Your information in RecOps

Privacy

Last updated November 7, 2026

RecOps is a private program-management application for authorized adult staff. It uses program records and an explicitly authorized mailbox to help directors manage a season and prepare communications. A director reviews messages; RecOps never sends emails automatically.

Who operates RecOps

RecOps is independently owned, proprietary software operated by its owner for use by authorized program directors. The software, application hostname and infrastructure are managed separately from the organizations whose programs it supports. Questions about RecOps or this notice can be sent to cgknight28@gmail.com.

Information used by the application

• Program records: information supplied or imported by authorized staff, including player names, birthdates or grades where provided, guardian names and contact details, registration preferences and notes, coach contacts, teams, rosters, fields and practice assignments.
• Authorized communications: relevant email addresses, message and thread identifiers, subjects, dates, conversation content, existing draft information and proposed reply text needed for the reviewed communications workflow.
• Access and activity: director sign-in identity, authorization and review actions, source-record fingerprints, draft references, error/status records and AI usage totals. These support access control, duplicate prevention, review and recovery.
• Connection credentials: OAuth credentials and tokens needed to keep the approved mailbox connected, plus server credentials for the services used by RecOps. These are kept outside the source repository and public website.

The public information pages do not display program records or mailbox content. They include no advertising or analytics scripts. Hosting and security services may process ordinary request metadata, such as IP addresses and requested URLs, to deliver and protect the website. The protected application uses authentication/session mechanisms needed for staff access.

The Gmail connection

The account owner authorizes a specific program mailbox through Google. RecOps uses Gmail access to find relevant incoming questions and conversation context, check for an existing draft or later reply, and prepare an unsent draft for director review. It matches the sender and player against current program records and holds uncertain matches, incomplete or unfinalized facts and sensitive questions for a director.

RecOps requests gmail.readonly to read the necessary mailbox information and gmail.compose to manage drafts. Google’s compose permission also technically permits sending. The implemented RecOps integration exposes reads and draft creation; it does not provide a sending operation. Directors review and send messages themselves.

Reply drafts are associated with their original Gmail conversations using the thread identifier and email reply headers. The workflow keeps local review state, including relevant message context, proposed writing and draft identifiers, to support review, rechecks and duplicate prevention. Gmail retains the original messages and the Gmail drafts in the connected account.

Limited Use: RecOps’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements. Google user data is used to provide the disclosed program-management and communications features. It is not sold, used for advertising or used to train generalized artificial-intelligence or machine-learning models.

AI-assisted writing and local facts

RecOps can use OpenAI to write new prose from a director’s request and the established writing voice. The model is not authorized to choose recipients, retrieve Gmail messages, access the program database, create drafts or send messages.

In the current family-reply pilot, message routing and identity checks happen within RecOps. The writing request sent to the model contains generic instructions, tone and required placeholders. It excludes the incoming Gmail text, sender address, contact signature, player identity and the verified team, coach and practice values. RecOps inserts those facts afterward.

For coach packets, rosters and practice blocks are inserted locally into validated placeholders. Director-entered requests and optional writing examples may be part of model input, so directors should use only the information needed and check the displayed data flow. A broader transfer of real message context or personal facts requires a separate disclosure and approval before use.

Model requests use the application’s configured data controls. External providers can retain request information under their own applicable service settings and policies; RecOps does not promise zero provider retention. AI text can be incorrect even when format checks pass. A director reviews the facts, wording and recipients before creating a draft.

Service providers and access

RecOps uses independently controlled service accounts for the following purposes. These providers process the information necessary for their role.

Program records and relevant conversations are available to authorized directors for program operations. The owner may access information for a specifically authorized support or testing task. Provider processing and any additional human access must be limited to the disclosed service, authorized support, security needs or applicable legal obligations. RecOps does not sell program or Google account data or share it with advertisers or data brokers.

How information is protected

The application uses separate director identities, access restrictions and multifactor sign-in. Credentials are stored separately from source code. Server access and backups are restricted; offsite application backups are encrypted before upload. Recovery credentials are managed separately from the backup-writing role. These measures reduce risk but cannot guarantee that a system will never fail or experience unauthorized access.

Retention and deletion

RecOps retains information while needed for program operations, review, duplicate prevention, support and recovery. The current pilot does not have an automatic age-based deletion schedule. Retention is managed by the owner and directors; it should be reviewed as seasons and pilot scope change.

Deleting an active application record does not immediately remove it from existing encrypted backups. Backup copies remain subject to the owner’s backup-retention process. Disconnecting Gmail stops future authorized API access but does not itself erase local review records, existing Gmail messages, drafts or retained backups.

To request correction, deletion of RecOps-held information or a review of retained copies, contact cgknight28@gmail.com. The owner will verify that the requester is authorized, identify the relevant information and explain any retained backup or operational copies. Requests concerning original program records may need coordination with the program directors. Gmail messages and drafts can also be managed in Gmail by the account owner.

Connection and account choices

The mailbox owner can revoke RecOps’s Google authorization in their Google Account’s third-party connections. Contact the RecOps owner to stop scheduled checks, remove the stored connection credentials or request deletion of associated review data. Staff access can be removed independently from the Gmail connection.

RecOps is intended for authorized adult staff. It does not offer child sign-ins or public player/guardian registration on this website. Staff may hold child-related program records as described above; those records belong in the protected workspace, not on the public information pages.

Changes to this notice

This notice will be updated when the application’s data practices change. Changes that introduce a new use or sharing of Google data will be disclosed and the necessary consent obtained before that new use begins. The date above identifies this version.