What we collect, what we do with it, and what we will never do.

What this document is

When your athlete takes the Athletic Embeddedness Profile (AEP™) and your family completes a debrief with a certified practitioner, you are sharing personal information with us. This document explains exactly what we collect, why we collect each thing, what we do with it, what we will not do with it, and what rights you have over your data. Read it before you sign.

We have written this in plain English because the privacy practices of most companies in this space are written to obscure what is actually happening with your data. If anything below is unclear, ask before you sign.

1. What you own

Your athlete's AEP responses, the resulting priority architecture and heat map, the question library generated for your program evaluation, the practitioner debrief notes, and any documents we create specifically for your family are your property. You own them.

If you also complete the separate Parent Perspective component, your responses and the resulting Parent Perspective output and Alignment Profile are also your property.

You can request deletion of your individual data and reports at any time, for any reason, with no questions asked. We will honor the request within 30 days.

2. What we collect

We collect the categories below. Items marked Required are necessary to administer the instrument and deliver the debrief. Items marked Optional may be left blank and the instrument and debrief will still function.

2a. Athlete intake (Required)

• Athlete first and last name
• Date of birth and age
• Gender (self-identified)
• State of residence
• Citizenship and visa status (international athletes are subject to different NIL and aid rules)
• Sport, position or event, and years playing the sport
• Current level (HS senior, HS junior, HS sophomore, JUCO freshman, JUCO sophomore, 4-year transfer portal, NIL decision point, post-college)
• Multi-sport athlete (yes or no)
• Injury history (yes or no, current status)
• Intended major or undecided

2b. Athlete intake (Optional but encouraged)

• Race and ethnicity (multi-select with a self-describe field)
• Religious affiliation
• First-generation college student (yes or no)
• GPA
• SAT or ACT score, if taken

2c. Decision context (Required)

• Decision stage (pre-commitment, transfer portal, NIL decision point, post-college planning)
• Number of offers in hand
• Division mix of those offers (P4, G5, FCS, D2, D3, NAIA, JUCO, international)
• State or region mix of those offers
• Distance from home willingness
• Commit timeline (signed, uncommitted, expiring offer date, portal window)
• Unofficial visits taken
• Official visits taken
• Recruiting service used (yes or no)

2d. Financial landscape (Required)

Multi-select of what is part of your athlete's financial picture:

• Athletic scholarship (full, partial equivalency, head-count, walk-on)
• Academic scholarship or merit aid
• Need-based aid (Pell, institutional grants)
• Cost of attendance stipend (COA)
• Books and supplies coverage
• Room and board coverage (on-campus, off-campus stipend, family-paid)
• School-direct revenue share under the House settlement
• Collective-driven NIL
• Third-party brand or sponsor deals
• Estimated family out-of-pocket contribution (band)
• Whether the family has consulted a financial or tax advisor
• Whether the athlete has signed NIL representation

2e. Family context (Parent-completed, required for Parent Perspective)

• Household structure (single parent, two parent, guardian, blended, other)
• Parent or guardian education level (recorded separately for each parent if applicable)
• Approximate household income band
• Sibling count and ages
• Family geographic mobility (immigrant, military, moved during high school)
• Number of family members involved in this decision
• Family financial advisor involved (yes or no)

2f. Decision-making network (Optional)

• Other voices in the decision: coach (HS, club, current), recruiting service, agent, NIL advisor, family friend, mentor, faith community
• Who is paying for which services involved in the decision
• Referral source to Client PSYENCE

2g. Instrument responses

Your athlete's complete responses to the 96-item Athletic Embeddedness Profile instrument. If applicable, parent or guardian complete responses to the 64-item Parent Perspective instrument.

2h. Open-text fields

Two free-text responses at the end of the intake: the question your family most wants the AEP to help answer, and your family's biggest concern entering this decision. These fields are treated as identifiable and are never used in aggregated research without explicit re-consent.

