Privacy Policy

Who we are

Streamline Athletes Inc. ("Streamline Athletes", "we", "us") runs a college recruiting platform for track and field and cross country athletes, and a swimming recruiting service. We are a Canadian company based in British Columbia.

This policy explains what personal information we collect, how we use it, who we share it with, and the choices you have. "Personal information" means information about an identifiable person.

This policy applies to:

• the athlete app and the coach app at app.streamlineathletes.com (together, the "Service");
• our website at streamlineathletes.com;
• our blog at blog.streamlineathletes.com;
• our swim site at swim.streamlineathletes.com;
• our email, advising, and outreach services.

Our Terms of Service also apply when you use the Service.

The short version

Athletes build a recruiting profile so that college coaches can find them and contact them. Sharing an athlete's information with college coaches is the main purpose of the Service. We also use service providers, mainly in the United States, to host the Service, take payments, send email, and run our business. We use analytics and advertising tools on our websites and apps. The sections below give the details.

Information we collect

From athletes

When you create an account, we ask for your legal first and last name, email address, and date of birth, and for your high-school graduation year and expected college entry year (or, if you have already graduated, the years of college eligibility you have used and in which association). You also confirm that you are 18 or older, or that you are supervised by a parent or guardian who is at least 18.

As you build your profile, you can add:

• contact details: phone number, a preferred email, and your street address, city, province or state, country, and postal code;
• personal details: sex, grade, citizenship, recruiting status, languages you speak, and whether you have competed in college before;
• athletic information: your events and performances, with dates, result links, and implement details, your club, your personal coach's name, email, and phone, and your eligibility history;
• academic information: your school, grades or GPA, uploaded transcripts, SAT, ACT, and TOEFL scores and dates, NCAA, NAIA, or U SPORTS eligibility centre IDs, and the fields of study you are interested in;
• family and planning information: a parent or guardian's name, email, and phone, and a budget range for college costs;
• health status, in your own words;
• a bio, highlights, and links to your Instagram, YouTube, or other pages;
• the colleges you add to your list and the requests you send to coaches.

If you sign in with Google, we receive your name, email, and an account identifier from Google, and we may store a link to your profile photo. We do not offer video uploads.

We also create information about you as you use the Service. This includes whether each performance is verified, the performance tier we calculate from your verified performances, how well you match each college program's standards, which coaches have contacted you and how you responded, and your plan and payment status.

From parents and guardians

Today, most parents use the athlete's own login, so the information a parent enters becomes part of the athlete's profile. An athlete may also list a parent or guardian's name, email, and phone number. When parents buy a plan or book advising, we collect their name, email, billing details, and what they tell us. If you contact us or book a call, we keep a record of that conversation, and with notice we may record the call (see "Calls and recordings").

From college coaches

When a coach's program partners with us, we collect the coach's name, job title, work email, phone, and program, and the settings they choose, such as the athletic and academic standards they recruit to and whether automatic contact is on. We also store the notes, interest levels, and watchlists coaches keep about athletes in the coach app.

We also collect coaches' work contact details from public sources, such as college athletics staff directories, so that we can contact them about athletes and our services.

From visitors to our websites

When you visit our websites or use our apps, we and our analytics and advertising partners automatically collect technical information. This includes your IP address, browser and device type, the pages you view, the links you click, the time and length of your visit, and the page that referred you. See "Cookies, analytics, and advertising". If you fill in a form on our website, such as the contact form or the free swim profile form, we collect what you enter. If you sign up to the blog, we collect your email address and name.

From other sources

We collect performance results from public results websites, such as athletic.net, MileSplit, TFRRS, and meet-result pages, so that we can verify the performances on athletes' profiles. We may also receive information from coaches about athletes they have been in contact with, and from schools and clubs that partner with us.

Payment information

When you pay, our payment processor, Stripe, collects your card details. We never see or store your full card number. We keep your Stripe customer and subscription IDs, your name and email, what you bought, and the payment status.

Calls and recordings

We may record and transcribe advising, sales, and support calls with a meeting recorder (Fathom), and we record interviews for athlete stories (Riverside). We always tell participants before a call is recorded.

