CRN Privacy Policy
Effective Date: August 9, 2026
Last Updated: September 14, 2026
1. Introduction
The College Roster Network (“CRN,” “we,” “us,” or “our”) operates a technology platform designed to help student-athletes navigate the college recruiting process.
CRN provides tools and services that may include athlete recruiting profiles, college and athletic-program information, coach contact information, roster information, recruiting recommendations, Opportunity Scores, suggested next actions, recruiting communication tools, connected email functionality, Message Blast, artificial intelligence-assisted recommendations and drafting, communication history, camps, recruiting questionnaires, and related recruiting resources.
This Privacy Policy explains what information CRN collects and processes, how that information is used, how connected Google and Microsoft accounts are handled, how information may be shared and retained, how CRN works to protect information, and the choices available to users.
By using CRN, you acknowledge the practices described in this Privacy Policy.
2. Information You Provide to CRN
When you create or use a CRN account, you may provide information such as:
- Name
- Email address
- Graduation year
- Sport
- Position
- Club or team
- Athletic history
- Performance information
- Height, weight, measurements, and other athletic information
- Academic information
- GPA
- Standardized test information
- Highlight videos and recruiting links
- Recruiting preferences
- Geographic preferences
- Conference or division preferences
- Target schools
- Dream schools
- Recruiting communication history
- Camp, visit, call, response, or offer history
- Recruiting availability
- Injury or return-to-play information that you voluntarily provide
- Information entered into recruiting email drafts
- Information provided through Message Blast
- Information submitted to the AI Advisor
- Other information you choose to provide through CRN
CRN uses this information to provide and personalize the Service.
3. College, Program, Roster, and Coach Information
CRN maintains information regarding colleges, universities, athletic programs, rosters, coaches, recruiting contacts, camps, questionnaires, and other recruiting resources.
This information may be collected from publicly available sources and official sources such as:
- College and university websites
- Official athletics websites
- Coaching staff pages
- Staff directories
- Roster pages
- Recruiting questionnaires
- Camp pages
- Program pages
- University directories
- Other official recruiting resources
CRN may verify, update, classify, or maintain historical versions of this information.
Coaching staffs, email addresses, phone numbers, rosters, recruiting needs, and program information may change without notice.
CRN works to maintain useful and accurate information but cannot guarantee that every third-party record will always be complete or current.
If CRN verifies that a program does not currently publish a usable recruiting email, CRN may provide another available official recruiting action, such as:
- The official program website
- A recruiting questionnaire
- A coach or program phone number
- A camp page
- Another official athletics resource
4. Opportunity Scores and Recruiting Intelligence
CRN may analyze information such as:
- Athlete profile information
- Recruiting preferences
- Roster information
- Program information
- Communication history
- Coach interactions
- Academic information
- Recruiting activity
- Other relevant recruiting information
CRN may use this information to generate Opportunity Scores, recommendations, rankings, suggested actions, or other recruiting intelligence.
These features are intended to help users organize and evaluate recruiting opportunities.
Opportunity Scores and recommendations are informational tools.
They are not guarantees of:
- Coach interest
- Recruitment
- Admission
- Scholarships
- Offers
- Roster opportunities
- Playing time
- Coach responses
- Camp invitations
- Athletic eligibility
- Any other recruiting outcome
5. Connected Google and Gmail Accounts
Connecting a Google or Gmail account to CRN is optional.
If you choose to connect a Google account, CRN will request the Google permissions presented to you during the Google authorization process.
Depending on the permissions you approve, those permissions may allow CRN to access information from messages within your connected Gmail mailbox.
If you grant CRN permission to read Gmail, CRN may technically be capable of accessing messages throughout the connected mailbox within the scope of the permissions you granted.
CRN does not use that access for unrelated surveillance, advertising, data brokerage, or general-purpose email monitoring.
CRN limits its use of connected-email access to providing and improving user-facing recruiting functionality.
Recruiting Communication Personalization
An important purpose of connected-email access is helping users create more direct, personal, relevant, and context-aware recruiting communications rather than generic outreach.