2i. Practitioner notes

Notes the certified practitioner takes during the debrief and any documents we create specifically for your family. Retained as part of your family file under the rules below.

3. Why we collect what we collect

Each category serves a specific purpose. We do not collect data we are not using.

• Athlete intake and decision context: Operationalize the instrument and produce the heat map and Alignment Profile.
• Race, ethnicity, religion, first-generation status, household income, parent education: Sensitive categories used by the practitioner to interpret your family's heat map within its cultural and socioeconomic context. Several cells in the AEP and Parent Perspective have known correlation with socioeconomic background and intergenerational educational privilege. Practitioner interpretation requires this context. Without it, low scores on certain cells can be misread.
• Financial landscape detail: Sharpens the Promise Integrity by Financial cell interpretation. NIL, collective, and revenue-share landscape is opaque even to families being recruited. Knowing what is in the financial picture lets the practitioner contextualize the family's ratings.
• Family context: Required for the Parent Perspective cell-by-cell overlay against the AEP. Cultural interpretation cells in the Parent Perspective specifically require this data to interpret responsibly.
• Decision-making network: Helps the practitioner understand who else is influencing the decision and where conflicts of input may be surfacing.
• Open-text fields: Prime the practitioner for the debrief and surface the question your family most wants answered.

4. Sensitive categories notice

Race, ethnicity, religion, household income, parent education, injury history, and NIL contractual specifics are treated as sensitive categories. Best practice and several state privacy laws require explicit notice and explicit consent for their collection.

These categories are optional in the intake. You may decline to provide any of them. If you provide them, they are used exclusively for the purposes named in Section 3 above. They are never shared with any program, agent, collective, or third party. They are never used in aggregated research without re-consent.

5. What we may do with anonymized, aggregated information

We may use anonymized and aggregated information from AEP responses across all families for these purposes:

• Product improvement: refining items, scoring, and the question library based on patterns we observe.
• Internal research: understanding patterns in athlete and family decision-making at the population level.
• Publication of generalized industry insights: annual reports, research articles, presentations to professional audiences.

Aggregation thresholds prevent re-identification of any individual. National-level aggregations require at least 10 respondents in the cut. Regional or sport-specific aggregations require at least 20. Highly granular aggregations (combining geography, sport, and position together, for example) require at least 30. No aggregate insight published or shared will identify you, your athlete, or any specific program.

Consent for aggregated research use is separable from consent to administer the instrument. See Section 10.

6. What we will not do

We do not sell your individual data to anyone, ever. Not to colleges, not to programs, not to agents, not to NIL collectives, not to recruiting services, not to marketing firms, not to anyone.

We do not take compensation from any program your family may be evaluating. We have no financial relationship with any college, NIL collective, or agency that would create a conflict of interest in how we deliver the AEP. The only party paying us is your family.

We do not share your individual data with any entity your family is evaluating in this decision. The programs you may visit do not see your responses. Agents you may be working with do not see your responses unless you choose to share them.

We do not recommend specific colleges or programs to your family. The AEP is a decision support instrument, not a matchmaking service.

7. How we store your data and who else touches it

Your individual data is stored on secured systems with access restricted to Client PSYENCE LLC and the certified practitioner conducting your engagement.

Subprocessors

We use the following third-party services to administer and store the instrument and your data:

• Jotform (SOC 2 Type II certified): form delivery and intake collection.
• Google Workspace Business: scoring, analysis, family file storage.
• Stripe or equivalent (payment processor): engagement payment, billing data only. No instrument or family data passes through the processor.

Each subprocessor has its own privacy practices governing the limited data it processes on our behalf. We do not authorize any subprocessor to use your data for purposes outside the engagement.

Practitioner confidentiality

Practitioner certification agreements include explicit confidentiality obligations and require the practitioner to delete copies of your individual data after the engagement is complete.

