Terms of Service

By creating a Doctoremia account, accessing the Service, or otherwise using any feature of the platform, you agree to these Terms and to our Privacy Policy and Acceptable Use Policy, which are incorporated by reference. If you do not agree, do not use the Service.

We may update these Terms from time to time. If we make material changes, we will update the “Last updated” date above and, where appropriate, notify users in-product or by email. Continued use of the Service after a change means you accept the updated Terms.

The Service is intended for users who are 18 years of age or older. By creating an account, you represent and warrant that you are at least 18 years old. We do not knowingly collect information from individuals under 18, and the Service is not designed for or directed at minors. If you believe a minor has created an account, please contact us via our contact page so we can remove it.

You are responsible for the accuracy of the information you provide when creating and maintaining an account. You agree to use a real name and a working email address, to keep your account credentials confidential, and to notify us if you suspect unauthorized access. One person may hold one student account; one clinic location may hold one clinic-staff account (see Section 8).

You are responsible for any activity that occurs under your account. We are not responsible for losses you may incur if you share your credentials, leave a session unattended, or otherwise fail to keep your account secure.

What Doctoremia is. Doctoremia is a coordination and information platform for in-person physician shadowing opportunities. We help pre-med students discover clinics that volunteer time to host shadowing sessions, help clinics describe their programs and requirements, and provide a structured workflow for applications, scheduling, document hand-off, and clinic verification — all in service of that coordination role.

What Doctoremia is not.Doctoremia is not a credentialing body, a clinical-site certifier or accreditor, an authority on the legal sufficiency of any document or signature, a background-check provider, a medical training sponsor, a medical school, a representative or affiliate of any medical school, a healthcare provider, an employer of clinics or students, or a guarantor of any shadowing outcome — including the availability of a session, the quality of any experience, the issuance of letters of recommendation, or any subsequent admissions or career outcome. Doctoremia does not handle protected health information and is not a HIPAA business associate. Doctoremia is mission-driven and free to students for the platform's core features, and does not solicit financial contributions of any kind.

The Service is offered “as is” in support of the coordination role described above. Anything outside that role is outside the Service.

Your use of the Service is subject to our Acceptable Use Policy, which sets out conduct expectations for students, clinics, volunteers, and anyone else who interacts with the platform. Violations may result in warnings, suspension, removal of content, account termination, or — for clinics — revocation of verified status.

A “clinic” account is held by clinic staff (manager, medical assistant, administrator, or comparable role) on behalf of a single physical clinic location. If your organization operates more than one location, each location is represented by a separate clinic account.

Physicians who host shadowing are represented as data records on the clinic profile, not as separate user accounts. Physician approval and sign-off happen at the clinic, off-platform; the clinic account holder is responsible for keeping physician information accurate.

Clinics are responsible for the accuracy of their profile, posted requirements, posted availability, and any documents or instructions shared with students. Clinics are responsible for deciding whether a student meets the clinic's stated requirements, including any background-check requirement (see Section 11). Clinics retain full discretion over whom they approve and may decline any request for any lawful reason.

A clinic appears in public discovery only after a Doctoremia administrator reviews the clinic profile for basic completeness and apparent legitimacy and changes its verification status to “verified.” Verification by Doctoremia is described further in Section 14.

Students must meet the eligibility requirement in Section 2. Students are responsible for the accuracy of their profile, the accuracy of statements in any application, and the proper completion of any documents the clinic requires (see Section 10).

Submitting an application or requesting a session does not create any obligation on the part of a clinic to accept you. Clinics may decline applications and decline session requests at any time, for any lawful reason, and without obligation to explain.

You agree not to use the Service to pay or offer to pay a clinic in exchange for a shadowing opportunity, and not to ask a clinic to accept payment in exchange for shadowing. Doctoremia is free for students for the core features described here; we do not facilitate payments between students and clinics.

Where document exchange features are offered, Doctoremia transmits and displays documents that clinics and students choose to upload. Doctoremia does not create, validate, witness, notarize, or otherwise certify the legal sufficiency of any document, agreement, waiver, signature, identification, or uploaded file.

Where a clinic requires a signed document, the student is expected to complete and sign the document according to the clinic's instructions off the platform, and to upload the completed copy for the clinic to review. The clinic is responsible for accepting, rejecting, or seeking further information about any document. Both parties are responsible for the content of documents they exchange.

Document exchange is a coordination feature. Uploading or reviewing a document in Doctoremia does not replace any clinic's own legal, compliance, credentialing, or recordkeeping process.

Some clinics may require a background check as a condition of shadowing. Doctoremia may display whether a clinic has stated this requirement, but Doctoremia does not conduct, verify, adjudicate, store, or guarantee any background check. The clinic is solely responsible for deciding whether its background-check requirement has been satisfied and for managing the underlying process — for example, by directing students to a third-party provider or to its own internal procedure.

You should not upload a background-check report, fingerprint card, or related result to Doctoremia.

