1. Introduction and Scope
Hyperflow Intelligence, LLC ("Hyperflow," "we," "us," or "our") operates RushPilot, a fraternity recruitment management platform (the "Service"). This Privacy Policy explains how we collect, use, disclose, and protect information about you when you use RushPilot.
RushPilot serves three types of users:
- Admins — rush chairs and executive board members who manage recruitment on behalf of a chapter
- Brothers — active members of a chapter who log interactions and track potential new members
- PNMs — Potential New Members who browse chapter information, submit applications, and communicate with chapters
By using RushPilot, you agree to the collection and use of information as described in this policy. If you are using RushPilot on behalf of a chapter (as an Admin or Brother), the chapter's agreement to our Terms of Service also governs data handling for your account.
2. Minimum Age Requirement
RushPilot requires users to be at least 17 years of age to create an account or use the Service. We do not knowingly collect personal information from individuals under 17 years old. If we become aware that a user is under 17, we will promptly deactivate their account and delete associated personal data.
Users who are 17 years old represent that they have obtained the consent of a parent or legal guardian to use the Service and to the collection and processing of their personal information as described in this Privacy Policy. Parents or guardians who believe their minor child has created an account without consent should contact us immediately at privacy@rushpilot.us.
We do not use the Service to knowingly collect, sell, or share the personal information of users under 18 years of age for targeted advertising or other commercial purposes beyond operating the Service.
Note: COPPA (Children's Online Privacy Protection Act) applies to children under 13. Our 17-minimum age policy exceeds that threshold; however, because users aged 17 are legal minors in most U.S. states, we apply heightened data minimization and parental consent standards for 17-year-old users.
3. Information We Collect
3.1 Information You Provide Directly
- Account registration: name, email address, phone number, university/chapter affiliation, and password (managed via Clerk authentication)
- PNM application data: responses to chapter-configured application questions, which may include academic information, extracurricular activities, personal statements, and photos
- Voice recordings: audio submitted through the Record feature by Brothers and Admins, transcribed via a third-party transcription service
- Messages and communications: chat messages sent between PNMs and Brothers/Admins through in-app messaging
- Event RSVPs and attendance confirmations
- Profile information and notification preferences
3.2 Information Generated by the Service
- AI-generated content: meeting records, PNM summaries, and message drafts created by third-party AI models from your data
- Interaction ratings and rubric scores assigned by Brothers and Admins (never visible to PNMs)
- Composite scores, internal notes, and recruitment pipeline status (never visible to PNMs)
- Bid decisions and voting records from bid meetings (not visible to PNMs unless officially communicated)
- Daily AI standup digests and usage analytics
3.3 Information Collected Automatically
- Device information: browser type, operating system, device identifiers
- Usage data: pages visited, features used, timestamps
- IP address and approximate geolocation
- Authentication tokens and session data via Clerk
- Payment and billing metadata via Stripe (we do not store full payment card details)
3.4 Information from Third Parties
- Clerk may share profile information when you authenticate
- Chapters may bulk-import PNM lists via CSV, which may include your name, contact information, and chapter-specific notes prior to your account creation
4. How We Use Your Information
4.1 Service Operation
- Creating and managing accounts and authenticating identity
- Enabling Admins to manage recruitment pipelines, events, and bid decisions
- Transcribing voice recordings and generating AI-assisted meeting records
- Powering AI Assistant features (third-party AI models for PNM summaries and daily standups)
- Facilitating messaging between PNMs and chapter members
- Processing payments and managing subscription billing through Stripe
4.2 Service Improvement
- Analyzing aggregated, de-identified usage patterns to improve features
- Debugging errors and monitoring system performance
- Internal research and analytics
4.3 Communications
- Transactional notifications: application status updates, event reminders, bid decisions
- Push notifications for recruitment activity (with your consent)
- Customer support and service announcements
- Material policy updates
5. AI Processing and Voice Data
RushPilot uses AI to help chapters manage recruitment. The following explains how your data flows through AI systems:
Voice Recordings: When a Brother or Admin records a voice note, the audio is transmitted to a third-party transcription API. The resulting text is stored in our database and may be used to generate meeting records and AI-generated PNM summaries. Raw audio files are not retained after transcription completes.
