Last updated: August 18, 2026

1. Introduction

[LEGAL ENTITY NAME] ("Elite Prospect Media," "we," "us," or "our") provides highlight video production and recruiting media services for youth athletes. This Privacy Policy explains what personal information we collect, how we use and share it, and the choices available to you.

Because our users include minors, we treat athlete information with heightened care. Section 4 explains our approach to children's privacy and parental consent, and it should be read alongside the rest of this policy.

2. Information we collect

Information you provide directly

• Account and billing information — parent or guardian name, email address, password, phone number, billing address, and payment details. Payment card numbers are collected and stored by our payment processor, not by us.
• Athlete profile information — athlete name, sport, position, jersey number, graduation year, height and weight, school or club affiliation, team, statistics, accomplishments, GPA or test scores if you choose to provide them, and biographical details.
• Media you upload — game film, photographs, and any other content you submit for production, including any metadata embedded in those files such as recording date and, in some cases, location.
• Communications — support requests, form submissions, and correspondence with us.
• Social account authorizations — when you connect a social media account, we receive access tokens and basic profile identifiers from that platform so we can publish on your behalf.

Information collected automatically

• IP address, browser type, device type, operating system, and general location inferred from IP;
• pages viewed, links clicked, referring URL, session duration, and dashboard activity;
• video playback and engagement events;
• cookies and similar technologies, described in our Cookie Policy.

Information from third parties

• Our payment processor confirms transaction status and provides limited billing details;
• Connected social platforms may return post status, publishing errors, and aggregate engagement metrics;
• Analytics providers supply aggregated usage measurement.

3. How we use information

• To create and manage accounts and authenticate users;
• To produce, edit, deliver, and host highlight videos and other content;
• To build and display athlete profiles as configured by the account holder;
• To publish content to social media accounts you have connected, at your direction;
• To process payments, manage subscriptions, track submission quotas, and prevent billing fraud;
• To provide customer support and respond to inquiries;
• To send transactional messages about your account, submissions, and deliverables;
• To send marketing emails where you have consented, with an unsubscribe link in each message;
• To measure and improve the Services, diagnose technical problems, and maintain security;
• To enforce our Terms and Conditions and to comply with legal obligations.

4. Children's privacy and parental consent

This section governs where it conflicts with anything else in this policy.

Accounts must be held by adults. Athletes under 18 may not create accounts. A parent or legal guardian creates and controls the account, provides the athlete's information, and decides what appears on a public profile.

Athletes under 13. Where we collect personal information about a child under 13, we do so with the parent or legal guardian's verifiable consent, obtained during account setup and profile creation, consistent with the Children's Online Privacy Protection Act (COPPA). We collect only the information reasonably needed to provide the Services and we do not condition participation on disclosing more than is necessary.

No behavioral advertising to minors. We do not sell athlete personal information, and we do not use athlete personal information for targeted or behavioral advertising, profiling, or to build advertising audiences.

Parental rights. A parent or legal guardian may at any time:

• review the personal information we hold about their child;
• request correction of inaccurate information;
• request deletion of their child's information and uploaded media;
• set the athlete's profile to private or request its removal from public view;
• withdraw consent, which will end the child's participation in the Services;
• revoke permission to use the athlete's name, image, and likeness in our marketing.

To exercise any of these rights, contact [PRIVACY EMAIL]. We will verify that the request comes from the parent or guardian of record before acting on it.

Public profiles involve a deliberate disclosure. When an account holder publishes an athlete profile, the information they choose to include becomes publicly visible and may be indexed by search engines. We encourage account holders to omit home address, phone number, precise location, school schedule, and anything else that could affect the athlete's safety. We provide tools to make a profile private or remove it, but we cannot control copies made by third parties while it was public.

If we learn that we have collected personal information from a child under 13 without the required consent, we will delete it promptly. If you believe this has occurred, contact [PRIVACY EMAIL].

5. How we share information

We do not sell personal information. We share it only as described here:

• Service providers. Website hosting and CMS, membership and authentication, payment processing, automation and workflow tooling, video hosting and processing, social publishing, email delivery, analytics, and error monitoring. Providers act on our instructions under contract and may not use the information for their own purposes.
• Social platforms you connect. When you authorize publishing, we transmit the content and any caption you approve to that platform, which then handles it under its own privacy policy.
• Public disclosure at your direction. Information you place on a public athlete profile, and content published to public social accounts, is visible to anyone.
• Legal and safety. Where required by law, subpoena, or valid legal process, or where we believe disclosure is necessary to protect the rights, property, or safety of a child, another person, or us.
• Business transfers. In connection with a merger, acquisition, financing, or sale of assets, subject to this policy continuing to apply to the transferred information.

[Optional: list your actual named processors here — e.g. Webflow, Memberstack, Stripe, your video host, your social publishing provider, your email platform. Naming them is increasingly expected and makes the policy far more credible.]

6. Legal bases for processing

Where the GDPR or UK GDPR applies, we process personal data on these bases: performance of a contract (providing the Services); consent (marketing email, social account connection, optional profile details, and processing children's data); legitimate interests (security, service improvement, fraud prevention); and compliance with legal obligations.

7. Data retention

• Account records — retained while your account is active and for [NUMBER] months afterward.
• Uploaded raw footage — retained for [NUMBER] days after a project is delivered, then deleted from active systems.
• Finished deliverables and profile content — retained while the profile is active; removed within [NUMBER] days of a deletion request.
• Billing and tax records — retained as required by law, typically [NUMBER] years.
• Backups — deleted content may persist in encrypted backups for up to [NUMBER] days before being overwritten.

We will delete or de-identify personal information when it is no longer needed for the purposes described above.

8. Security

We use administrative, technical, and physical safeguards appropriate to the sensitivity of the information, including encryption in transit, access controls limiting internal access to staff who need it, and vetting of our processors. No system is perfectly secure, and we cannot guarantee absolute security. If a breach affecting your personal information occurs, we will notify you and any required regulator as the law requires.

9. Your privacy rights

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

• access the personal information we hold about you or your child;
• correct inaccurate or incomplete information;
• delete personal information;
• obtain a portable copy of information you provided;
• opt out of marketing communications;
• opt out of any sale or sharing of personal information for targeted advertising — we do not engage in either;
• withdraw consent where processing relies on consent;
• appeal a denial of a rights request.

To make a request, email [PRIVACY EMAIL]. We will verify your identity and respond within the period required by applicable law, generally 30 to 45 days. We will not discriminate against you for exercising these rights. If you are unsatisfied with our response, you may lodge a complaint with your local data protection authority.

10. Cookies and tracking

We use cookies and similar technologies as described in our Cookie Policy. We honor Global Privacy Control (GPC) signals where technically feasible.

11. International transfers

We are based in the United States and our providers may process information in the United States and other countries. If you access the Services from outside the U.S., your information will be transferred to and processed in the U.S., where privacy laws may differ from those in your country. Where required, we rely on appropriate safeguards such as the EU Standard Contractual Clauses.

12. Third-party links and platforms

The Services may link to third-party sites and platforms we do not control. Their privacy practices are governed by their own policies, and we encourage you to review them — particularly for any social platform where an athlete's content is published.

13. Changes to this policy

We may update this policy from time to time. Material changes will be announced through the Services or by email before they take effect. Where a change materially expands how we use a child's information, we will obtain fresh parental consent. The "Last updated" date reflects the most recent revision.

14. Contact us

For privacy questions or to exercise your rights:

[LEGAL ENTITY NAME]
[MAILING ADDRESS]
[PRIVACY EMAIL]
[PHONE, optional]