The rules of the road.
The terms that govern access to and use of Athlytix and its recruiting, roster, and related services.
These Terms of Service ("Terms") govern access to and use of the Athlytix platform, websites, web application, mobile application where available, recruiting workflows, roster workflows, document upload workflows, AI/OCR-assisted features, mailbox integration features, customer support, and related services provided by Athlytix, LLC ("Athlytix," "we," "us," or "our").
By accessing or using Athlytix, creating an account, accepting an invitation, connecting an integration, uploading data, or using the Services on behalf of an organization, you agree to these Terms. If you are using Athlytix on behalf of a college, university, athletic department, team, business, or other organization, you represent that you have authority to bind that organization to these Terms.
If you do not agree to these Terms, do not access or use the Services.
Relationship to Other Agreements
These Terms apply unless Athlytix and a customer have entered into a separate written agreement, order form, data processing agreement, business associate-style addendum, institutional contract, or other signed agreement governing the Services.
If there is a conflict between these Terms and a separately signed written agreement between Athlytix and an institutional customer, the separately signed written agreement will control to the extent of the conflict.
Description of Services
Athlytix provides software tools for collegiate soccer recruiting, roster management, player evaluation, workflow organization, document upload, data import, structured data extraction, communication support, and related team workflows.
The Services may include:
- Recruit and prospect management.
- Recruiting boards and pipeline workflows.
- Roster and player management.
- Staff notes, tags, ratings, and evaluations.
- Uploaded player sheet, prospect sheet, spreadsheet, image, PDF, and CSV processing.
- AI-assisted OCR, object detection, document parsing, and structured data extraction where available.
- Mailbox integrations for sending emails from connected user mailboxes where available.
- Mobile capture, photo upload, and field-facing workflows where available.
- Reporting, analytics, settings, and administrative configuration.
- Customer onboarding, data import, support, and implementation services.
Athlytix may modify, improve, suspend, or discontinue features from time to time, subject to any applicable written agreement.
Accounts and Access
Users may access Athlytix only through authorized accounts.
You are responsible for:
- Maintaining the confidentiality of your login credentials.
- Using a strong password.
- Enabling and completing MFA where required or available.
- Ensuring that account information is accurate.
- Preventing unauthorized use of your account.
- Promptly notifying Athlytix of suspected unauthorized access or account compromise.
You may not share accounts, impersonate another person, or access the Services through another user's credentials.
Athlytix may suspend or disable access if we reasonably believe an account has been compromised, is being misused, violates these Terms, or creates a security, legal, operational, or customer-data risk.
Customer Responsibilities
Institutional customers and authorized users are responsible for:
- Ensuring they have the right to submit, upload, process, and use Customer Data through Athlytix.
- Ensuring that uploaded data is accurate, lawful, and appropriate for the intended recruiting or team-management purpose.
- Obtaining any required notices, rights, consents, permissions, or legal basis for data submitted to Athlytix.
- Complying with applicable institutional policies, athletic department policies, recruiting rules, conference rules, NCAA/NAIA/NJCAA rules where applicable, privacy laws, data protection laws, and other obligations that apply to their use of the Services.
- Managing their own users, permissions, and access rights where applicable.
- Reviewing AI/OCR-generated or extracted information before relying on it.
- Avoiding upload of unnecessary sensitive information.
Athlytix is not responsible for decisions made by institutional customers, coaches, staff, or other users based on information maintained in or generated through the Services.
Customer Data
"Customer Data" means data, files, content, records, images, documents, text, spreadsheets, notes, evaluations, communications, or other materials submitted to, uploaded to, generated in, or processed through the Services by or on behalf of a customer or authorized user.
Customer Data may include:
- Institutional user data.
- Recruit, prospect, player, student, and roster data.
- Contact information.
- Team or club affiliation.
- Graduation year or class year.
- Athletic information, statistics, ratings, notes, and evaluations.
- Academic information where submitted.
- Uploaded files, PDFs, images, CSVs, spreadsheets, player sheets, and prospect sheets.
- Mailbox integration data where a user connects an email account.
- Technical, security, and workflow metadata.
Institutional customers retain ownership of their Customer Data, subject to these Terms and any applicable written agreement.
Athlytix may use Customer Data to:
- Provide, operate, maintain, and improve the Services.
- Authenticate users and secure accounts.
- Process uploads, imports, files, images, documents, and records.
- Provide recruiting, roster, evaluation, communication, and workflow features.
