Privacy Policy

Effective date: December 21, 2019


This Privacy Policy explains how Academic Athletes LLC (“Academic Athletes,” “we,” “us” or “our”) collects, uses and shares personal information when you visit academicathletes.com, use our subscription platform, work with us as a recruiting consulting client, or take part in the Ivy League Tour or other events (together, the “Services”). It also explains the choices and rights you have. This policy is part of our Terms and Conditions.

1. Who we are

Academic Athletes LLC is a California limited liability company located at 770 W Imperial Ave Unit 77, El Segundo, CA 90245. We are responsible for the personal information described in this policy. You can reach us at smartin@academicathletes.com.

2. Information we collect

Information you give us. Depending on how you use the Services, this may include:


  • Contact and account details: names of the athlete and parents or guardians, email, phone, mailing address, login credentials and communication preferences.

  • Academic information: school, graduation year, grades, transcripts, course schedules, test scores, intended majors and admissions materials such as essays.

  • Athletic information: sport, position, statistics, measurables, rankings, team and club history, coach references, schedules, and highlight or game video.

  • Health and physical information: height, weight, and any injury, medical, dietary or accessibility information you choose to share, for example for recruiting profiles or event participation.

  • Event information: Ivy League Tour registration details, emergency contacts, travel details, waivers and photo-release choices.

  • Payment information: billing details processed by our third-party payment processor. We do not store full card numbers.

  • Communications: messages, consultation notes, survey responses and anything else you send us.


Information collected automatically. When you use our website or platform, we and our service providers may collect device and usage information such as IP address, browser type, pages viewed, links clicked, referring pages and general location derived from IP address. We collect this through cookies, pixels and similar technologies (see Section 5).


Information from others. We may receive information about an athlete from coaches, schools, club teams, recruiting databases, referral partners or a parent or guardian, and from public sources such as published rosters, rankings and statistics.

3. How we use information

We use personal information to:


  • provide, run and improve the Services, including consultations, recruiting profiles, school lists and the subscription platform;

  • prepare and send recruiting materials to coaches and schools you approve;

  • organize and run the Ivy League Tour and other events, including travel, safety and emergency contact;

  • process payments, manage subscriptions and send receipts and renewal notices;

  • communicate with you about your account, your athlete’s progress and updates to the Services;

  • send marketing messages, where permitted, which you can opt out of at any time;

  • understand how the website and platform are used and fix problems;

  • protect the security of the Services and prevent fraud or misuse; and

  • comply with legal obligations and enforce our Terms and Conditions.


We will not use an athlete’s name, image or story in our marketing, including testimonials, without separate written permission from the athlete, or from a parent or guardian if the athlete is a minor.

4. How we share information

We share personal information only as described here:


  • Coaches, schools and programs that you direct us to contact, or that you approve, as part of the recruiting process.

  • Service providers that work on our behalf, such as website and platform hosting, payment processing, email and text messaging, scheduling, video hosting, analytics, travel and event vendors. They may use the information only to provide services to us.

  • Referral partners such as education, testing or financial service providers, but only when you ask for an introduction or agree to be referred. Their own privacy policies govern how they use your information. We may receive compensation for these referrals.

  • Legal and safety reasons, when we believe disclosure is required by law, legal process or a governing body, or is needed to protect the rights, property or safety of any person, including during an event emergency.

  • Business transfers, in connection with a merger, acquisition, financing or sale of all or part of our business.

  • With your consent or at your direction in any other case.


We do not sell personal information, and we do not share it for cross-context behavioral advertising. We have not done so in the past 12 months.

5. Cookies, analytics and Do Not Track

We use cookies and similar technologies to keep you signed in, remember preferences, and understand how visitors use our website. We may use third-party analytics services, such as Google Analytics, which collect information about your use of the site. You can control cookies through your browser settings, though some features may not work if you turn them off.


Our website does not currently respond to browser “Do Not Track” signals, because there is no common industry standard for them. We honor Global Privacy Control signals as a request to opt out of any sale or sharing of personal information, although, as noted above, we do not sell or share it.

6. Children and minors

Many of the athletes we work with are high school students. Accounts for athletes under 18 must be created and managed by a parent or legal guardian, who provides consent for us to collect and use the athlete’s information as described in this policy.


The Services are not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child under 13 has given us personal information, contact us and we will delete it.


If you are a California resident under 18 and have posted content on our Services, you may ask us to remove that content by emailing smartin@academicathletes.com. This does not guarantee complete removal, for example where content has been copied or shared by others, or where we must keep it by law.

7. Your choices

  • Account information: you can review and update much of your information in your account settings or by contacting us.

  • Marketing emails: use the unsubscribe link in any marketing email.

  • Text messages: reply STOP to opt out of marketing texts.

  • Recruiting materials: you decide which coaches and schools receive your information, and you can ask us to stop sending it at any time.


We may still send you messages about your account, payments and the Services you use.

8. Your California privacy rights

If you are a California resident, you may have the right to:


  • Know and access the categories and specific pieces of personal information we have collected about you, the sources, the purposes, and the categories of third parties we share it with;

  • Delete personal information we collected from you, subject to legal exceptions;

  • Correct inaccurate personal information;

  • Opt out of the sale or sharing of personal information (we do not sell or share it);

  • Limit the use of sensitive personal information, such as health information, to what is needed to provide the Services (we use it only for that purpose); and

  • Not be discriminated against for exercising any of these rights.


To make a request, email smartin@academicathletes.com with the subject line “Privacy Request.” We will verify your identity before responding, and we will respond within the time required by law. You may use an authorized agent to make a request on your behalf, and we may ask for proof of that authorization. A parent or guardian may make requests on behalf of a minor athlete.


Shine the Light. California residents may ask once a year for information about any personal information we disclosed to third parties for their own direct marketing purposes. We do not disclose personal information for that purpose.

9. How long we keep information

We keep personal information for as long as needed to provide the Services and for legitimate business purposes, such as keeping records of transactions, resolving disputes and meeting legal, tax and accounting requirements. When we no longer need it, we delete or de-identify it. Recruiting files are generally kept for the length of the client relationship and a reasonable period afterward, unless you ask us to delete them sooner.

10. How we protect information

We use reasonable administrative, technical and physical safeguards designed to protect personal information, including access controls and encrypted connections. No method of storing or sending information is completely secure, so we cannot guarantee absolute security. Please keep your login credentials confidential.

11. Third-party sites

The Services may link to websites and services run by others, such as recruiting platforms, school sites and social media. We are not responsible for their privacy practices, and we encourage you to read their policies.

12. Where information is stored

We are based in the United States, and personal information is stored and processed in the United States. If you use the Services from outside the United States, you understand that your information will be transferred to the United States.

13. Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated version with a new effective date and, for material changes, give reasonable notice by email or on the website.

14. Contact us

Academic Athletes LLC
770 W Imperial Ave Unit 77, El Segundo, CA 90245
Email: smartin@academicathletes.com
Website: academicathletes.com