Privacy Policy

Doctoremia is a coordination platform for in-person physician shadowing. To make that coordination work, we collect basic account information, profile information you choose to provide, and records of activity on the platform — applications, scheduling, document hand-off, and clinic verification. We use that information to operate the platform, to keep it secure, and to communicate with you about your account. We do not sell your personal information and we do not share it with advertisers.

The Service is currently limited to users based in the United States. New accounts must confirm both adult and U.S. eligibility. These confirmations are self-reported.

The Service is intended for users who are 18 years of age or older. We do not knowingly collect information from individuals under 18. If you believe a minor has created an account, please contact us via our contact page so we can remove it.

The information we collect falls into the categories below.

Account information

When you create an account, we collect the email address and password you provide, a record of which account type you selected (student, clinic staff, or volunteer), and a record confirming you agreed to our Terms of Service and Privacy Policy at signup (including the version accepted and the timestamp). We rely on a third-party authentication provider to handle authentication, password storage, and session tokens (see Section 7).

Student profile information

Information you choose to add to your student profile — for example, your name, school, year of study, location, areas of interest, and any free-form description you write about yourself.

Clinic profile information

Information clinic staff choose to add to a clinic profile — name, location, specialty notes, requirements, working hours, listed physicians, and any free-form description.

Application and scheduling records

When a student applies to a clinic, we record the application, any decision the clinic makes on it, and the date and metadata of those events. When a clinic publishes availability and a student requests a session, we record the request, the clinic's decision, and related scheduling metadata. These records exist to make the platform's coordination role work.

Documents

Students upload documents that clinics they apply to may require — for example, a signed form, a photo ID, or an immunization or vaccination record. These documents are stored in private storage and are accessible only to the student who uploaded them, the clinic they were shared with as part of an application, and platform administrators. We treat them with the same access controls described in Section 9.

Some documents you upload may contain sensitive information about you, including government-issued identification or health records. Upload only what a clinic actually requires for a specific application. Background-check reports should not be uploaded to the platform; see Section 11.

Messages

Where in-product messaging is offered, we store the messages users send through the platform, along with metadata needed to show the correct thread, sender, timestamps, and unread state.

Community, mentorship and voluntary records

Community features store your chosen display identity, self-reported stage, posts, replies, audience choices and moderation records. Mentorship features store optional profiles, requests, mutual agreements and related conversations. Access to private chapter, effort and mentorship content depends on the relevant relationship and permissions.

Voluntary credential review stores the claim, submitted source reference and notes, review decisions, dates and revision history. Evidence is available to its submitter and authorized reviewers. Eligible reviewed labels are displayed only when you choose to share them; the label does not publish the underlying evidence. Professional status without such a label is self-reported. Credential review is not required for ordinary community participation.

Volunteer features store submitted clinic introductions, assignments, optional service-time records, review history and contribution records. Feedback may include an optional screenshot; submit only information appropriate for authorized support reviewers.

When a Doctoremia administrator reviews a clinic and changes its verification status, we record the time of the change, the administrator who made it, and any reason the administrator entered. This audit information is stored on the clinic record so that future review decisions have context.

Authentication and session information

Our authentication provider records information about sign-in events — for example, sign-in time and IP address — for security and abuse-prevention purposes. Our authentication provider uses session cookies to maintain your sign-in.

Application logs

Our hosting infrastructure records standard server-side logs (requests, errors, and related metadata) to diagnose problems and maintain platform availability. We do not use these logs for advertising and we do not share them with advertisers.

Email delivery information

When we send a transactional email — for example, a password reset — our email-delivery vendor records the send and basic delivery metadata. We do not duplicate this log in our own systems.

Cookies and similar technologies

We use first-party cookies for authenticated sessions. We do not place advertising or cross-site tracking cookies on the Service. You can generally control cookies through your browser settings, although disabling session cookies will prevent you from staying logged in.