- Support customers and troubleshoot issues.
- Monitor, secure, and protect the Services.
- Develop and improve Athlytix-owned OCR, object detection, document parsing, and structured extraction workflows, unless restricted by written agreement.
- Comply with legal obligations and enforce these Terms.
Athlytix does not sell Customer Data and does not use Customer Data for third-party advertising, behavioral advertising, data brokerage, or unrelated marketing purposes.
Sensitive Data and Prohibited Data
Athlytix is designed for recruiting, roster, player evaluation, workflow, and team-management data. Athlytix does not require customers to submit medical records, protected health information, government identification numbers, financial account numbers, payment card numbers, Social Security numbers, or other highly sensitive information.
You agree not to upload or submit:
- Payment card numbers or full bank account numbers.
- Social Security numbers or government identification numbers unless expressly authorized in writing.
- Medical records or protected health information unless expressly authorized in writing.
- Data you do not have authority to submit.
- Data that violates law, institutional policy, contract, or third-party rights.
- Malicious files, malware, or harmful code.
- Content that is unlawful, abusive, harassing, discriminatory, exploitative, or harmful.
If prohibited or unnecessary sensitive data is uploaded, Athlytix may remove, restrict, quarantine, or delete it where appropriate.
AI, OCR, Object Detection, and Extraction Features
Athlytix may provide AI/ML-assisted, OCR-assisted, object-detection, document-parsing, image-processing, or structured-extraction features.
These features are intended to reduce manual data entry and assist authorized users with organizing recruiting and player information. They are not intended to make autonomous admissions, eligibility, financial aid, scholarship, roster, or final recruiting decisions.
You understand and agree that:
- AI/OCR outputs may be incomplete, inaccurate, or require correction.
- Authorized users are responsible for reviewing and validating outputs before relying on them.
- AI/OCR features may not parse every file, image, spreadsheet, PDF, or document correctly.
- AI/OCR features may be modified, disabled, limited, or discontinued.
- Use of AI/OCR features may depend on file quality, format, configuration, and workflow design.
- Athlytix may use Customer Data to improve Athlytix-owned OCR, object detection, document parsing, and structured extraction systems unless restricted by written agreement.
If a customer does not want certain data processed through AI/OCR-assisted workflows, the customer must notify Athlytix in writing. Athlytix may support customer-specific restrictions through written agreement, implementation configuration, feature disablement, or workflow controls where technically feasible. If AI/OCR-assisted parsing is disabled or restricted, certain automated extraction features may not be available.
Third-Party Providers and Integrations
Athlytix may use third-party providers and subprocessors to provide, secure, support, troubleshoot, or improve the Services.
These may include providers for:
- Cloud hosting.
- Database hosting.
- Object/file storage.
- Source control and CI.
- Error monitoring and alerting.
- Email, workspace, and customer communications.
- AI/OCR/document processing where applicable.
- Billing, payment, and banking workflows.
- Mobile app distribution where applicable.
Third-party services are subject to their own terms, privacy policies, security controls, and availability.
Athlytix may update its third-party providers as the Services evolve. Material subprocessor changes may be communicated where required by contract or where the change materially affects customer data handling, security posture, or institutional risk profile.
Mailbox Integrations
Athlytix may allow users to connect a mailbox account to send emails from the user's connected mailbox.
When a user connects a mailbox, Athlytix may process mailbox authorization tokens, sender email address, recipient email addresses, subject lines, email body content, message metadata, send status, and related records needed to provide the feature.
Users are responsible for ensuring they have authority to connect the mailbox and send emails through the integration.
Athlytix may disconnect or disable mailbox integrations if required for security, provider policy compliance, customer request, account compromise, or operational reasons.
Mailbox integrations are not Athlytix's primary login or single sign-on mechanism unless separately implemented and documented.
Acceptable Use
You may not use the Services to:
- Violate any law, regulation, contract, institutional policy, recruiting rule, or third-party right.
- Access data you are not authorized to access.
- Interfere with or disrupt the Services.
- Attempt to bypass authentication, authorization, rate limits, or security controls.
- Reverse engineer, decompile, or attempt to derive source code except where prohibited by law.
- Upload malware, malicious code, or harmful files.
- Conduct vulnerability testing, scanning, load testing, penetration testing, or security assessment without prior written approval from Athlytix.
- Scrape, harvest, or extract data except through authorized product functionality.
- Use the Services to send spam, phishing, unlawful, deceptive, or unauthorized communications.
