Last updated July 15, 2026
RecruitMax is operated by Optivara LLC ("RecruitMax," "we," "us," or "our"). This policy describes what personal information we collect, why we collect it, who we share it with, and what choices you have.
This policy applies to our website at https://www.recruit-max.com, our Chrome extension, and any related services (together, the "Services").
If you disagree with this policy, please do not use the Services. Questions go to info@recruit-max.com.
Account information. RecruitMax uses Google Sign-In. When you register, we receive your name, email address, and Google account identifier from Google — we do not create or store a password for your account, and we never see your Google password.
We use what Google gives us only for the purposes described in this policy. We do not control, and are not responsible for, how Google itself collects or uses your information. We recommend reviewing Google's privacy policy and your Google account privacy settings.
Connecting Gmail is optional. If you choose to connect it, we ask Google for two permissions:
Read your email — so we can find messages between you and college coaches, show those conversations in your inbox, and summarize them for you. We only surface threads involving coaches you track.
Send email on your behalf — so you can reply to a coach, or start a new conversation, without leaving RecruitMax. We only send messages you write and choose to send.
RecruitMax's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
Concretely, that means we do not sell your Gmail data, do not use it for advertising, and do not use it to train generalized artificial-intelligence or machine-learning models. We share email content with our AI provider only to generate the summaries and drafts you ask for; that provider operates under a data processing addendum and does not train its models on your content (see §4). Everything we store is encrypted at rest (see §10).
Nobody at RecruitMax reads your email as a matter of course. Access is limited to the narrow cases Google's policy allows: with your explicit permission — for example when you ask our support team to look into a problem with your inbox — for security investigations, or where the law requires it. Support access is restricted to administrators and is recorded in an audit log.
You can disconnect Gmail at any time from the connection menu on the Coach Communication page, which revokes our access at Google. You can also delete the emails we have imported from that same menu, or revoke access directly from your Google account permissions.
Athlete profile information. As you build your profile, we collect: your name, date of birth, phone number, mailing address, gender, sport, graduation date, school, GPA, SAT/ACT scores, athletic statistics and measurements (such as height and weight), and a headshot if you upload one.
Documents you upload. Player profile PDFs, academic transcripts, and SAT/ACT score reports.
Information about other people. Your profile can include contact details for parents, guardians, siblings, coaches, and references — typically their name, relationship to you, and contact information. If you upload a player profile PDF, we may extract these details from the document automatically, including their ages. If you provide someone else's information, please make sure they are comfortable with that.
Communications.If you connect your Gmail account, we access emails between you and college coaches — see "Gmail access and Google's Limited Use requirements" above, and §4 for who we share it with. If you contact support or submit a form, we collect your message and any attachments.
Payment information. Handled entirely by Stripe. We never see or store your card number — Stripe collects it directly. We receive only your subscription status and billing history.
Your IP address, browser and device characteristics, operating system, referring URLs, and pages visited with timing information.
We do not record your screen, log your keystrokes, or track your mouse movements. Session recording and autocapture are disabled in our analytics.
Some of what we collect is treated as sensitive under applicable law: student education records (transcripts, GPA, test scores), date of birth, and — because our users are largely minors — information about children. We process these to provide the Services you have asked for.
Create and manage your account, and authenticate you
Build your athlete profile and keep it current
Extract information from documents you upload, using an AI provider (see §4)
Autofill college recruiting questionnaires with your profile (see §5)
Match you with colleges and surface recruiting opportunities
Summarize and draft coach emails using AI, if you connect Gmail
Process your subscription and payments
Send you service and account emails (trial reminders, receipts, account notices)
Send marketing emails — US users are subscribed by default and can unsubscribe at any time; users outside the US must opt in
Respond to support requests
Diagnose problems, monitor performance, and improve the Services
Detect fraud and protect the Services
Comply with law
We do not sell your personal information. We do not use it for advertising. We do not serve third-party ads.
Where the GDPR or UK GDPR applies to you, we rely on:
Contract — to provide the Services you signed up for.
Consent — for marketing emails (outside the US), Gmail access, and AI features. You can withdraw consent at any time.
Legitimate interests — to secure the Services, prevent fraud, and improve the product.
Legal obligation — where the law requires it.
We do not sell, rent, or trade your personal information.
We share your data with third-party vendors, service providers, contractors, and agents who perform services for us or on our behalf and require access to that information to do the work. The categories of service providers we use are:
Cloud hosting, database, and file storage
Payment processing
Artificial intelligence and document processing
Email delivery, for both service and marketing emails
Product analytics
Customer support and internal notifications
These providers are contractually limited to using your information to perform services for us, except where noted below. All of our current providers are based in the United States.