With your permission, CRN may analyze relevant email content and communication context to understand information such as:
- How you naturally communicate
- Previous communications with a coach or program
- Whether a coach has already responded
- Questions or topics previously discussed
- The context of an ongoing recruiting conversation
- Appropriate follow-up context
- Relevant recruiting updates
- Whether information has already been shared with a particular coach
- Whether an email should be an introduction, follow-up, coach response, schedule update, film update, camp-related communication, or another type of recruiting communication
- What an appropriate next recruiting action may be
CRN may use relevant context to help generate recruiting drafts that are more individualized to the recipient and intended to improve the quality, relevance, personalization, and engagement of recruiting outreach.
CRN does not guarantee that personalized communications will receive higher engagement, generate a response, result in recruiting interest, or produce any particular recruiting outcome.
Other Gmail Functionality
CRN may also use connected Gmail access to:
- Identify the connected Gmail account
- Send recruiting emails that you expressly initiate
- Identify relevant coach responses
- Detect delivery failures
- Detect bounced emails
- Detect automated responses
- Identify emails indicating that a coach has left a program
- Maintain recruiting communication history
- Avoid recommending repeated outreach to invalid or outdated contacts
- Suggest appropriate follow-up actions
- Improve the quality of recruiting contact information
- Help understand the current stage of a recruiting conversation
CRN does not automatically send an AI-generated recruiting email merely because it has access to your mailbox.
Where CRN generates or recommends a draft, the user remains responsible for reviewing and initiating the communication through the applicable CRN workflow.
Gmail Information CRN May Process
Where reasonably necessary for the recruiting functionality described above, CRN may process information such as:
- Message content
- Sender information
- Recipient information
- Subject lines
- Timestamps
- Message identifiers
- Conversation or thread identifiers
- Delivery information
- Bounce information
- Automated-response information
- Relevant recruiting communication context
CRN is not designed to operate as a general-purpose email archive or general-purpose email-reading service.
Mailbox access is provided for the recruiting functionality described in this Privacy Policy.
CRN may retain limited message-derived information, classifications, recruiting context, communication metadata, or communication-history records necessary to provide the Service.
CRN does not intend to retain complete copies of a user's entire Gmail mailbox.
Gmail Data Storage and Retention
CRN may store the connected Google account identity, encrypted OAuth credentials, message and thread identifiers, sender and recipient information, subject lines, timestamps, recruiting classifications, limited previews, relevant recruiting conversation content, communication history, and drafts when reasonably necessary to provide the recruiting features described above.
For messages that are not identified as recruiting-related, CRN limits or clears stored content through its staged inbox-processing workflow. CRN may retain relevant recruiting records and message-derived context so users can maintain recruiting continuity and avoid repeated or uninformed outreach.
OAuth credentials are stored in encrypted form on server-controlled infrastructure and are not returned to the browser. When a user disconnects Gmail, CRN disables and removes its locally stored OAuth credentials and stops future mailbox scans. Disconnecting does not delete messages from Gmail and does not automatically delete existing CRN recruiting history or drafts.
Residual copies of deleted information may remain temporarily in controlled backups until the applicable service provider's normal deletion cycle completes. CRN may retain limited records where necessary for security, fraud prevention, dispute resolution, or legal compliance.
Gmail Data Sharing and Service Providers
CRN shares Google user data only with service providers acting for CRN when needed to operate the requested recruiting feature, maintain and secure the Service, or comply with law.
Relevant recruiting message context may be sent to OpenAI, acting as CRN's artificial-intelligence service provider, to classify a message or generate the specific recruiting draft requested by the feature. CRN configures those requests not to be stored by the model provider where supported. CRN does not place Gmail mailbox content into CRN's generalized model-training or response-training datasets.
CRN does not allow service providers to use Google user data for their own advertising, data brokerage, credit decisions, or generalized artificial-intelligence model training.
