Privacy Policy for The Athlete HQ
Last Updated: October 2025
Welcome to The Athlete HQ, a student-athlete recruiting support platform owned and operated by The Athlete HQ.
We are committed to protecting your personal information and maintaining your trust.
This Privacy Policy explains, in clear and complete detail, what data we collect, why we collect it, how we use it, and the rights you have regarding your personal data.
By using our website https://theathletehq.com, subscribing to our recruiting programs, or submitting any information to us, you agree to the practices described in this Privacy Policy.
1. About The Athlete HQ
The Athlete HQ is a digital recruiting support platform that helps student-athletes connect with college coaches through structured outreach, education, and technology.
Our services include;
Recruiting education and guidance for athletes and parents,
Email templates, automated communication, and recruiting campaigns,
Profile management and data tools to help match athletes with schools, and
Optional outreach services where athlete information is shared with verified college coaches.
Our contact email is: [email protected]
2. Information We Collect
We only collect the information that is necessary to provide recruiting support and communication between student-athletes, parents, and our platform. This includes information provided directly by you and some information collected automatically when you visit our site.
A. Information You Provide to Us
When you register, sign up, purchase a plan, or interact with our platform, you may provide:
Personal Details: name, email, phone number, address, graduation year, and date of birth.
Athlete Information: sports played, position, statistics, highlight video links (HUDL, YouTube, etc.), school name, GPA, academic performance, and athletic achievements.
Parent/Guardian Details: name, phone, and email address for communication and consent purposes.
Academic and Recruiting Documents: transcripts, test scores, or highlight videos uploaded through our platform.
Consent Information: parent or athlete authorization to share recruiting data with college coaches (with timestamp, name, and form source).
Payment Information: billing details for subscription plans (Starter, Pro, Elite), processed through our secure third-party payment gateway.
You may also communicate with us through email or contact forms, in which case we collect any information you choose to include.
B. Information Collected Automatically
When you visit our website, we may automatically collect:
Your IP address and general geographic location,
Device information (browser, operating system, screen size),
Pages you view and the time spent on each page,
Referral source (how you found us), and
Cookie data used for analytics and functionality.
We use this data only to improve the website experience and system performance. This information does not identify you personally unless combined with other data you voluntarily provide.
3. Purpose of Data Collection
We collect and process your data for the following legitimate purposes:
Account Creation and Management: To register you as a user, create your recruiting profile, and manage your subscription.
Recruiting Support and Communication: To send recruiting education emails, updates, and performance tips throughout your journey.
Athlete–Coach Connection: To allow The Athlete HQ to share athlete information (with consent) with verified college coaches to assist in recruiting.
Customer Support: To respond to inquiries, provide troubleshooting help, and ensure smooth service delivery.
Payment Processing: To handle subscription fees securely through trusted payment partners.
Platform Improvement: To analyze trends, monitor performance, and improve our features and services.
Legal and Safety Requirements: To comply with applicable laws, enforce our Terms of Service, and prevent misuse or fraud.
4. Sharing Your Information
The Athlete HQ will never sell, rent, or trade your personal data to third parties. We only share data under the following limited circumstances:
A. With College Coaches (With Consent)
If you, or your parent/guardian, check the “Coach Sharing Consent” box during signup, we may share your athlete profile with college coaches. This shared data is limited to:
Name, graduation year, sport, GPA, test scores, highlight links, and school name.
We will never share parent or guardian contact details, addresses, or payment information with coaches.
B. With Service Providers
We may share necessary information with trusted third-party service providers that help us operate. They are contractually bound to keep your information secure and use it only for our authorized purposes.
C. For Legal Reasons
We may disclose information if required by law, legal request, or court order, or to protect our rights, safety, or property.
5. Data Storage, Retention, and Security
All personal data is stored securely within GoHighLevel CRM and other encrypted systems. We use industry-standard security measures including:
SSL encryption for data transfer,
Restricted user roles and password-protected access,
Secure cloud storage for file uploads (transcripts, documents), and
Regular security monitoring and backups.
Your data will be retained as long as your account remains active. When a recruiting cycle ends or you request deletion, your data will be archived or permanently deleted in accordance with our retention policy.
6. Your Rights and Choices
You have full control over your personal information. At any time, you may:
Access: Request a copy of the data we hold about you.
Update: Correct inaccurate or outdated details.
Withdraw Consent: Revoke your coach-sharing permission.
Delete: Request permanent deletion of your profile and records.
To exercise these rights, email [email protected] with your name and account email. We may verify your identity before fulfilling your request to protect your privacy.
7. Parent and Guardian Consent
For users under the age of 18, a parent or legal guardian must complete the consent section during signup. We comply with the Children’s Online Privacy Protection Act (COPPA) and ensure no personally identifiable information from minors is shared publicly or with third parties without verified consent.
8. Cookies and Tracking Technologies
Our website uses cookies to improve your experience and site performance. Cookies are small files stored on your device that help us:
Keep you logged in,
Remember your preferences, and
Analyze traffic through Google Analytics or similar tools.
You may choose to disable cookies through your browser settings. Disabling cookies may limit some website functionality but won’t affect core recruiting services.
9. Payment Security
All payments are processed through secure third-party providers. The Athlete HQ does not store or have access to your credit card or banking details. Our payment partners use SSL encryption and comply with PCI-DSS security standards.
10. Data from Uploaded Files (Transcripts and Videos)
When you upload documents such as transcripts, highlight videos, or images:
They are stored securely and linked to your account.
Access is restricted to authorized staff.
These files are used only for recruiting evaluation purposes.
They are never shared with external parties without consent.
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