Retention period

Identifiable family data is retained for five years from the date of your last engagement, after which individual identifiers are stripped from the file. Aggregated, de-identified data is retained indefinitely for the research purposes described in Section 5. You may request deletion of your identifiable data at any point during the retention window, for any reason, and we will honor the request within 30 days.

8. Athletes under 18 and dual consent

If your athlete is under 18 years of age at the time of administration, the parent or legal guardian provides consent on the athlete's behalf and signs this agreement.

Dual parent or guardian signature

In two-parent or two-guardian households, best practice and the privacy laws of several U.S. states require both parents or guardians to sign. We require both signatures unless one of the conditions below applies:

• Single-parent household: the signing parent or guardian attests in writing that they hold sole legal authority to consent.
• Divorced or separated household with sole legal custody: the signing parent or guardian attests in writing that they hold sole legal custody.
• Other arrangement: the signing parent or guardian explains the authority basis in the space provided.

The Acceptance section below provides space for both signatures and for the authority attestation.

Athlete assent (ages 13 through 17)

Athletes aged 13 through 17 are asked to sign an assent line acknowledging that they have read this document and agree to participate. Parental consent is the legal basis for collection; athlete assent is the practitioner ethics standard for instruments administered to teens. Both are required.

9. Your rights

You have the right to:

• Access your individual data at any time.
• Request corrections to demographic or contact information.
• Request deletion of your individual data at any time, for any reason.
• Withdraw your consent for use of your data in aggregated research at any time. This applies to subsequent administrations only; data already aggregated cannot be retroactively extracted.
• Receive a copy of your AEP report and any associated documents we have produced for your family.
• Withdraw consent for follow-up contact at any time.

State-specific privacy rights

Residents of California, Colorado, Connecticut, Utah, Virginia, and other states with consumer privacy laws have additional rights under those laws, including the right to know specifically what categories of personal information have been collected, the right to opt out of certain disclosures, and the right to non-discrimination for exercising privacy rights. To exercise state-specific rights, contact us at the email address in Section 14.

Residents of states without a comprehensive privacy law retain the rights enumerated above under this agreement directly.

10. Research consent (separable)

We ask separately for your consent to use your de-identified, aggregated data in our research and publications, as described in Section 5. This is separable from your consent to administer the instrument. You may complete the AEP, receive the debrief, and decline research participation. The instrument and debrief still function.

Acceptance section below provides a separate signature line for research consent.

11. Follow-up contact (separable)

Six and twelve months after your family's commitment decision, we may contact you to ask a short set of follow-up questions about how the decision is playing out in practice. This data builds our normative outcome bands by division, sport, and decision stage.

This contact is separable from your engagement and from research consent. You may consent to follow-up contact, decline, or withdraw at any time. Acceptance section below provides a separate signature line.

12. Mental health firewall

Promise Integrity by Life Beyond Sport, Fit by Life Beyond Sport, and Sacrifice by Life Beyond Sport items will sometimes surface content adjacent to mental health concerns (identity narrowing, isolation, character pressure, faith stress). The practitioner is not licensed to provide clinical care. At the first indicator that a clinical-care need is present, the practitioner makes a hard handoff to a licensed clinician, per the PSYENCE Mental Health Handoff Protocol.

13. Changes to this agreement

If we materially change how we collect, use, or share data, we will notify families of record by email and provide an opportunity to consent to the new terms or request deletion. Cosmetic or clarifying changes will be posted to our website without separate notification.

14. Contact

For any question about this agreement, to exercise any of your rights, or to request deletion of your data:

• Client PSYENCE LLC
• Email: information@clientpsyence.com
• Website: clientpsyence.com

Acceptance and Signatures

By signing the engagement form, you acknowledge that you have read and understood this agreement and consent to the data practices described. The full signature block, including dual-parent consent, athlete assent for ages 13-17, separable research consent, and separable follow-up contact consent, is presented at engagement intake and is signed before the instrument is administered.

Confidential and Proprietary. The full executable signature block is rendered in the engagement intake form, not on this web page.