How we use information

We use personal information to:

• create and run your account, and confirm who you are;
• show your profile to college coaches and help coaches and athletes get in touch, which is the main purpose of the Service (see "Who we share information with");
• verify performances against public results and calculate performance tiers;
• match athletes to college programs' standards, including through automatic contact (described below);
• send emails to college coaches on an athlete's behalf when the athlete asks us to;
• provide advising, Athlete Recruitment Plans, and support;
• take payments and manage subscriptions;
• send service messages, such as contact requests, account notices, and security alerts;
• send news, offers, and recruiting information, where we are allowed to (see "Email from us");
• measure and improve our websites, apps, and advertising;
• with permission, publish athlete stories and testimonials;
• protect the Service, prevent fraud and misuse, and enforce our Terms;
• meet our legal obligations.

Automatic contact and matching

College programs that partner with us can turn on automatic contact. They tell us the performances, academic level, entry year, citizenship, and location they recruit for. Our system compares those standards with athletes' verified performances and profile details. When an athlete meets a program's standards, the system sends the athlete a contact request from that program's coaches. The athlete chooses whether to accept. Unanswered requests expire. A coach's plan also limits which performance tiers they can contact.

We use the same performance and profile data to show athletes and coaches how well an athlete matches each program. These are automated assessments. They decide which coaches send requests, but they do not decide admission, scholarships, or roster spots, which colleges decide. You can ask us how a match was made, and you can ask a person to review it.

Outreach to coaches on an athlete's behalf

When an athlete asks us to put them in front of a college program, we email that program's coaches for them. These emails may include a PDF of the athlete's profile, with their contact details, their parent or guardian's contact details, their academics, their transcript, and their budget range if they have entered one, leaving out any section the athlete has hidden from coaches. Each email uses the same standard template, with the athlete's own words and profile details added. We use an AI tool (Anthropic's Claude) to sort coaches' replies.

AI tools

Our staff also use AI assistants (Anthropic's Claude) to help with work such as answering questions about our data, preparing documents, and handling email and our customer records. We use Claude under Anthropic's business (Team) terms. Anthropic processes this information on our behalf, and under those terms it does not use our data to train its models.

Who we share information with

College coaches (the main purpose of the Service)

Coaches using our coach app can see athlete profiles. Before an athlete accepts a coach's contact request, the coach can see the athlete's performances and tier, graduation and entry years, eligibility history, province or state and country, citizenship, academics, test scores, fields of study, languages, budget range, and health status. After the athlete accepts, the coach can also see the athlete's name, email, phone, date of birth, parent or guardian contacts, personal coach and club, social media links, bio, highlights, and transcripts. Athletes can hide some sections of their profile.

When an athlete asks us to contact a program, we send the athlete's information to that program's coaches, as described under "Outreach to coaches on an athlete's behalf", whether or not those coaches use our coach app. Once a coach has an athlete's information, the coach's college handles it under its own policies.

Service providers

We use service providers to run our business. They may only use personal information to provide their service to us. See the processor list below.

Legal and safety reasons

We may disclose personal information when we believe the law requires it, such as in response to a court order, a law enforcement request, or another government request. We may also disclose it to enforce our Terms, or to protect the rights, property, or safety of Streamline Athletes, our users, or others.

Professional advisors

We may share information with our lawyers, accountants, and other advisors when they need it to advise us.

Business transfers

If we are involved in a financing, merger, acquisition, or sale of all or part of our business, personal information may be disclosed to the other parties during negotiations and transferred as part of the transaction, subject to confidentiality obligations.

With your consent

We share information in other ways when you ask us to or agree to it, for example when we publish your story.

We do not sell personal information

We do not sell or exchange personal information for money.

Our service providers

Cookies, analytics, and advertising

We use cookies, tags, and similar technologies on streamlineathletes.com, the blog, and inside the athlete and coach apps. They are loaded through Google Tag Manager.

• Essential cookies and storage keep you signed in and make the Service work.
• Analytics tools (Google Analytics, Google Search Console, and HubSpot's tracking code) tell us how people find and use our sites, including events such as creating an account, choosing a plan, or contacting a coach.
• Google Ads measures whether our ads lead to visits and sign-ups. It runs on streamlineathletes.com and on the sign-up page, and not elsewhere in the apps. Google may combine this information with what it already knows about you, under its own privacy policy.
• We do not use session-recording tools, and we do not use the Meta, TikTok, Snapchat, or LinkedIn advertising pixels.
• The swim site uses Google Analytics and HubSpot's tracking code.

You can block or delete cookies in your browser settings, and you can opt out of interest-based ads through your Google ad settings. Blocking some cookies may stop parts of the Service from working.

Children and teenagers

Most athletes on Streamline Athletes are high-school students aged 14 to 17. We take extra care with their information.

