Recruiting Email Sync Disclosure

1. In short

Recruiting email syncing is optional. It is off unless you turn it on, and you can turn it off at any time. When it is on, Earn4 uses read access to the Gmail account you connected only to recognize recruiting email activity and attach it to the right school in your tracker.

• What Earn4 accesses — Read access to the Gmail account you connect, so Earn4 can look at new email activity and tell which messages are recruiting messages.
• Why — So replies from coaches, messages from programs, and recruiting emails you send straight from Gmail attach themselves to the right school in your tracker — instead of you re-entering them by hand.
• What Earn4 stores — For recruiting messages only: who the message was between, the date, the subject line, a short preview of up to 200 characters, and the identifiers Gmail uses to keep a thread together. Emails Earn4 sent for you also keep the text you wrote.
• What Earn4 does not store — The full text of email you receive is never saved in Earn4. Everyday email that isn't recruiting is ignored — not stored, not summarized.
• What Earn4 does not download — Attachments and images are never downloaded. When you open a synced message, its text is loaded from Gmail at that moment to show you, and is not kept afterward.
• Sharing — Earn4 does not share your Gmail message content with coaches and does not sell it. Service providers that host and secure Earn4 process only the minimum needed to operate and support it.
• Never — Your Gmail information is never used for advertising and never used to train general-purpose AI models. You can turn syncing off at any time, and deleting your account removes this data permanently.

2. Sending is separate from syncing

Connecting Gmail so Earn4 can send recruiting emails from your address uses the Gmail sending permission (gmail.send), which Google classifies as a sensitive scope. It does not give Earn4 the ability to read your email. Reading is a second, separate permission (gmail.readonly), which Google classifies as a restricted scope, so Earn4's use of it is additionally subject to Google's restricted-scope requirements. You grant it explicitly, and Earn4 shows you this disclosure immediately before Google asks for it. You must take an affirmative action to continue; cancelling or closing the disclosure grants nothing and sends no request to Google.

3. How Earn4 decides what is recruiting email

Earn4 looks at new email activity in the connected account and keeps only what it can tie to recruiting: replies to emails Earn4 sent for you, messages involving a coach or program contact in your tracker, and recruiting messages you sent yourself from Gmail. Anything else is not intended to enter the recruiting workflow and is not stored, summarized, or shown in Earn4. Earn4 does not send Gmail message bodies to any AI provider to make this decision.

4. Opening a message

When you open a synced message in Earn4, Earn4 asks Gmail for that message's plain-text body at that moment, confirms it belongs to your account and conversation, shows it to you, and does not write it to its database. If Gmail is not connected with read permission, that message can show only the short preview already stored.

5. Google API Services Limited Use

Earn4's use and transfer of information received from Google APIs to any other app adheres to the Google API Services User Data Policy, including the Limited Use requirements. Earn4's use of information received from Google Workspace APIs adheres to the Google User Data and Developer Policy, including the Limited Use requirements.

Specifically: Gmail information is used only to provide the recruiting features described here, which are visible and prominent in Earn4's interface; it is not sold or transferred to third parties such as advertising platforms, data brokers, or information resellers; it is not used for advertising of any kind, including retargeting or interest-based advertising; it is not used for creditworthiness or lending decisions; and it is not used to create, train, or improve generalized or general-purpose artificial-intelligence or machine-learning models. Transfers are limited to what is necessary to provide these features through the infrastructure providers that host, secure, and operate Earn4, to security purposes, to compliance with law, and — only with your explicit prior consent — to a merger, acquisition, or sale of assets.

Earn4 provides no administrative or staff interface for browsing your Gmail conversations or messages. Authorized personnel with infrastructure access may reach stored data only where necessary for security, to investigate a bug or abuse, to address a specific support issue you raise about that data with your agreement, to comply with law, or where the data is aggregated and used for internal operations consistent with applicable law.

Earn4 keeps connected-account tokens encrypted at rest, encrypts data at rest and in transit, and restricts access by account-level access rules.

6. Athletes under 18

If the athlete is under 18, recruiting email syncing cannot be turned on until a parent or guardian reviews this disclosure and acknowledges it through a one-time link Earn4 emails them. The athlete then also acknowledges this disclosure personally, because the athlete is the holder of the Google account. If the athlete's date of birth is unknown, syncing stays off. Sending recruiting email is not affected by this step.

7. Turning syncing off, and deleting your account

Turning it off. Disconnecting stops syncing immediately, removes Earn4's stored Google credential, attempts revocation with Google, and clears sync and watch state. Full message text can no longer be loaded, so a synced message shows only its saved preview. Recruiting records already saved in Earn4 stay in your account — disconnecting is not a delete.

Deleting your Earn4 account starts a 7-day cancellable waiting period. Gmail is disconnected and revocation attempted immediately, syncing does not resume during the waiting period, and normal account use is locked. If you cancel within 7 days, your Earn4 data and access are restored and Gmail must be connected again. After the 7 days, your account and the Gmail-derived recruiting data linked to it are permanently deleted.

Sync diagnostics that contain Gmail message or history identifiers are automatically deleted after 30 days.

8. Getting a copy of your data

You can download a machine-readable copy of your Earn4 data from Settings at any time. That download is built only from what Earn4 already stores, makes no requests to Gmail, and never includes the live full text of email you received.

9. Questions

See our Privacy Policy and Terms of Service, or email support@earn4.app.