AI Summaries and Drafts: Transcribed notes, ratings, and interaction records may be sent to a third-party AI API to generate PNM summaries, message drafts, and daily standups. These AI outputs are accessible only to Admins and Brothers. PNMs will never see their composite score, AI-generated summary, private notes, or cut/decline status through the platform.
Third-Party AI Providers: We share data with third-party AI service providers solely to operate these features. These providers are bound by data processing agreements with us. We do not authorize them to use your data to train their general models.
6. PNM Privacy Protections
We have implemented specific technical guardrails to protect PNMs from accessing sensitive internal recruitment data:
- Private notes (marked isPrivate) are never returned through PNM-facing API routes
- Ratings, rubric scores, and composite scores are blocked from PNM access at the API level
- AI-generated summaries are never exposed through PNM routes
- Cut or declined status is not surfaced to PNMs; the visible funnel shows only: Lead, Met, Invited, Bid
- Bid decisions are communicated only through the official bid extension flow
PNMs access only their own application status, chapter-published event information, and their personal message thread with the chapter.
7. How We Share Your Information
We do not sell your personal information to third parties.
7.1 Within the Platform
Role-based access controls govern what each user type can see. Brothers see limited PNM profiles without private notes or scores. Admins see full recruitment data. PNMs see only their own data and publicly-published chapter content.
7.2 Service Providers
We share data with trusted vendors under contractual data processing agreements: Clerk (authentication), Convex (real-time database), a third-party transcription service, a third-party AI service, Stripe (payments), and push notification providers.
7.3 Chapter Organizations
As a PNM, your application data, profile, and messages are accessible to the chapter you applied to. The chapter is a data controller for your information within the context of their recruitment process and is contractually bound by our Terms of Service to use your data only for lawful recruitment purposes.
7.4 Legal Requirements
We may disclose information when required by law, court order, or government authority, or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others.
7.5 Business Transfers
In the event of a merger, acquisition, or asset sale, your information may be transferred. We will provide notice via email or a prominent in-Service notice before your data becomes subject to a different privacy policy.
8. Data Retention
- Account data: retained while the account is active; deleted within 90 days of account closure upon request
- Voice transcription text: retained for the duration of the rush cycle plus 12 months
- Raw audio files: deleted immediately after transcription; not stored
- PNM application data: retained for 24 months after the end of the relevant rush cycle
- Chat messages: retained for 24 months
- Billing records: retained for 7 years as required by financial regulations
9. Data Security
- All data in transit is encrypted using TLS 1.2 or higher
- Data at rest is encrypted within Convex's infrastructure
- Authentication is managed by Clerk using JWTs; we do not store passwords
- Role-based access controls enforce data separation across user types
- Payment data is tokenized by Stripe; we never store card numbers
No electronic storage or transmission method is 100% secure. In the event of a data breach affecting your personal information, we will notify affected users and relevant authorities as required by applicable law.
10. Your Rights and Choices
- Access: request a copy of your personal information
- Correction: request correction of inaccurate data
- Deletion: request deletion of your personal information (subject to retention requirements)
- Portability: receive your data in a structured, machine-readable format
- Objection: object to certain types of processing
- Withdraw consent: where processing is consent-based, withdraw at any time
- Opt out of push notifications: adjust preferences in Settings at any time
To exercise any privacy right, contact privacy@rushpilot.us. We will respond within 30 days.
11. Cookies and Tracking
- Essential cookies: required for authentication and session management; cannot be disabled
- Analytics cookies: used to understand feature usage; you may opt out via browser settings
We do not use third-party advertising cookies or sell browsing data to ad networks.
12. California Privacy Rights (CCPA/CPRA)
California residents have additional rights under the CCPA as amended by the CPRA, including the right to know, delete, correct, opt out of sale/sharing, and non-discrimination. We do not sell or share personal information for advertising purposes. To submit a CCPA request, contact privacy@rushpilot.us.
13. Changes to This Policy
We may update this Privacy Policy periodically. For material changes, we will notify you by email and/or prominent in-Service notice at least 14 days before the changes take effect. Continued use after the effective date constitutes acceptance.
14. Contact Us
Hyperflow Intelligence, LLC
Operating as: RushPilot
Privacy inquiries: privacy@rushpilot.us
Website: rushpilot.us