Human Access to Gmail Data
CRN personnel do not read connected-mailbox content except when:
- The user gives specific affirmative consent for support or troubleshooting
- Access is necessary to investigate a security incident, fraud, or abuse
- Access is required to comply with applicable law or lawful legal process
CRN does not use connected-mailbox content for general staff review, employee curiosity, or generalized artificial-intelligence model training.
Google User Data Commitments
CRN does not sell Google user data.
CRN does not use Google user data for advertising.
CRN does not transfer Google user data to data brokers or information resellers.
CRN does not use Google user data to determine creditworthiness or for lending purposes.
CRN does not use Google Workspace API data to develop, improve, or train generalized or non-personalized artificial intelligence or machine-learning models.
CRN's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
More information about CRN's Google data practices is available at:
https://www.thecollegerosternetwork.com/google-data-use
Instructions for disconnecting Gmail and requesting deletion are available at:
https://www.thecollegerosternetwork.com/data-deletion
6. Connected Microsoft Outlook and Microsoft 365 Accounts
Connecting a Microsoft Outlook or Microsoft 365 account to CRN is optional.
If you choose to connect a Microsoft account, CRN will request the Microsoft permissions presented to you during the authorization process.
Depending on the permissions you approve, CRN may be able to access messages within the mailbox associated with your connected Microsoft account.
If you grant mailbox-reading permission, CRN may technically be capable of accessing messages throughout the connected mailbox within the scope of the permissions you granted.
CRN limits its use of that access to the recruiting functionality described in this Privacy Policy.
Recruiting Communication Personalization
CRN may use relevant Microsoft mailbox content and communication context to help produce more direct, individualized, and context-aware recruiting communications rather than generic messages.
Relevant context may help CRN:
- Personalize recruiting introductions
- Generate more relevant follow-ups
- Draft responses based on prior coach communication
- Avoid repeating information already discussed
- Reference appropriate recruiting updates
- Understand the stage of an existing recruiting conversation
- Suggest an appropriate next action
- Tailor a recruiting communication to a particular coach or program
Other Microsoft Email Functionality
CRN may also use connected Microsoft mailbox access to:
- Identify the connected account
- Send recruiting emails that you initiate through CRN
- Identify coach replies
- Detect delivery failures
- Detect bounced messages
- Detect automated responses
- Identify invalid or outdated recruiting contacts
- Identify potential departed coaches
- Maintain recruiting communication history
- Improve recruiting follow-up recommendations
- Improve recruiting-contact quality
CRN does not automatically send AI-generated communications merely because a Microsoft account is connected.
Users remain responsible for reviewing and initiating applicable recruiting communications.
CRN does not use connected Microsoft email data for advertising.
CRN does not sell connected Microsoft mailbox data.
CRN is not intended to function as a general-purpose Outlook archive or general-purpose mailbox-monitoring product.
7. Recruiting Emails and Message Blast
CRN may allow users to draft, review, and send recruiting communications through features such as:
- Opportunity Center
- Dashboard
- School Search
- AI Advisor
- Message Blast
- Follow-up actions
- Coach-response workflows
- Schedule updates
- Film updates
- Camp-related outreach
- Other recruiting workflows
When a user chooses to send through a connected mailbox, the communication may be transmitted using the email account the user has authorized.
Users remain responsible for reviewing the communication before sending it.
Users should review information such as:
- Recipient
- School or program
- Subject
- Message body
- Personal information
- Academic information
- Athletic information
- Links
- Videos
- Other information included in the communication
CRN may maintain information associated with recruiting communications, such as:
- Recipient
- School or program
- Subject
- Sending provider
- Send status
- Timestamp
- Provider message identifier
- Response status
- Delivery status
- Relevant communication history
8. Delivery Failures, Invalid Contacts, and Departed Coaches
CRN may process delivery failures, bounced emails, automated responses, or other recruiting-communication signals to improve recruiting-contact accuracy.
