Privacy Policy

1. Introduction

Welcome to ProfMatch! We value your privacy and are committed to protecting your personal information. This Privacy Policy explains in detail how we collect, use, store, and protect your data.

Important: By using ProfMatch, you agree to all terms of this Privacy Policy. If you do not agree, please do not use this service.

2. Information We Collect

2.1 Student User Information

Required Information (for account creation and service provision):

• Identity Information: Name, email address, phone number
• Authentication Information: Apple ID, Google account (if using third-party login)
• Academic Background:
  • Current education level (undergraduate, master's, PhD, etc.)
  • Current or graduated institution
  • Major/research direction
  • GPA (optional)
  • Research interests and goals

Usage Data (automatically collected):

• Matching Behavior: Records of liked/disliked professors
• Match History: List of matched professors
• Generated Content: AI-generated cover letter drafts
• Device Information: Device model, operating system version, app version
• Usage Statistics: Login times, usage frequency, feature usage

Information We Do NOT Collect:

• ❌ Precise geolocation (no GPS tracking)
• ❌ Contact lists
• ❌ Photos and media files (unless actively uploaded by user)
• ❌ Payment information (if future paid features are added, third-party payment processing will be used)

2.2 Professor Information (Public Data Only)

Sources of Professor Information:

• University official websites (faculty directories, department pages)
• Public academic databases (Google Scholar, ResearchGate, etc.)
• Academic publications and conference papers

Professor Information Content:

• ✅ Name
• ✅ University and department
• ✅ Research direction/field
• ✅ Academic title (Professor, Associate Professor, etc.)
• ❌ NOT Collected: Professor photos, personal contact information (email, phone), home address, private social media accounts

Important Note: We only use publicly available academic information and do not infringe on professors' privacy rights. Professors can request removal of their information at any time (see "Professor Opt-Out Mechanism").

3. How We Use Your Information

3.1 Service Provision

• Professor Matching: Recommend relevant professors based on your research interests and academic background
• Personalized Recommendations: Optimize matching algorithm to improve recommendation accuracy
• AI Content Generation: Use your profile to generate customized cover letter drafts

3.2 Service Improvement

• Data Analysis: Analyze user behavior to improve app features and user experience
• Bug Fixes: Diagnose and resolve technical issues
• Feature Development: Develop new features based on user feedback

3.3 Communication

• Service Notifications: Account-related notifications, system updates, security alerts
• Marketing Information: New feature introductions, usage tips (optional, users can unsubscribe anytime)
• Customer Support: Respond to user inquiries and complaints

3.4 Legal Compliance

• Legal Requirements: Comply with applicable laws and regulations (such as GDPR, CCPA)
• Security Protection: Prevent fraud, abuse, and illegal activities
• Rights Protection: Protect the legitimate rights and interests of ProfMatch and users

4. Data Sharing and Disclosure

4.1 We Do Not Sell Your Data

Clear Commitment: ProfMatch will never sell, rent, or trade your personal information to third parties.

4.2 Limited Data Sharing

We only share data in the following situations:

Service Providers (when necessary):

• Cloud Service Providers: For data storage and server hosting (such as AWS, Google Cloud)
• AI Service Providers: For generating cover letter content (data is anonymized)
• Analytics Tools: For app performance monitoring and crash reporting (such as Sentry, Google Analytics)

Legal Requirements:

• Respond to court orders, subpoenas, or other legal processes
• Comply with legitimate requests from government agencies
• Protect the legitimate rights and interests of ProfMatch and users

Business Transfers:

If ProfMatch is acquired, merged, or sells assets, your data may be transferred as part of the transaction (we will notify you in advance)

4.3 Anonymized Data

We may share anonymized and aggregated data for research and analysis purposes. This data cannot identify individuals.

5. Your Rights (GDPR and CCPA Compliance)

5.1 Right to Access

You have the right to view your personal information stored by us at any time.

How to exercise: In the app, go to "Profile" → "Legal & Support" → "Request My Data"

5.2 Right to Rectification

You have the right to correct inaccurate or incomplete personal information.

How to exercise: Edit your profile in the app

5.3 Right to Erasure ("Right to be Forgotten")

You have the right to request deletion of your personal data.

How to exercise: In the app, go to "Profile" → "Delete Account", or email [email protected]

5.4 Right to Data Portability

You have the right to receive your personal data in a structured, commonly used, and machine-readable format.

How to exercise: Email [email protected] to request data export

5.5 Right to Object

You have the right to object to our processing of your personal data for marketing purposes.

How to exercise: Turn off push notifications in the app, or click "unsubscribe" in marketing emails

6. Data Security

6.1 Technical Measures

• Encrypted Transmission: Use TLS/SSL encryption for all data transmission
• Encrypted Storage: Sensitive data (such as passwords) stored using industry-standard encryption algorithms
• Access Control: Strictly limit employee access to user data
• Security Audits: Regular security audits and vulnerability scanning

6.2 Organizational Measures

• Employee Training: All employees receive data protection and privacy training
• Confidentiality Agreements: Employees sign confidentiality agreements prohibiting unauthorized access or disclosure of user data
• Incident Response: Establish data breach emergency response plan

6.3 User Responsibility

• Password Security: Please use strong passwords and change them regularly
• Device Security: Protect your device from unauthorized access
• Suspicious Activity: If you notice abnormal account activity, please contact us immediately

7. Children's Privacy

Age Restriction: ProfMatch is only for users 18 years and older.

We do not knowingly collect personal information from children under 18. If we discover we have inadvertently collected children's data, we will delete it immediately.

Parent Notice: If you believe your child has provided us with personal information, please contact [email protected].

8. Contact Us

If you have any privacy questions or concerns, please contact us:

• Email: [email protected]
• In-App: Profile → Legal & Support → Contact Us

9. Changes to Privacy Policy

We may update this Privacy Policy from time to time. For significant changes, we will notify you through:

• In-app notifications
• Email notifications
• Update prompts on the login page

Effective Date: The updated Privacy Policy will take effect 30 days after publication.

Your Choice: If you do not agree with the updated Privacy Policy, you can delete your account before it takes effect.