Privacy Policy

Last updated: July 1, 2026

This Privacy Policy applies to MedRM, a service operated by MedRM LLC.

Information Collected

Information collected includes the following information:

Profile Information

• Personal Details: Full name, email, age, sex. Note: sex is a special category of personal data under GDPR Article 9. It is collected solely to power sex-based roommate preference matching and is processed under your explicit consent given at signup (Art. 9(2)(a)).
• Professional Information: Role (medical student, resident, attending, etc.), training year, specialty, institution, work email
• Location: Home city/state
• Lifestyle & Preferences: Smoking status, sleep schedule, languages spoken, living preferences, pets and pet types
• About You: A free-text bio you write describing yourself to potential roommates

Trip/Event Information (Per Event)

• Event Details: Event type (rotation, conference, other), location (city/state), and dates
• Specific Location (optional): A venue name and/or street address for your rotation site or destination. If provided, this is geocoded to geographic coordinates (latitude/longitude) using the Photon/Komoot geocoding service. You choose whether this is kept private (used only for proximity-based matching) or shown publicly on your profile
• Roommate Preferences: Sex preference for roommates
• Housing & Budget: Housing types preferred, minimum/maximum budget, and housing status (looking for housing or already found housing)
• Additional Info: Whether bringing pets and pet types

Additional Data

• Usage Analytics: Google Analytics tracks page views, user flow, time on page (can be declined via cookie banner)
• Link Click Analytics: MedRM tracks which affiliate and service links you click on, which page you clicked from, and the timestamp. This helps understand which services are most useful to users and optimize recommendations. Clicks are associated with your user account but not shared with third-party services
• Match History: Your matches, sent/received match requests, and status
• Reports & Feedback: Any reports you submit about other users for safety purposes, and feedback submitted through the contact form
• Activity Timestamps: When your profile was last updated (last_activity), used to determine active status
• Trip Data: All trips/events you create, which can be deleted at any time
• Institutional Verification: MedRM limits sign-ups to verified institutional email addresses (universities, medical/health-professional schools, residency programs, and recognized hospital networks). If your email domain isn't already approved, you may submit an access request, which collects the email address, your institution/organization name, your role, and an optional message so an administrator can review and approve access.
• Roommate Pairing: When you and another user mutually confirm a match for a trip, that pairing is stored so both of you can see each other's profile and contact information (email, LinkedIn) in the Travel Hub. Contact information is only shared between users who have mutually confirmed a match.
• Blocked Users: If you block another user, that relationship is stored to prevent future matching and contact. Blocked user records are included in your data export.
• Email Notifications: Transactional emails sent via Resend, including: welcome email on first profile completion, roommate request received/sent notifications (day 0 and day 7 follow-up), match confirmations, expiry warnings (day 10), trip reminders (4 weeks and 2 weeks before an upcoming trip with no match), and roommate request declined notifications. You can opt out of non-essential emails via links in those emails

How Your Information Is Used

Information collected is used for the following purposes:

• Roommate Matching: To match you with compatible roommates based on your trip preferences, lifestyle, budget, housing needs, and other criteria
• Profile Visibility: To display your profile to other verified healthcare professionals on the platform
• Communication: To send email and in-app notifications, including a welcome email on signup, roommate request and match notifications, follow-up reminders, trip reminders (4 weeks before a trip with no match yet), and decline notifications
• Broadcast Messages: System messages and announcements may be sent to all or selected users for service updates, important information, or platform notifications
• Link Analytics: To analyze which services and resources users find most valuable, to improve recommendations and partnerships
• Feedback & Support: Feedback submitted through the contact form is stored and may be sent to [email protected] for review and response
• Activity Tracking: Your profile's last update timestamp is tracked to help identify active vs. inactive users (visible to you in your account)
• Contact Sharing: Your contact information is only shared with users after both parties have agreed to a match
• Service Improvement: To analyze platform usage and improve the matching algorithm and user experience
• Research: De-identified, aggregated data (e.g., housing preference trends across training levels or specialties) may be used for academic or public health research. No individual user is identifiable in any research output. Any publication or presentation of such research will comply with applicable ethical standards, including IRB review where required. Conflict of interest disclosure: The operator of MedRM may also serve as a researcher using this data. Where this is the case, the operator's dual role will be disclosed in any IRB application and resulting publications, and institutional IRB oversight will govern the research regardless of that dual role.
• Safety & Trust: To enforce MedRM's acceptable use policy and investigate reports of misconduct
• Legal Compliance: To comply with applicable laws and regulations (GDPR, CCPA, LGPD, etc.)