- Use AI/OCR outputs as the sole basis for decisions affecting recruits, students, players, scholarships, eligibility, admissions, or roster status.
- Upload data you do not have authority to process.
- Use the Services in a manner that harms Athlytix, other customers, users, recruits, prospects, players, students, or third parties.
Athlytix may suspend or restrict access if we reasonably believe use of the Services violates these Terms or creates a legal, security, privacy, operational, or customer-data risk.
Security
Athlytix uses administrative, technical, and physical safeguards appropriate to its current founder-led SaaS environment.
Security controls may include:
- HTTPS/TLS.
- Managed cloud infrastructure.
- Managed database encryption at rest.
- Password hashing.
- MFA for administrative accounts.
- MFA support for platform workflows.
- Role-based access controls.
- Team-based multi-tenancy.
- Restricted privileged access.
- Vendor/subprocessor review.
- Logging and monitoring where implemented.
- Incident response procedures.
- Secured founder-managed devices.
- Change management and patch/vulnerability management procedures.
No system is perfectly secure. Customers and users are responsible for using the Services securely, protecting credentials, limiting user access, reviewing permissions, and promptly reporting suspected security issues.
Security concerns may be reported to:
Privacy
Athlytix's Privacy Policy explains how Athlytix collects, uses, processes, retains, discloses, and protects personal information and Customer Data.
The Privacy Policy is available at:
By using the Services, you acknowledge Athlytix's Privacy Policy.
Customer Data Export and Deletion
Upon termination or expiration of a customer relationship, Athlytix may provide a reasonable opportunity to export Customer Data, subject to the applicable customer agreement and technical capabilities.
Athlytix's current target process is:
- Provide a customer data export window upon request.
- Target a 60-day export window after termination unless otherwise agreed.
- Delete Customer Data from active systems within 30 days after the export window unless otherwise required by law, agreement, security, or operational needs.
- Allow backup copies to expire according to normal provider-managed backup retention schedules.
Certain data may be retained where required for legal compliance, security, fraud prevention, dispute resolution, backup retention, audit logs, or legitimate business records.
Fees, Billing, and Payment
Fees, billing terms, payment schedules, and subscription terms may be set forth in an order form, invoice, statement of work, customer agreement, or other written arrangement between Athlytix and the customer.
Unless otherwise agreed in writing:
- Fees are due according to the applicable invoice or order.
- Payments may be processed manually through invoice, bank transfer, Stripe, Mercury, or another approved payment method.
- Athlytix does not currently store payment card information in the Athlytix application.
- Late, failed, or unpaid amounts may result in suspension or termination of access after reasonable notice, subject to the applicable agreement.
Trials, Pilots, Beta Features, and Early Access
Athlytix may offer trials, pilots, beta features, early-access features, or experimental workflows.
Such features may be incomplete, unstable, subject to change, or discontinued. Athlytix may modify or remove beta or early-access features at any time.
Unless otherwise agreed in writing, beta and early-access features are provided for evaluation and feedback and should not be relied upon as final production functionality.
Mobile Application
Athlytix may provide a mobile application or mobile workflows for recruiting, field use, camera capture, photo upload, file upload, or related workflows.
Mobile app functionality may depend on device type, operating system, app-store availability, permissions, network connectivity, offline/poor-connectivity behavior, and user configuration.
Users are responsible for securing devices used to access Athlytix, including passcodes, device encryption where available, OS updates, and preventing unauthorized access.
Intellectual Property
Athlytix and its licensors own all rights, title, and interest in and to the Services, including software, design, workflows, user interfaces, documentation, algorithms, models, processes, databases, templates, analytics, and other technology, except for Customer Data.
Subject to these Terms and any applicable customer agreement, Athlytix grants authorized users a limited, non-exclusive, non-transferable, revocable right to access and use the Services for the customer's internal recruiting, roster, player evaluation, and team-management purposes.
You may not copy, resell, sublicense, reproduce, distribute, or create derivative works from the Services except as expressly permitted by Athlytix in writing.
Feedback
If you provide feedback, suggestions, ideas, comments, bug reports, feature requests, or recommendations, you grant Athlytix a non-exclusive, worldwide, royalty-free, perpetual right to use that feedback to improve, develop, and operate the Services without restriction or compensation to you.
Feedback should not include confidential institutional information or third-party confidential information unless you have authority to provide it.
Confidentiality
The Services may involve confidential information of Athlytix, customers, institutions, recruits, prospects, players, students, or users.