For example, CRN may:
- Detect that an email address no longer exists
- Mark an invalid address as unusable
- Stop recommending an address that permanently rejects email
- Identify that a coach may have left a program
- Mark an outdated contact inactive
- Identify potential replacement contact information contained in an automated response
- Verify updated contact information using official program sources
- Prevent invalid, inactive, or departed contacts from being selected for future outreach
- Maintain more accurate recruiting communication history
CRN may retain historical records of previous contacts and communications even when a contact is no longer active.
9. Artificial Intelligence and Personalized Recruiting Communications
CRN may use artificial intelligence and automated systems to help users understand recruiting opportunities, determine appropriate next actions, and create recruiting communications.
AI-assisted functionality may include:
- Recruiting recommendations
- Suggested next actions
- School recommendations
- Opportunity Score explanations
- Recruiting strategy assistance
- Email drafting
- Follow-up drafting
- Coach-response drafting
- Recruiting communication analysis
- Interpretation of recruiting activity
With the user's authorization, CRN may use relevant information available through the user's:
- CRN profile
- Recruiting history
- Prior communications
- Recruiting preferences
- Connected email account
to create more individualized recruiting communications instead of generic templates.
For example, CRN may use relevant context to generate a draft that reflects:
- Prior communication with a coach
- The user's current recruiting situation
- Recent athletic or academic updates
- An upcoming schedule
- New film
- Previous questions or responses
- An appropriate next step
The purpose of personalization is to make recruiting communications more relevant, direct, and useful to both the student-athlete and the intended recipient.
CRN does not guarantee that personalization, AI recommendations, or AI-generated drafts will result in:
- A response
- Recruiting interest
- An offer
- Admission
- A scholarship
- A roster opportunity
- Any particular recruiting result
Users remain responsible for reviewing AI-generated communications before sending them.
Google Workspace API data is not used to develop, improve, or train generalized or non-personalized artificial intelligence or machine-learning models.
10. How CRN Uses Information
CRN may use information to:
- Operate and maintain the Service
- Create and manage user accounts
- Build recruiting profiles
- Personalize recruiting opportunities
- Generate Opportunity Scores
- Explain Opportunity Scores
- Identify potential recruiting fits
- Recommend next recruiting actions
- Generate recruiting communications
- Personalize recruiting communications
- Facilitate user-approved communications
- Maintain recruiting communication history
- Detect coach responses
- Detect delivery failures
- Detect automated responses
- Improve recruiting contact accuracy
- Prevent duplicate outreach
- Prevent outreach to invalid contacts
- Maintain school and program information
- Maintain roster and coaching information
- Provide recruiting notifications
- Provide customer support
- Diagnose technical issues
- Improve reliability
- Improve security
- Prevent fraud, spam, abuse, and unauthorized activity
- Comply with applicable legal obligations
CRN does not sell users' personal information.
11. Service Providers
CRN may rely on third-party service providers to operate the Service.
These may include providers of:
- Website hosting
- Application hosting
- Cloud infrastructure
- Database infrastructure
- Authentication
- Email APIs
- Artificial intelligence infrastructure
- Error monitoring
- Analytics used to operate or improve the Service
- Security services
- Future payment processing
- Other technical infrastructure
These providers may process information on behalf of CRN as reasonably necessary to provide their services and enable CRN functionality.
CRN does not authorize service providers to use connected mailbox data for unrelated advertising or data-broker purposes.
12. Third-Party Websites and Services
CRN may provide links to third-party websites and services, including:
- College and university websites
- Athletics websites
- Recruiting questionnaires
- Camp-registration websites
- Video platforms
- Google services
- Microsoft services
- Other official recruiting resources
Third-party services operate independently and may have their own privacy policies and terms.
CRN is not responsible for the privacy practices, availability, accuracy, or content of independently operated third-party services.
13. Security
CRN uses reasonable administrative, technical, and organizational safeguards designed to protect user information.
Depending on the type of information involved, these measures may include:
- HTTPS
- Encryption in transit
- Authentication
- Access controls
- Server-side handling of confidential OAuth credentials
- Encrypted storage of connected-email authorization tokens
- Separation of public and server-only credentials
- Restricted access to sensitive credentials
- Security monitoring
- Measures intended to detect unauthorized activity
No online system can guarantee absolute security.