Doctoremia does not currently run any platform-side identity- vetting process. We do not capture government-issued identification at signup, do not adjudicate identity claims, and do not certify any user as credentialed, licensed, or otherwise vetted. Where a clinic requires identification or other vetting, that process happens at the clinic and outside the Service.

When a clinic publishes availability and a student requests a session, the request is pending until the clinic approves it. Doctoremia does not auto-approve session requests. Clinics are responsible for keeping their availability up to date and for confirming or declining requests in a reasonable time consistent with their own scheduling practices.

Confirmed sessions reflect the platform's record of what the clinic has approved. Verbal agreements made off the platform do not override the platform's record. Either party may cancel, reschedule, or update a session subject to the platform's rules and the clinic's practice; we describe applicable cancellation and update behaviors in the relevant in-product surfaces.

Doctoremia is the primary, but not the exclusive, channel between students and clinics. You may exchange contact information and continue conversations off the platform. Off-platform communication and conduct are not monitored, mediated, or guaranteed by Doctoremia. Conduct that violates these Terms or the Acceptable Use Policy may still result in platform action even if it occurred off the platform, where we have a reasonable basis to act.

Where messaging features are offered, Doctoremia messaging is asynchronous and email-style. We do not promise instant delivery, guaranteed response times, message-read confirmations, or live presence indicators. Messaging is not an emergency communication channel and is not a substitute for clinical advice. If you need urgent help, contact emergency services or a licensed clinician; do not use the Service for that purpose.

Doctoremia operates a manual administrator-led process to review clinic profiles before they appear in public discovery. A clinic marked “verified” has been reviewed by a Doctoremia administrator for basic profile completeness and apparent legitimacy. Verified is not certified.Verification is not a license confirmation, malpractice-history check, board- status check, accreditation, endorsement, or assessment of clinical quality. We may revoke verification at any time, set a clinic to “rejected,” or remove a clinic from public discovery for any reason consistent with these Terms.

The Service is provided “as is” and “as available.” We do not promise any specific level of uptime or availability. Outages, maintenance windows, data-loss events, and feature changes may occur, including without notice. We may introduce, modify, suspend, or discontinue features at any time.

You may stop using the Service at any time. To request deletion of your account, contact us via our contact page.

We may suspend or terminate your account or any feature of the Service if we believe, in our reasonable judgment, that you have violated these Terms or the Acceptable Use Policy, that your account has been compromised, or that continued access poses a risk to the platform, to other users, or to us. Where appropriate, we will attempt to give notice; we may act without prior notice where the situation requires it.

Upon termination, your right to use the Service ends. Sections that by their nature should survive termination — including, without limitation, Sections 4, 8, 9, 17, 18, 19, 20, and 21 — will survive.

The Service, the Doctoremia name and marks, and all software, design, and content created by or for Doctoremia are owned by Doctoremia or its licensors and are protected by intellectual property laws. We grant you a limited, non-exclusive, non-transferable, revocable license to use the Service for the coordination purposes described in Section 4.

You retain ownership of information and materials you submit to the Service. By submitting content, you grant Doctoremia a non-exclusive, worldwide, royalty-free license to host, store, transmit, display, and process that content as needed to operate, maintain, and improve the Service. You represent that you have the rights necessary to grant this license for the content you submit.

The Service is provided on an “as is” and “as available” basis. To the fullest extent permitted by law, Doctoremia disclaims all warranties, express or implied, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will be uninterrupted, error-free, secure against all attacks, or free of inaccuracies in user-submitted information.

Doctoremia is not responsible for the conduct of any user, the accuracy of any clinic profile or stated requirement, the suitability of any session, the content of any document exchanged through the Service, or any decision a clinic makes about a student or that a student makes about a clinic. We are not responsible for harm, injury, loss, or damage of any kind arising from a shadowing experience or from off-platform interactions between users.

To the fullest extent permitted by law, Doctoremia's aggregate liability for any claims arising out of or relating to the Service or these Terms will not exceed one hundred U.S. dollars (US$100). Doctoremia is not liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, lost revenue, lost opportunities, lost recommendations, or lost admissions outcomes. Some jurisdictions do not allow some of these limitations; to the extent the law of your jurisdiction does not allow a limitation, that limitation does not apply to you, and the remaining limitations apply to the fullest extent permitted.

You agree to defend, indemnify, and hold harmless Doctoremia and its representatives from and against any claims, damages, losses, costs, and expenses (including reasonable attorneys' fees) arising out of or related to your use of the Service, your conduct on or off the platform that affects the Service, your violation of these Terms or the Acceptable Use Policy, your violation of any law or third-party right, or any content you submit.

These Terms are governed by the laws of the State of Georgia, United States, without regard to its conflict-of-laws rules. The state and federal courts located in the State of Georgia will have exclusive jurisdiction over any dispute arising out of or related to these Terms or the Service, and you consent to personal jurisdiction in those courts.

The Service is offered from the United States and is intended for users in the United States. Use of the Service from other locations is at your own initiative; you are responsible for compliance with local law.

We may revise these Terms over 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 about these Terms can be sent through our contact page.