Third-Party Service Providers

MedRM relies on trusted third parties to operate. These providers only receive the data needed to perform their function and are not permitted to use it for their own purposes:

• Hosting & Database: The infrastructure provider (Supabase) stores your account, profile, trip, and match data.
• Email Delivery (Resend): Resend sends transactional emails (welcome, roommate request, match, follow-up, trip reminder, and decline emails) and broadcast announcements. Your email address and relevant notification details are shared with Resend for this purpose.
• Analytics: Google Analytics and Vercel Analytics, where not declined via the cookie banner. Vercel Analytics collects page views and performance data using first-party infrastructure. Neither service receives your personal profile data.
• Translation (Google Translate): The site offers an optional language selector. If you choose a language other than English, page content is sent to Google Translate to render the translation in your browser. This only happens when you select a non-English language.
• Geocoding (Photon/Komoot): If you enter an optional specific location or address on a trip, that text is sent to the Photon geocoding service (operated by Komoot) to convert it to geographic coordinates. No account information is sent, only the address text. Photon is a free, open-source geocoder.

Affiliate Links & Link Tracking

The Travel Hub, match pages, and some emails may contain affiliate links to third-party housing, transportation, and meal services. MedRM tracks clicks on these links (including which links you click, the page you clicked from, and when) to understand which services are most useful to users and to help manage affiliate relationships. Where they do, if you click these links and make a booking or purchase, MedRM may earn a commission at no additional cost to you. When you follow any outbound link, the third-party service may collect information about you under its own privacy policy. MedRM does not sell your personal information, and affiliate relationships never affect which matches you are shown. See MedRM's Terms of Service for the full affiliate disclosure.

Test Users & Admin Testing

MedRM administrators may create test user profiles for testing and quality assurance purposes. Test profiles are marked internally and do not represent real users. If you encounter a profile marked as a test user, you can block or report it. Real users should never be able to match with obvious test accounts.

Data Security

MedRM uses multiple layers of security to protect your account and data:

• Password breach protection: Passwords are checked against HaveIBeenPwned's database of over 15 billion previously compromised passwords using a privacy-preserving k-anonymity model. Your actual password is never transmitted; only a partial hash is sent. Breached passwords are rejected at signup.
• Email verification: All new accounts must verify their email address before accessing the platform.
• Bot protection: Cloudflare Turnstile is used at signup to prevent automated account creation. By completing signup, you agree to Cloudflare's Privacy Policy.
• HTTPS enforcement: All connections are encrypted via HTTPS. HTTP Strict Transport Security (HSTS) is enabled with a two-year policy to prevent downgrade attacks.
• Row-level security: Database access rules ensure users can only read and write their own data. Contact information (email, LinkedIn, phone) is only accessible after a confirmed mutual match.
• Session security: Refresh tokens are rotated on every use. Potentially compromised tokens are automatically detected and revoked, forcing a re-login.
• Rate limiting: Sensitive API endpoints (such as matching, reporting, and feedback) are rate-limited to prevent abuse, credential stuffing, and data harvesting.
• Security headers: Protective HTTP headers are set on responses, including X-Frame-Options (clickjacking protection), X-Content-Type-Options (MIME-sniffing protection), Referrer-Policy, and Permissions-Policy.
• Audit logging: All admin actions (including user deletions and broadcast messages) are recorded in an audit log.
• Input validation: All data submitted to the platform is validated on the server before being accepted.

