Privacy Policy
This policy explains what PreceptorScout collects, why, who sees it, and what you can ask us to do with it. It covers students and program staff who use the service, and clinicians whose public professional records appear in our index.
1. Information we collect from you
- Account details. Name, email address, password, program, specialty, state, zip code, and the dates and details of the rotations you are searching for.
- Payment. Checkout is handled by Stripe. We receive confirmation of what you bought, the last four digits of your card, and your billing name and email. We never see or store your full card number.
- Activity in the dashboard. The searches you run, the names you unlock, the statuses you log in the tracker, the ratings you submit at the end of a rotation, and your referral link activity.
- Messages to us. Anything you send through our forms or by email.
- Technical data. Device type, browser, IP address, pages viewed and timestamps, collected through server logs and a privacy-respecting analytics tool. We use a login cookie and a few settings cookies. We do not use advertising cookies.
2. Information about clinicians
Our index is built from the National Plan and Provider Enumeration System (NPPES), the public federal registry of healthcare providers, and from other public professional sources. For each clinician we hold the NPI number, name, credential, specialty taxonomy, practice address and practice phone as published, and the enumeration date. We add signals we compute from that public data (for example how many clinicians share a practice address), aggregated outcomes that students log, and structured ratings. We do not collect clinicians' personal email addresses, home addresses or personal cell numbers from private sources. Any clinician can ask us to suppress their record through the removal form, and we act within one business day.
3. How we use information
- To run the service: build your lists, apply the release and capacity rules, keep your tracker, and send receipts and account emails.
- To improve the Likelihood Rating, using logged outcomes and ratings in aggregated or de-identified form.
- To answer your questions and handle refund and removal requests.
- To keep the service safe: detect scraping, abuse and fraud.
- To meet legal obligations and enforce our terms.
We do not sell personal information and we do not use it for advertising.
4. Who sees information
- Service providers that run parts of the service under contract: Stripe (payments), Netlify (hosting and forms), our database and email providers. They may use information only to provide their service to us.
- Your program, only if you have an account under a program seat. In that case your clinical coordinator can see your name, your rotation requests and your placement status. They cannot see the individual names on your list or your ratings.
- Other students never see your account or your tracker. They may see aggregated signals, such as a "Recommended by students" mark on a clinician, that are never tied to you.
- Legal. We disclose information when the law requires it, to protect someone's safety, or to enforce our terms.
- A new owner, if PreceptorScout is sold or merged, under this policy.
5. How long we keep it
Account and tracker data stay while your account is open and for 24 months after your last purchase or login, so a returning student finds their history. Logged outcomes and ratings may be kept in de-identified form after that. Payment records are kept as tax and accounting law requires. You can ask us to delete your account sooner.
6. Your choices
- Access and correction. Ask for a copy of your data or correct it from your dashboard or by email.
- Deletion. Ask us to delete your account. We remove personal information within 30 days except what we must keep by law.
- Email. Account and receipt emails are part of the service. Any other email has an unsubscribe link.
- Clinicians. Use the removal form to suppress your record.
Residents of California, Colorado, Virginia and other states with privacy laws can exercise those rights, including the right to know, delete and correct, by writing to us. We do not sell or share personal information for cross-context advertising, so there is nothing to opt out of. We will not treat you differently for exercising a right.
7. Security
Data is encrypted in transit and at rest, access is limited to the people who need it to run the service, and payments never touch our servers. No system is perfectly secure, so if we learn of a breach that affects you, we will tell you promptly and as the law requires.
8. Children
The service is for adults. We do not knowingly collect information from anyone under 18, and we delete it if we learn we have.
9. Changes
When this policy changes we post the new version here with a new effective date, and we email account holders about changes that matter before they take effect.
10. Contact
Privacy questions and requests: hello@preceptorscout.com.