("we," "our," or "us"), operated by IQ Recruiting LLC. We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our recruiting platform designed for small to medium sized colleges/universities.

By using our service, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our service.

2. Information We Collect

2.1 Information You Provide

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

• Account Information: Name, email address, phone number, institution affiliation, and sport
• Recruit Information: Names, contact details, academic information, athletic statistics, photos, and other recruiting-related data that you input into the platform
• Communication Data: Notes, emails, call logs, meeting records, and other communication history
• Payment Information: Billing details processed through secure third-party payment processors (we do not store full credit card numbers)
• Support Communications: Information you provide when contacting our support team

2.2 Automatically Collected Information

When you use our service, we automatically collect certain information, including:

• Usage Data: Pages visited, features used, time spent, and interaction patterns
• Device Information: IP address, browser type, operating system, device identifiers
• Log Data: Access times, error logs, and system performance data
• Cookies and Tracking: Information collected through cookies, web beacons, and similar technologies (see our Cookie Policy for details)

3. How We Use Your Information

We use the collected information for the following purposes:

• To provide, maintain, and improve our recruiting platform services
• To process your registration, manage your account, and authenticate your identity
• To enable team collaboration and sharing of recruit information among authorized coaches
• To provide customer support and respond to your inquiries
• To send administrative information, updates, and service-related communications
• To process payments and manage subscriptions
• To detect, prevent, and address technical issues, fraud, or security threats
• To analyze usage patterns and improve our platform's functionality
• To comply with legal obligations and enforce our Terms of Service
• To protect the rights, property, or safety of our users, our company, or others

4. Information Sharing and Disclosure

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

4.1 Within Your Institution

Recruit information and communication data may be shared with other authorized coaches within your institution who have access to the same team(s).

4.2 Service Providers

We may share information with third-party service providers who perform services on our behalf, including:

• Cloud hosting and data storage providers (Supabase)
• Payment processors
• Email service providers
• Analytics and monitoring services
• AI service providers (for features like email analysis and photo extraction)

These service providers are contractually obligated to protect your information and use it only for the purposes we specify.

4.3 Legal Requirements

We may disclose your information if required by law, court order, or governmental authority, or if we believe disclosure is necessary to:

• Comply with legal obligations
• Protect and defend our rights or property
• Prevent or investigate possible wrongdoing
• Protect the personal safety of users or the public

4.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

5. Data Security

We implement industry-standard security measures to protect your information, including:

• Encryption of data in transit (SSL/TLS) and at rest
• Secure authentication and access controls
• Regular security assessments and updates
• Role-based access controls to limit data access to authorized personnel
• FERPA-compliant data handling practices

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.

6. FERPA Compliance

We understand that educational institutions must comply with the Family Educational Rights and Privacy Act (FERPA). We are committed to:

• Maintaining the confidentiality of student/recruit records
• Implementing appropriate security measures to protect educational records
• Limiting access to authorized personnel only
• Providing tools for institutions to manage access and comply with FERPA requirements

Institutions are responsible for ensuring their use of our platform complies with FERPA and other applicable laws.

7. Your Rights and Choices

You have the following rights regarding your personal information:

• Access: Request access to your personal information
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your account and associated data (subject to legal retention requirements)
• Data Portability: Request a copy of your data in a portable format
• Opt-Out: Opt out of certain communications (marketing emails, etc.)
• Account Settings: Update your account information and preferences through your account settings

To exercise these rights, please contact us at the information provided in the "Contact Us" section below.

8. Data Retention

We retain your personal information for as long as necessary to provide our services and fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When you delete your account, we will delete or anonymize your personal information, except where we are required to retain it for legal, regulatory, or legitimate business purposes.

9. Children's Privacy

Our platform is designed for use by coaches and educational institutions. While recruit information may include data about minors, this data is collected and processed by authorized educational personnel in compliance with FERPA and other applicable laws. We do not knowingly collect personal information directly from children under 13 without appropriate parental consent and institutional authorization.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from those in your country. We take appropriate safeguards to ensure your information receives adequate protection in accordance with this Privacy Policy.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. We encourage you to review this Privacy Policy periodically for any changes.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at: