Privacy Policy

Last updated: February 18, 2026

PortalScout ("we", "our", or "us") operates the PortalScout platform, including the website at portalscout.io, the coaching dashboard at app.portalscout.io, and the PortalScout iOS application (collectively, the "Service"). This Privacy Policy explains how we collect, use, and protect your information when you use our Service.

1. Information We Collect

Account Information. When you create an account, we collect:

• Name (first and last)
• Email address
• Password (stored as a salted, one-way hash — we never store plaintext passwords)
• Institutional affiliation

Device Information. If you use our iOS app and enable push notifications, we collect:

• Apple Push Notification service (APNs) device token
• Device name (e.g., "Coach's iPhone")

Usage and Security Data. To maintain security and prevent unauthorized access, we log:

• IP address at login
• Login timestamps
• Failed authentication attempts

Notification Preferences. We store your selected divisions and conferences to filter which portal alerts you receive.

2. How We Use Your Information

We use the information we collect to:

• Provide and operate the Service, including delivering transfer portal notifications
• Authenticate your identity and maintain account security
• Send push notifications to your registered devices when matching athletes enter the transfer portal
• Enforce account security measures such as login attempt limits and session management

We do not use your information for advertising, marketing to third parties, or behavioral profiling.

3. Information Sharing

We do not sell, rent, or share your personal information with third parties, except as follows:

• Apple Push Notification service (APNs). When you enable push notifications, your device token is transmitted to Apple's servers solely to deliver notifications to your device. Apple's own privacy policy governs their handling of this data.
• Infrastructure providers. Our Service is hosted on Amazon Web Services (AWS). AWS processes data on our behalf as a service provider and does not use your data for their own purposes.
• Legal requirements. We may disclose information if required by law, regulation, or legal process.

4. Data Security

We implement industry-standard security measures to protect your information:

• All data in transit is encrypted via TLS (HTTPS)
• Passwords are hashed using PBKDF2-HMAC-SHA256 with individual salts
• Optional two-factor authentication (TOTP) is available for all accounts
• Role-based access controls restrict data access within organizations
• Authentication tokens are stored in the iOS Keychain

5. Data Retention

We retain your account information for as long as your account is active. If you request account deletion, we will remove your personal data within 30 days, except where retention is required by law.

Push notification device tokens are automatically removed when you log out of the iOS app or when Apple reports a token as invalid.

6. Third-Party Analytics

We do not use any third-party analytics, tracking, or advertising SDKs in our iOS app or web platform. We do not track your behavior across other apps or websites.

7. NCAA Transfer Portal Data

The Service displays information from the NCAA Transfer Portal, including athlete names, sports, divisions, and institutional affiliations. This data is accessed through the subscribing institution's authorized credentials for the NCAA Transfer Portal. This data is not personal data collected from our users.

8. Your Rights

You may:

• Access and update your account information at any time through the Service
• Disable push notifications through your device settings or within the app
• Request deletion of your account and associated data by contacting us
• Request a copy of the personal data we hold about you

9. Children's Privacy

The Service is intended for use by college coaching professionals and staff. We do not knowingly collect information from children under the age of 13. If we become aware that we have collected data from a child under 13, we will delete it promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page with a revised "Last updated" date.

11. Contact Us

If you have questions about this Privacy Policy or your personal data, contact us at support@portalscout.io.