Privacy Policy

1. Who we are

The Service is operated by Scout Pilot, LLC. Scout Pilot is a recruiting operating system for student athletes and families, including profile tools, school/coach research, communications support, calendar/camp features, analytics, and AI-assisted guidance.

Contact for privacy questions: privacy@myscoutpilot.com.

2. Information we collect

We may collect the following categories of information:

• Account information: name, email address, password (stored securely by our auth provider), role (for example athlete, parent, or admin), and subscription/plan details.
• Athlete profile information: sport, team gender, graduation year, school/club, positions, physical attributes, academics (such as GPA or test scores), contact details, personal story, goals, media links, and related recruiting profile content you provide.
• Recruiting activity data: schools and coaches you track, communications notes, camps/events, journal entries, and research content you view or save.
• Connected email data (optional): if you connect Gmail, Outlook, or Apple Mail, we receive credentials needed to read recruiting-related messages and may access mailbox content needed to detect coach emails and camp invites, consistent with the permissions you grant.
• Payment information: billing is processed by Stripe. We receive subscription status and related transaction metadata; we do not store full card numbers on our servers.
• Usage and device data: log data, approximate location derived from IP, browser/device type, and product analytics (including Vercel Analytics) to operate and improve the Service.
• Support communications: messages you send us about the Service.

3. How we use information

• Provide, secure, and maintain your account and the Service
• Personalize recruiting tools, emails, recommendations, and AI features using your own profile and activity
• Process subscriptions and prevent fraud or abuse
• Sync connected email (when enabled) to surface coach replies and camp invites
• Communicate service notices, onboarding help, and support responses
• Improve product performance, reliability, and features
• Comply with law and enforce our terms and policies

AI features (such as email drafts, assistant replies, summaries, and school research) are generated using prompts that include information from the signed-in user’s account and content you provide. We design these flows so one user’s athlete profile is not used to generate content for another user.

4. How we share information

We do not sell your personal information. We share information only as needed to operate the Service, including with:

• Infrastructure & database: Supabase (authentication and data storage)
• Hosting & analytics: Vercel
• Payments: Stripe
• AI processing: OpenAI (to generate requested outputs from your prompts/context)
• Email providers you connect: Google and/or Microsoft, under their OAuth permissions
• Professional advisors / legal authorities when required by law or to protect rights and safety
• Business transfers: if Scout Pilot, LLC is involved in a merger, acquisition, or asset sale, information may transfer as part of that transaction

Service providers are authorized to process information only to perform services for us and must protect it appropriately.

5. Connected email accounts

Connecting Gmail, Outlook, or Apple Mail is optional. If you connect an account, we request only the scopes needed for the features you use (for example, read access to scan for coach communications and camp invites). You can disconnect at any time in the product. Disconnecting stops future access; previously imported items may remain in your Scout Pilot workspace until you delete them or your account.

Use of information received from Google APIs will comply with the Google API Services User Data Policy, including the Limited Use requirements.

6. Children and student athletes

Scout Pilot is intended for student athletes and families managing college recruiting. If you are under 13 (or under the digital consent age in your location), you may use the Service only with involvement of a parent or legal guardian as required by applicable law. Parents/guardians who create or manage an account for a minor are responsible for the information submitted.

If you believe we collected information from a child in violation of law, contact us at privacy@myscoutpilot.com and we will take appropriate steps.

7. Data retention

We retain account and recruiting data while your account is active and as needed to provide the Service, resolve disputes, enforce agreements, and meet legal obligations. You may request deletion of your account/data as described below. Some records (for example billing records) may be retained longer when required.

8. Security

We use administrative, technical, and organizational safeguards designed to protect personal information, including encrypted transport (HTTPS), access controls, and storage with reputable cloud providers. No method of transmission or storage is 100% secure.

9. Your choices and rights

• Update profile and account details in the Service
• Disconnect email providers
• Cancel a subscription through Stripe customer portal flows where available
• Request access, correction, or deletion of personal information by emailing privacy@myscoutpilot.com

Depending on where you live (for example certain U.S. states or the EEA/UK), you may have additional rights such as portability or restriction of processing. We will respond to verified requests as required by applicable law.

10. International users

The Service is operated from the United States. If you access it from another country, your information may be processed in the U.S. or other locations where our providers operate.

11. Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated version on this page and revise the effective date. Continued use of the Service after changes become effective means you acknowledge the updated policy.

12. Contact

Scout Pilot, LLC
Attn: Privacy
Email: privacy@myscoutpilot.com
Website: myscoutpilot.com

This page is provided to explain our privacy practices for Scout Pilot. It is not legal advice. For formal compliance review, consult your counsel.