Public contact messages and launch updates

When you use the public contact form, we collect the topic you choose, your email address, any optional name you provide, and the message you write. The message is stored in our feedback queue so an administrator can review and route it. When email alerts are configured, our email-delivery vendor also receives a copy for the purpose of notifying the team.

We do not currently offer a launch-update mailing-list signup. Sending a guide suggestion or launch-interest message through the contact page does not subscribe you to marketing email. We will update this policy and provide an unsubscribe option before opening any mailing list.

We use the information described above to:

• operate, maintain, and improve the Service;
• authenticate users, prevent abuse, and enforce our Terms of Service and Acceptable Use Policy;
• run the platform's coordination workflow — applications, scheduling, document hand-off, clinic verification, and related in-product activity;
• communicate with you about your account, including transactional messages such as account confirmation and password reset;
• review, route, and respond to public contact messages;
• diagnose problems, monitor errors, and understand usage; and
• comply with legal obligations and respond to valid legal process.

We do not use your personal information for advertising, profiling for marketing, or sale. We do not train external machine-learning models on your private content.

Retention depends on the record type, its relationships to other records, and any applicable legal preservation requirement. Deleting an account does not necessarily erase shared conversations, moderation history, backups or vendor logs at the same time.

Account and profile information

We keep your account record and the information you add to your profile while your account is active. Account deletion requests are reviewed through the contact channel. We must resolve linked clinic ownership, shared records and any required preservation before completing deletion. We do not currently offer a self-service restoration window after deletion.

Clinic records

A clinic record is kept while the clinic exists on the platform. Removing a clinic from public visibility is normally done by changing its verification status (see Section 6); fully deleting a clinic record cascades to associated specialties, requirements, working hours, listed physicians, availability, and applications tied to that clinic.

Application and scheduling records

We keep application and scheduling records for as long as both the student account and the clinic record involved still exist. If either side is deleted, the related application and scheduling records may be removed as a consequence. Related complaint, dispute and moderation records have separate retention requirements and are not necessarily removed with the application.

Administrator decision metadata

Verification and rejection metadata on a clinic record is kept for as long as the clinic record itself is kept. If the administrator who made a decision later deletes their own account, the audit metadata for the decision is preserved with that administrator reference cleared.

Documents

Uploaded documents are retained until you delete them, the related application is deleted, or your account is deleted. Underlying file removal may be processed through a deletion queue and retried if storage is temporarily unavailable; it is not guaranteed to complete immediately with the metadata change. You can delete documents you own from the document library in your dashboard. We intend to add automatic post-decision cleanup and will update this section when we do.

Messages

Message retention depends on the conversation type and its related records. Shared conversations and moderation records may remain after an account deletion request. Contact us to request deletion of your information; any necessary preservation is subject to applicable law.

Vendor-managed retention

Some categories of data are stored and aged by the vendors we use:

• Authentication audit logs and IP records are retained per our authentication provider's defaults;
• Email-delivery logs follow our email-delivery vendor's plan defaults.

These windows reflect the vendor's own retention practices and may change over time. Where we change a vendor or change a plan configuration that affects retention, we will update this section.

A Doctoremia administrator reviews each clinic profile before it appears in public discovery. Verification is a manual review for basic profile completeness and apparent legitimacy. Verification is not certification. It is not a license confirmation, malpractice-history check, board-status check, accreditation, endorsement, or assessment of clinical quality. The information used during review is the information visible on the clinic profile itself plus a small amount of administrator metadata described in Section 3.

We rely on a small number of service providers to operate the platform for the purposes described above. Each has its own published privacy practices and contractual terms.

• Supabase — authentication, database, and file storage.
• Vercel — application hosting and content delivery.
• Resend — transactional email delivery.

We may add or change service providers over time; we will update this section when we do.