Rather than name each vendor — which would go stale every time we change one — the sections below describe what actually happens to your information. These descriptions stay true regardless of which provider we use.
Documents you upload are transmitted to a third-party AI provider to extract their contents so we can fill in your profile. This includes player profile PDFs and SAT/ACT score reports, and everything in them — which often includes information about your parents, guardians, and siblings.
We delete the uploaded file from the AI provider's storage via their API immediately after extraction, and every upload carries a one-hour automatic expiry as a backstop in case that deletion fails. Our AI provider operates under a data processing addendum with us, does not use your information to train its models, and retains request data only for a limited period for abuse monitoring before deleting it.
If you connect Gmail, email content is also processed by our AI provider to generate summaries and drafts. That content is sent as part of the request and is not stored as a file.
When we generate a draft email for you, we replace your phone number, email address, and home address with placeholders before sending the request, and put them back afterwards.
Payment processing is handled by our payment provider, who collects your card details directly. Your card number never reaches our servers. We receive only your subscription status and billing history.
We use a product analytics provider to understand how the Services are used. You are identified to it by a pseudonymous identifier, not by your name or email address. It receives your IP address and records which features you use and when. It does not record your screen or your keystrokes.
We do not allow third parties to place tracking technology on the Services, and we do not permit anyone to track you across other websites.
When you contact us through a form or survey, your message and email address are routed to an internal team channel hosted by a third-party communications platform. Unlike our other providers, that platform is not contractually bound to process your information only on our behalf. Please do not include sensitive information in support messages.
Business transfers. We may share or transfer your information in connection with — or during negotiations of — any merger, sale of company assets, financing, or acquisition of all or part of our business. If we are acquired, we will tell you before your information becomes subject to a different privacy policy.
Legal and safety. We may disclose your information to comply with applicable law, respond to a subpoena, court order, or governmental request, enforce our legal terms, investigate suspected fraud or violations of our policies, or where we believe it necessary to protect the safety of any person.
With your consent. We may share your information for any other purpose you specifically agree to.
When you use the extension to fill out a college recruiting questionnaire, it fills that form with information from your athlete profile — which can include your name, date of birth, address, phone number, email, school, GPA, test scores, athletic statistics, and your parents' and coaches' contact details.
When you submit that form, this information goes to the college and to the recruiting platform that college uses — including ARMS Software and Front Rush. These are independent organizations. They are not acting on our behalf. Once you submit, they use your information for their own recruiting purposes, under their own privacy policies, and we have no control over what they do with it or how long they keep it.
No information is submitted to the recruiting platforms without you. The extension fills the form; you review and submit it.
The extension requests broad site permissions so it can recognize recruiting forms across many college websites. It activates on recruiting questionnaires; it is not a general-purpose browsing tracker, and it does not collect your browsing history.
The extension operates on websites we do not own or control, and our Services may contain links to third-party websites and services.
We are not responsible for the privacy or security practices of any third party, including the colleges and recruiting platforms you submit questionnaires to, and any information you provide to them directly is not covered by this policy. We cannot guarantee the safety of information you share with them. We encourage you to read the privacy policy of every website you submit information to, and to direct any questions about their handling of your data to them.
We use cookies for authentication and session management — these are required for the Services to work.
We use PostHog for product analytics, which sets a cookie to distinguish one visitor from another. We do not use advertising cookies, and we do not allow third parties to track you across other websites.
We are based in the United States and our servers are in the United States (AWS, Ohio). All the providers listed in §4 are US-based, though some operate global infrastructure and may process data elsewhere under their own terms.
If you use the Services from outside the United States, your information will be transferred to and processed in the United States, where privacy laws may differ from those in your country.
We keep your information while your account is active.
When you delete your account: your account is immediately deactivated and scheduled for permanent deletion 30 days later. On that date we permanently delete your account record, your profile, all documents you uploaded, and every email we imported from Gmail — including message bodies, summaries, and calendar details. We also revoke our access to your Google account. This is irreversible.
If you only disconnect Gmail without deleting your account, we stop importing new mail and revoke our access, but the emails already imported stay in your inbox so you do not lose your recruiting history. You can delete them at any time from the same connection menu, which removes them immediately rather than after the 30-day window.
Some information survives the deletion window:
Backups. Our database backups are retained for 7 days, so your data may persist in a backup for up to 7 days after deletion.
Payments. Your customer and payment records remain with Stripe as required for tax, accounting, and financial-compliance purposes.
Analytics. Pseudonymous usage events already collected are retained in PostHog and are not tied to your name or email.
Data already sent to colleges. We cannot delete information you have already submitted to a college or recruiting platform. You must contact them directly.
Legal holds. We may retain information where the law requires it or to resolve disputes.
Most RecruitMax users are high-school students, and many are under 18.
