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MediTrail

Privacy notice

Last updated: 3 November 2026

MediTrail keeps your portfolio private to you, never sells it, and uses no advertising or tracking cookies. This notice explains what we hold, why, where it is kept and how to get it back or delete it.

Who we are

MediTrail is run by Tom Denis, who decides how your data is used (the “controller” in data-protection law). Contact: hello@meditrail.co.uk. MediTrail is independent of NHS England, Oriel, the recruitment offices and the Royal Colleges.

What we hold and why

  • What
    Your email address
    Why
    To sign you in with an emailed link, and to tell you about your account
    Where it is kept
    Supabase, Ireland
    How long
    Until you delete your account
  • What
    Your profile: stage, the year you are applying for, target specialties
    Why
    To estimate your scores for the right year and specialties
    Where it is kept
    Supabase, Ireland
    How long
    Until you delete your account
  • What
    Your achievements and their answers
    Why
    To estimate your scores and make your exports
    Where it is kept
    Supabase, Ireland
    How long
    Until you delete your account
  • What
    Files you upload as evidence
    Why
    So your evidence sits with each achievement
    Where it is kept
    Supabase storage, Ireland
    How long
    Until you delete them or your account
  • What
    Teaching sessions you create, and the feedback they receive
    Why
    To give you a feedback record for your portfolio
    Where it is kept
    Supabase, Ireland
    How long
    Until you delete them or your account
  • What
    Sign-in cookies
    Why
    To keep you signed in, and to finish a step you started (such as deleting your account)
    Where it is kept
    Your browser
    How long
    Until you sign out, or one hour for a step
  • What
    Technical logs: IP address, browser, pages requested, errors
    Why
    To keep the app running and secure
    Where it is kept
    Render, Frankfurt; Supabase, Ireland
    How long
    Render keeps its logs for 7 days; Supabase keeps its own for as long as it keeps them

We use your data only to run MediTrail for you. The legal basis is providing the service you signed up for; for technical logs and tutees’ feedback it is our legitimate interest in running a safe, working service.

Backups. During the test, Supabase’s free plan keeps no backups, so data you delete is gone straight away. When we move to a paid plan before the public launch, deleted data may stay in daily backups for up to 7 days. Uploaded files are never in those backups.

Never put patient information in MediTrail

Don’t enter or upload anything that could identify a patient: names, dates of birth, hospital or NHS numbers, or photos and letters that show them. Remove or black out those details before you upload a file.

If you give feedback on someone’s teaching

You don’t need an account. The form asks for ratings, an optional comment and, optionally, what kind of learner you are; it never asks your name or email.

  • Comments are checked before the tutor sees them. An AI model (Claude, from Anthropic) removes names and anything that could identify a patient. Your original wording is deleted once that check is done. A comment that can’t be made safe is never shown.
  • One response per person. Your browser keeps a random code (a cookie) so the same form isn’t answered twice. It expires when the form can no longer reopen.
  • No addresses kept. To spot floods of fake answers, we keep a scrambled version of the network you used (as wide as a building’s Wi-Fi, not your device), and delete it when the form closes.
  • Your answers belong to the tutor’s record and are deleted with it.

Who else handles your data

These companies run parts of MediTrail for us and may use your data only to do that:

  • Supabase: the database, file storage and sign-in (servers in Ireland).
  • Resend: sends your sign-in emails (servers in the EU). It sees your email address and the sign-in link.
  • Google Workspace: holds the emails you send to our contact address.
  • Render: hosts the app (servers in Frankfurt, Germany).
  • Anthropic: checks tutees’ feedback comments (servers in the United States). Only the comment text is sent, never who wrote it. Anthropic may not use it to train its models, and deletes it within 30 days, or keeps it up to 2 years only if its systems flag the text as breaking its usage policy. The transfer to the US is covered by Anthropic’s data processing terms, which include the UK’s approved addendum for international transfers.

We will tell you here before adding another company.

Your rights

You can ask to see, correct, download, restrict or delete your data, or object to how we use it.

  • Download everything: Profile → Your data → “Download my data (ZIP)”.
  • Delete everything: Profile → Your data → “Delete my account…”. This removes your profile, achievements, files and teaching feedback for good.
  • Anything else: email hello@meditrail.co.uk and we will reply within one month.

If you’re unhappy with how we handle your data, you can complain to the Information Commissioner’s Office (ico.org.uk). We’d like the chance to fix it first.

Age

MediTrail is for people aged 18 or over.

Changes

If this notice changes in a way that matters, we will tell you by email before the change takes effect.