We do not sell your personal information, and we do not share it with advertisers. We share information only in the following situations:

• With other users, as required by the platform's workflow. When you apply to a clinic, the clinic sees the application and the parts of your student profile that are visible to clinics. When a clinic publishes its profile and is verified, the public-facing portions of that profile are visible to anyone using the platform.
• With our service providers listed in Section 7, who handle data on our behalf to run the platform.
• To comply with the law — for example, in response to valid legal process — or to protect the rights, property, or safety of Doctoremia, our users, or the public.
• In a business transition such as a merger, acquisition, or asset sale, in which case we will require the recipient to honor commitments made in this Privacy Policy or give affected users a chance to object.

We use reasonable technical and organizational measures to protect information on the platform. Connections are encrypted in transit. Database access is gated by row-level security so that, for example, a student cannot read another student's application and clinic staff access private records according to their permissions. No method of online transmission or storage is fully secure; we cannot guarantee that information will never be accessed in unauthorized ways, but we work to prevent it.

You can:

• review and update most of your profile information from inside the platform;
• change your password from the account-settings surface;
• request deletion of your account by contacting us via our contact page;
• ask us a question about the information we hold about you, also via the contact page.

We will handle privacy requests within applicable legal deadlines. We may ask you to demonstrate control of the email address on file before we act on a request, and we may decline requests that are not permitted by applicable law or would require us to disclose information about other users. Any refusal remains subject to your applicable legal rights.

Doctoremia does not conduct, verify, adjudicate, or store background checks. Some clinics may require a background check; that requirement is handled by the clinic. Please do not upload background-check reports, fingerprint records, or related materials to the Service.

Your personal annual review, reflections and saved milestones are private to your account. Authorized clinic team members can view their clinic’s hosting review. Annual totals are calculated from recorded activity; self-reported figures are identified separately.

Photos are optional. You can save a private memory or publish a text-only story. Uploaded memory photos are resized and re-encoded with embedded metadata removed. A photo is shown publicly only when included in an approved story revision; acknowledgement recipients and authorized moderators may see it as part of that revision. Removing a photo prevents subsequent access through the Service and queues stored-file deletion.

You can create a public link containing only selected annual metrics and revoke that link later. These figures can change when underlying records change. A public story requires a separate submission and moderation. A named supporter receives the acknowledgement and its story context only after you send a request, and must accept before that acknowledgement can appear publicly.

You can withdraw a story, delete a milestone or remove your acknowledgement. Revocation prevents subsequent public access through the Service; it cannot recall copies other people already saved. Restricted staff may access submitted content, reports and decision records for moderation and appeals.

Students may upload documents — including government-issued photo identification and health records such as immunization certificates — where a specific clinic requires them as part of an application. These uploads go through the document library feature described in Section 3. Storing a copy that a clinic requested is not the same as identity verification: Doctoremia does not adjudicate, validate, or authenticate identity documents. The clinic that requested the document uses it to evaluate the application and decides whether to accept the student.

Doctoremia does not use biometric identity verification. Optional review of specific professional or enrollment evidence is separate from clinic-requested application documents and does not certify the accuracy of a member's posts or advice.

Doctoremia provides shadowing coordination and educational community features, not patient care or patient scheduling. Please do not upload, paste, or message protected health information (PHI) to the Service. If a clinic or student needs to share clinical information, use a channel approved by the responsible healthcare organization. HIPAA applicability depends on actual activities, information flows and relationships; this policy does not establish an exemption or certify HIPAA compliance.

The Service is for users 18 and older. We do not knowingly collect information from children. If you believe a minor has used the Service, please contact us via our contact page and we will remove the information.

The Service is offered from and intended for use within the United States. Account registration is limited to adults based in the United States. This restriction does not waive any applicable privacy rights.

We may update this Privacy Policy from time to time. The current version is the version posted on this page. We will update the “Last updated” date above when we make changes and, for material changes, take reasonable steps to bring the change to your attention.

Questions, requests, and concerns about privacy can be sent through our contact page.