This is how the Service handles their accounts:

• At sign-up we ask for the athlete's date of birth, and we do not accept sign-ups from anyone under 14.
• Every athlete must confirm that they are 18 or older, or that they are supervised by a parent or guardian who is at least 18.
• Many parents help run their child's account, and athletes can list a parent or guardian's contact details on their profile.
• Coaches see an athlete's name and contact details only after the athlete accepts their request, except where the athlete has asked us to contact a coach for them.

The Service is only for people aged 14 and older. We do not knowingly allow anyone under 14 to create an account. If we learn that someone under 14 has created an account, we will close it and delete their personal information. If you think this has happened, contact us at support@streamlineathletes.com.

How long we keep information

We keep personal information for as long as we need it for the purposes in this policy, or as long as the law requires.

When we delete an account, we remove or anonymise it from our active systems. Copies may remain in backups for a limited time. Information we have already sent to college coaches, or that coaches recorded themselves, is held by those colleges.

How we protect information

We use administrative, technical, and physical safeguards suited to the sensitivity of the information. These include:

• encryption of data in transit (HTTPS);
• access controls on our hosting accounts and database, with access limited to staff and contractors who need it;
• uploaded files stored privately and shared through links that expire after a short time;
• passwords handled by our sign-in provider rather than stored by us;
• short-lived credentials, instead of stored keys, for our AI service;
• AWS firewalls and network rules.

No method of transmitting or storing information is completely secure, so we cannot guarantee absolute security. If a breach of security safeguards involving your personal information creates a real risk of significant harm, we will notify you and the relevant privacy regulators as the law requires.

Your rights and choices

Depending on where you live, you may have the right to:

• see the personal information we hold about you and get a copy of it;
• correct information that is wrong or incomplete;
• delete your information or your account;
• withdraw your consent, for example to profile sharing or marketing email, subject to legal or contractual limits;
• receive your information in a portable format, where the law provides it;
• ask how an automated decision about you was made, and have a person review it;
• opt out of targeted advertising or the "sale" or "sharing" of your information, where the law provides it;
• complain to a privacy regulator.

You can see and edit most of your profile when you sign in, and you can hide some profile sections from coaches. You cannot currently delete your account inside the app. To delete your account, or to make any other request, email support@streamlineathletes.com. A parent or guardian can make a request for their child.

We may ask you to confirm your identity before acting on a request. We will respond within 30 days, or within the time the law in your area requires. If we cannot fulfil a request, for example because the law requires us to keep the information, we will explain why.

If you withdraw consent to sharing your profile with coaches, we may no longer be able to provide the Service to you. Withdrawing consent does not affect information already shared with coaches.

Email from us

With your consent, we send news, offers, and recruiting information by email. Every marketing email includes an unsubscribe link, and you can also unsubscribe by emailing support@streamlineathletes.com. It may take up to ten business days to process your request. You will still receive service emails, such as contact requests from coaches, account notices, and payment receipts.

Athlete stories and testimonials

With your permission, we may publish your story, quotes, photos, or video, along with your name, on our website, blog, YouTube channel, and social media. To change or remove a story or testimonial, email support@streamlineathletes.com. Copies already shared by others on social media may be outside our control.

International transfers

Streamline Athletes is in Canada, but our main systems and most of our service providers are in the United States. Your information is stored and processed in the United States and may be processed in other countries where our providers operate. Information held in another country is subject to that country's laws, and courts, law enforcement, and national security authorities there may be able to access it.

If you use the Service from the European Economic Area, the United Kingdom, or another region with different data protection laws, your information will be transferred to Canada and the United States.

Links to other websites

Our websites contain links to other websites, such as college athletics sites and results sites. We are not responsible for their privacy practices or content. Social media features, such as links and embedded content, may collect your IP address and the page you are visiting, and may set cookies. Your use of them is governed by the privacy policy of the company that provides them.

Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last updated. When we update it, the new version takes effect when it is posted here.

Contact us

If you have questions or concerns about this policy or our handling of personal information, or if you want to make a request, contact us:

Streamline Athletes Inc.
Email: support@streamlineathletes.com

If you are not satisfied with our response, you can contact the Office of the Privacy Commissioner of Canada, the Office of the Information and Privacy Commissioner for British Columbia, or, in Quebec, the Commission d'accès à l'information.

This policy is governed by the laws of British Columbia and the applicable federal laws of Canada.