Your profile is only visible to other verified MedRM users. Contact information is never shown to users who have not matched with you.

Breach notification: No system is perfectly secure. If MedRM discovers a data breach that affects your personal information, we will investigate promptly and notify affected users and, where required, the relevant supervisory authorities without undue delay (and within any timeframe required by applicable law, such as 72 hours under GDPR). Notifications will describe the nature of the breach, the data involved, and the steps you can take to protect yourself.

Data Retention

Your data is retained only as long as necessary:

• Active Accounts: Kept until you request deletion
• Trips/Events: Kept until you delete them; deleted trips are permanently removed from the platform
• Matches: Kept for 2 years, then automatically deleted
• Link Click Data: Retained for up to 1 year for analytics purposes, then deleted
• Notifications: Can be deleted individually at any time by you; auto-deleted after 6 months of inactivity
• Feedback/Contact Submissions: Stored indefinitely to help improve service; you can request deletion
• Deleted Accounts: All personal data removed immediately; backups retained for 90 days for recovery purposes, then permanently deleted
• Server Logs: Retained for 30 days for security monitoring

Your Data Rights

GDPR (European Union)

If you are in the EU/EEA, you have the right to:

• Access: View all data held about you (Account Settings → View My Data)
• Export: Download your data as JSON (Account Settings → Download My Data)
• Delete / Erasure: Request complete deletion of your account and all associated data (Account Settings → Delete My Account). Account and trip deletion is immediate and permanent.
• Correct: Update your personal information anytime

LGPD (Brazil)

If you are in Brazil, you have the right to:

• Access: View all data held about you (Account Settings → View My Data)
• Correction: Correct inaccurate or incomplete data (Account Settings)
• Deletion: Request complete deletion of your account (Account Settings → Delete My Account)
• Portability: Download your data in a portable format (Account Settings → Download My Data)
• Confirmation: Confirm if your data is processed

MedRM complies with LGPD (Lei Geral de Proteção de Dados). For LGPD-specific inquiries, contact [email protected].

CCPA (California)

If you are a California resident, see our Do Not Sell My Personal Information page for your rights under CCPA.

Limitation of Liability & Disclaimers

MedRM is a roommate matching platform. No responsibility is assumed for:

• Disputes or conflicts between matched users
• Housing agreements, leases, or rental arrangements
• Accuracy or completeness of user-provided information
• User compatibility or relationship outcomes
• Personal safety or security of users
• Any damages or losses resulting from use of the service

MedRM provides matching suggestions based on stated preferences but makes no guarantee of compatibility. Users are responsible for conducting their own due diligence and verification of matched users.

Acceptable Use Policy

You agree not to:

• Create false or impersonated profiles (except through authorized admin testing)
• Harass, threaten, or abuse other users
• Share inappropriate, offensive, or illegal content
• Violate others' privacy or intellectual property rights
• Use the service for illegal purposes

Violations may result in immediate account termination and may be reported to authorities.

Children's Privacy

MedRM is intended for users who are 18 years of age or older. Users must confirm they are at least 18 at signup. No personal information is knowingly collected from anyone under 18. If it is discovered that a user under 18 has created an account, that account and all associated data will be deleted promptly. If you believe a minor has signed up, contact [email protected].

HIPAA Notice

MedRM is not a HIPAA covered entity and does not handle protected health information (PHI) as defined under HIPAA. The platform collects personal and professional information about healthcare students and professionals for the purpose of roommate matching, it does not receive, store, or transmit patient health records, clinical data, or any information about patients. If you are a healthcare professional, please ensure you do not include any patient-identifiable or clinical information in your profile, bio, or any other field on the platform.

Contact

Questions? Contact: [email protected]