You agree to use confidential information only as needed for authorized use of the Services and to protect it from unauthorized access, use, disclosure, or distribution.
Athlytix will protect Customer Data according to its Privacy Policy, security documentation, and applicable customer agreements.
Publicity and References
Athlytix will not use a customer's name, logo, trademark, or branding in public marketing materials without permission, unless otherwise permitted by written agreement.
Customers may not use Athlytix's name, logo, or branding in a way that suggests endorsement, partnership, or sponsorship without Athlytix's prior written permission.
Service Availability and Support
Athlytix will use commercially reasonable efforts to provide and support the Services.
The Services may be unavailable due to maintenance, updates, outages, cloud-provider issues, third-party-provider issues, security events, force majeure events, or circumstances outside Athlytix's reasonable control.
Athlytix is currently founder-led. Support is provided through founder-managed channels unless otherwise agreed in writing.
Suspension and Termination
Athlytix may suspend or terminate access to the Services if:
- You violate these Terms.
- You fail to pay applicable fees.
- Your account is compromised or suspected to be compromised.
- Use of the Services creates a security, privacy, legal, operational, or customer-data risk.
- Required by law, provider policy, or customer agreement.
- The customer agreement expires or terminates.
Upon termination, your right to access the Services will end, subject to any applicable export or transition rights.
Disclaimers
The Services are provided on an "as is" and "as available" basis, except as expressly provided in a separate written agreement.
To the maximum extent permitted by law, Athlytix disclaims all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, title, non-infringement, uninterrupted operation, error-free operation, and accuracy of AI/OCR outputs or extracted data.
Athlytix does not guarantee that:
- The Services will be uninterrupted or error-free.
- All data extraction, OCR, object detection, or AI-assisted outputs will be accurate.
- Uploaded files will always parse successfully.
- The Services will meet every customer requirement.
- The Services will prevent all unauthorized access, security incidents, or data loss.
Athlytix does not provide legal, recruiting compliance, admissions, eligibility, financial aid, medical, scholarship, or roster decision advice. Customers and authorized users are responsible for their own decisions and compliance obligations.
Limitation of Liability
To the maximum extent permitted by law, Athlytix will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, lost revenue, lost goodwill, loss of data, business interruption, or procurement delays, even if Athlytix has been advised of the possibility of such damages.
To the maximum extent permitted by law, Athlytix's total liability for all claims arising out of or relating to the Services or these Terms will not exceed the amounts paid by the customer to Athlytix for the Services during the twelve months before the event giving rise to the claim, or one hundred dollars ($100) if no amounts were paid.
Some jurisdictions do not allow certain limitations of liability, so some limitations may not apply.
Indemnification
You and the customer agree to indemnify and hold harmless Athlytix, its owner, affiliates, service providers, and representatives from and against claims, damages, liabilities, losses, costs, and expenses, including reasonable attorneys' fees, arising from or related to:
- Customer Data submitted to the Services.
- Your use or misuse of the Services.
- Violation of these Terms.
- Violation of law, institutional policy, or third-party rights.
- Lack of authority, consent, notice, permission, or legal basis for data submitted to Athlytix.
- Communications sent through connected mailbox integrations.
- Decisions made by the customer, authorized users, coaches, staff, or administrators based on data in the Services.
This section may be superseded by a separate written agreement between Athlytix and an institutional customer.
Changes to the Services or Terms
Athlytix may update these Terms from time to time.
When changes are material, Athlytix may provide notice by posting the updated Terms, updating the "Last Updated" date, sending email notice, or providing notice through the Services.
Continued use of the Services after updated Terms become effective constitutes acceptance of the updated Terms.
Governing Law
These Terms are governed by the laws of the State of California, without regard to conflict-of-law principles, unless a separate written agreement provides otherwise.
Dispute Resolution
Before filing a formal claim, you agree to attempt to resolve disputes by contacting Athlytix at [email protected]. The parties will use good-faith efforts to resolve the dispute informally.
Any dispute that cannot be resolved informally will be handled according to the dispute resolution terms in the applicable customer agreement. If no separate customer agreement applies, disputes will be resolved in the state or federal courts located in California, unless otherwise required by law.
Contact
Questions about these Terms may be directed to:
Document Review
Athlytix will review these Terms at least annually and update them after material changes to the Services, data practices, AI/OCR workflows, mobile application scope, customer requirements, legal requirements, or business operations.