You must be at least 13 to create a RecruitMax account. We do not knowingly collect personal information from children under 13. If we learn that we have, we will delete the account and its data promptly. If you believe a child under 13 has given us information, contact info@recruit-max.com.
If you are between 13 and 17,you may use RecruitMax only with the permission and involvement of a parent or guardian. We encourage parents to participate in their athlete's recruiting process.
Parents and guardians may contact us at info@recruit-max.com to review the information we hold about their athlete, ask us to correct or delete it, or withdraw consent to further collection. We will verify the relationship before acting.
What parents should understand about how RecruitMax works:
Your athlete's profile — including date of birth, address, and academic records — is submitted to colleges when your athlete uses the extension to fill out a recruiting questionnaire. Colleges use that information under their own policies (§5).
Uploaded documents are processed by an AI provider to extract their contents (§4). Player profile PDFs often contain information about parents and siblings, which is transmitted as part of the document.
If your athlete connects Gmail, emails with coaches are processed to generate summaries, potential responses, and drafts.
We use technical and organizational safeguards, including encryption in transit, access controls, and hosting on infrastructure with industry-standard protections.
If you connect Gmail, we encrypt your email content — subjects, previews, message bodies, and any summaries we generate — before it is written to our database, alongside the access tokens themselves. That encryption sits on top of full-disk encryption, so your correspondence with coaches is never stored in readable form.
No system is perfectly secure, and we cannot guarantee that unauthorized parties will never defeat our safeguards.
You can, at any time:
See and change your information — in your profile.
Delete your account — Settings → Delete Account. See §8 for what happens.
Unsubscribe from marketing — link in any marketing email, or your settings. You will still get service emails about your account.
Disconnect Gmail — from the connection menu on the Coach Communication page, revoking our access.
Uninstall the extension — which stops all form-filling.
Depending on where you live, you may also have the right to request a copy of your information, correct it, delete it, restrict or object to processing, port your data, withdraw consent, or not be subject to automated decision-making.
To exercise any of these, email info@recruit-max.com. We will respond within 30 days (45 days for US state requests, extendable where the law permits). We will verify your identity first.
If you are in the EEA or UK, you may also complain to your local data protection authority.
If you live in California, Colorado, Connecticut, Delaware, Florida, Indiana, Iowa, Kentucky, Montana, New Hampshire, New Jersey, Oregon, Tennessee, Texas, Utah, or Virginia, you may have rights to access, correct, delete, or obtain a copy of your personal information, and to appeal a refusal.
Categories of personal information we have collected in the last 12 months:
Category | Examples | Collected |
|---|---|---|
A. Identifiers | Name, postal address, phone number, email address, IP address, account ID | YES |
B. California Customer Records | Name, contact information, education records | YES |
C. Protected classifications | Gender, age, date of birth | YES |
D. Commercial information | Subscription and transaction records | YES |
E. Biometric information | — | NO |
F. Internet activity | Pages visited, feature usage, timing | YES |
G. Geolocation | Approximate location from IP address | YES |
H. Audio/visual | Headshot, if you upload one | YES |
I. Professional/employment | — | NO |
J. Education information | Transcripts, GPA, SAT/ACT scores, graduation date | YES |
K. Inferences | — | NO |
L. Sensitive personal information | Date of birth, education records, information about minors | YES |
We do not sell your personal information, and we do not share it for cross-context behavioral advertising, as those terms are defined under California law. We have not done so in the preceding 12 months.
We do not use or disclose sensitive personal information for purposes other than providing the Services you requested.
Note: when you submit a questionnaire to a college (§5), that college is a third party receiving your information at your direction. This is not a sale — we receive nothing for it, and it happens only because you chose to submit the form.
California "Shine the Light": California residents may request information about disclosures to third parties for direct marketing purposes. We do not make such disclosures.
California minors — right to removal. If you are under 18 and a California resident, you have the right under California Business and Professions Code §22581 to request removal of content or information you have posted on the Services. Email info@recruit-max.com with the address on your account and a statement that you reside in California, and we will remove it.
Please understand the limit of what this can achieve: we cannot retrieve information you have already submitted to a college or recruiting platform. Once you submit a questionnaire, that college holds a copy under its own policy. You must contact them directly. Removal from RecruitMax does not undo a submission.
To exercise these rights or appeal a decision, contact info@recruit-max.com.
No uniform standard for Do-Not-Track signals has been settled, so we do not currently respond to them. If a standard is adopted, we will update this policy.
We may update this policy. The "Last updated" date at the top will change. If we make material changes, we will notify you by posting a prominent notice or emailing you directly.
Optivara LLC
345 Maple Drive, Suite 310
Beverly Hills, CA 90210-3869
United States
To review, update, or delete your information, use your account settings or email us at the address above.