Users are also responsible for maintaining the security of their CRN account and connected third-party accounts.
14. Data Retention
CRN retains information for as long as reasonably necessary to:
- Provide the Service
- Maintain recruiting history
- Maintain communication history
- Improve recruiting continuity
- Protect the security of the Service
- Prevent fraud or abuse
- Resolve disputes
- Maintain necessary operational records
- Comply with applicable legal obligations
Connected Google or Microsoft authorization credentials may be retained while the applicable account remains connected.
Users may disconnect connected Gmail or Outlook accounts where supported.
When an account is disconnected, CRN will remove, disable, or otherwise cease using stored authorization credentials associated with that connection as provided by the Service.
Certain historical recruiting and communication records may remain because they form part of the user's recruiting history or are reasonably necessary for security, recordkeeping, dispute resolution, or legal compliance.
Residual copies may remain temporarily in controlled backups until the applicable service provider's normal deletion cycle completes.
CRN does not intend to maintain permanent complete copies of users' entire Gmail or Outlook mailboxes.
15. Account and Data Deletion
Users may request deletion of their CRN account or personal information by contacting:
support@thecollegerosternetwork.com
Instructions are also available at:
https://www.thecollegerosternetwork.com/data-deletion
Users may also disconnect supported connected Google or Microsoft accounts through CRN where that functionality is available.
Upon receiving a valid deletion request, CRN will take reasonable steps to delete or de-identify personal information associated with the user, subject to information that may need to be retained for legitimate:
- Security purposes
- Fraud prevention
- Legal compliance
- Accounting obligations
- Dispute resolution
- Enforcement of agreements
- Other lawful operational purposes
Applicable privacy laws may provide users with additional rights depending on where they live.
These rights may include rights relating to:
- Access
- Correction
- Deletion
- Portability
- Objection
- Restriction
Privacy and account-deletion requests may be directed to:
support@thecollegerosternetwork.com
16. Student-Athletes and Minors
CRN is designed for student-athletes, many of whom may be minors.
CRN is not intended for children under 13.
Children under 13 may not create or use a CRN account.
If you are under the legal age of majority where you live, you may use CRN only with the permission and involvement of a parent or legal guardian where required.
Parents or legal guardians permitting a minor to use CRN should review these terms and privacy practices and supervise the minor's use of the Service where appropriate.
If CRN learns that it has knowingly collected personal information from a child under 13 contrary to this policy, CRN will take reasonable steps to delete the information and restrict or terminate the associated account, except where retention is legally required.
17. Free Trials and Future Paid Subscriptions
CRN currently may provide subscription functionality through free trials, promotional access, testing access, or other no-charge access.
CRN expects to introduce paid subscriptions in the future.
Before CRN begins charging a user, applicable information will be disclosed at or before purchase, including information such as:
- Price
- Billing interval
- Included features
- Applicable usage limits
- Renewal terms
- Cancellation terms
CRN will not charge a payment method unless the user has affirmatively agreed to a paid transaction or subscription.
If payment functionality is introduced, CRN may update this Privacy Policy to accurately describe payment-related data handling.
18. Legal Requirements and Protection
CRN may preserve, use, or disclose information when reasonably necessary to:
- Comply with applicable law
- Respond to lawful legal process
- Protect users
- Protect CRN and the Service
- Investigate fraud or abuse
- Prevent security incidents
- Enforce applicable agreements
- Protect the rights, property, or safety of CRN, users, or others
19. Changes to This Privacy Policy
CRN may update this Privacy Policy as the Service evolves.
If a change materially affects how sensitive information or connected-email data is used, CRN will provide appropriate notice or request additional authorization where required.
The Last Updated date at the top of this Privacy Policy indicates when it was most recently revised.
20. Contact
For questions about this Privacy Policy, privacy requests, account deletion requests, or other privacy-related matters, contact:
The College Roster Network
Email:
support@thecollegerosternetwork.com