SupervisorMatch

Last updated: 29 May 2026

SupervisorMatch respects your privacy. This Privacy Policy explains how we collect, use, store, disclose, and protect personal information when you use our website, platform, matching services, forms, payment systems, email, WeChat, WhatsApp, or other communication channels.

A privacy policy should explain in clear language how an organisation handles personal information. In Australia, the Australian Privacy Principles cover standards for collection, use, disclosure, access, correction, and storage of personal information; similar privacy rights also exist under GDPR and China’s Personal Information Protection Law depending on where users are located.

1. Who We Are

SupervisorMatch is an academic matching and advisory platform that helps users identify potentially suitable professors, supervisors, laboratories, research groups, universities, and academic opportunities.

For the purpose of this Privacy Policy, “SupervisorMatch”, “we”, “us”, or “our” means SupervisorMatch.

2. Information We Collect

We may collect the following types of information.

2.1 Personal and Contact Information

This may include:

• Name

• Email address

• Phone number

• WeChat ID, WhatsApp number, or other messaging account

• Country or city of residence

• Nationality or preferred study destination, where voluntarily provided

2.2 Academic and Professional Information

To provide matching services, we may collect:

• CV or résumé

• Academic background

• Degrees, universities, grades, GPA, publications, research experience, work experience

• Research interests and preferred topics

• Target degree level, such as MSc, PhD, postdoc, visiting scholar, or research position

• Preferred country, city, university, professor, or research group

• Funding preferences, such as full scholarship, partial funding, self-funded, or grant-supported positions

• English test status or other academic application details, if provided

2.3 Documents You Upload or Send

You may voluntarily send us documents, including:

• CV

• Transcripts

• Research proposal

• Statement of purpose

• Cover letter

• Publication list

• Recommendation-related documents

• Professor lists or target university lists

Please do not send unnecessary sensitive information unless it is directly relevant to the service you request.

2.4 Payment and Transaction Information

If you purchase a paid plan, we may collect transaction-related information such as:

• Plan purchased

• Payment amount

• Payment status

• Invoice or receipt details

• Payment method confirmation

Full payment card or bank details are usually processed by third-party payment providers and are not stored by SupervisorMatch unless explicitly stated.

2.5 Technical and Usage Information

When you use our website or platform, we may collect:

• IP address

• Browser type

• Device type

• Pages visited

• Time and date of access

• Cookies and similar tracking data

• Referral sources

• Basic analytics data

3. How We Use Your Information

We use your information to:

• Provide supervisor and professor matching services

• Analyse your CV, background, research interests, and preferences

• Generate professor recommendations and matching reports

• Estimate fit between your profile and academic opportunities

• Prepare or suggest academic emails, cover letters, and application strategies

• Communicate with you about your request, order, or account

• Process payments and provide receipts

• Improve the Service, website, matching logic, and user experience

• Prevent fraud, abuse, spam, and misuse

• Comply with legal, tax, accounting, and regulatory obligations

• Respond to your questions, support requests, or complaints

4. AI Processing

SupervisorMatch may use AI-assisted tools to analyse user-provided information and generate recommendations, summaries, fit assessments, email suggestions, cover letter guidance, or other academic support content.

When AI tools are used, we aim to limit the information shared to what is reasonably necessary for providing the Service. However, AI-generated outputs may not always be accurate or complete, and you should review all outputs before use.

5. Legal Basis for Processing

Depending on your location, we may process your information based on one or more of the following:

• Your consent

• Performance of a contract with you

• Our legitimate interest in providing and improving the Service

• Compliance with legal obligations

• Protection against fraud, abuse, or misuse

For users in regions with specific privacy laws, such as the EU/EEA, UK, Australia, or China, additional privacy rights may apply. Under GDPR-style frameworks, rights may include access, correction, erasure, restriction, objection, portability, and withdrawal of consent.

6. Sharing of Information

We do not sell your personal information.

We may share limited information with:

• Payment processors

• Website hosting providers

• Cloud storage providers

• Email and communication platforms

• Analytics providers

• AI or automation service providers used to deliver the Service

• Contractors or team members assisting with matching or support

• Legal, regulatory, tax, or government authorities where required by law

We may also use publicly available professor, university, publication, and grant information to generate recommendations, but we do not control those third-party sources.

7. International Data Transfers

Because SupervisorMatch may serve users across different countries, your information may be processed or stored in countries different from your country of residence.

Where required, we aim to use reasonable safeguards for international data transfers. The EU data protection framework recognises safeguards such as adequacy decisions and standard contractual clauses for international transfers, while China’s PIPL includes rules for cross-border personal information transfers.

8. Cookies and Analytics

We may use cookies and similar technologies to:

• Keep the website functional

• Understand website traffic

• Improve performance

• Remember user preferences

• Measure marketing effectiveness

• Protect against fraud or abuse

You can usually adjust cookie settings through your browser. Some website features may not work properly if cookies are disabled.

9. Data Retention

We keep personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including service delivery, customer support, fraud prevention, legal compliance, accounting, and business recordkeeping.

CVs, academic documents, reports, and communication records may be retained for a reasonable period so we can provide follow-up support, improve recommendations, resolve disputes, or comply with legal obligations.

You may request deletion of your personal information, subject to legal, tax, accounting, fraud-prevention, and operational requirements.

10. Data Security

We use reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration, or disclosure.

However, no website, online platform, email system, AI tool, or electronic storage method is completely secure. You use the Service with this understanding.

11. Your Rights

Depending on your location and applicable law, you may have rights to:

• Access the personal information we hold about you

• Request correction of inaccurate information

• Request deletion of your information

• Withdraw consent where processing is based on consent

• Object to certain processing

• Request restriction of processing

• Request a copy of your information

• Complain to a privacy or data protection authority

Australian privacy law includes Australian Privacy Principles covering collection, use, disclosure, access, and correction of personal information for covered organisations. China’s PIPL also recognises principles such as legality, necessity, openness, transparency, and reasonable purpose for personal information processing.

To exercise your rights, contact us at admin@supervisormatch.com.

12. Children and Minors

SupervisorMatch is not intended for children under 16. We do not knowingly collect personal information from children under 16 without appropriate consent.

If you believe a child has provided us with personal information without permission, please contact us so we can take appropriate action.

13. Sensitive Information

Please avoid submitting sensitive personal information unless necessary for the service you request. Sensitive information may include health information, government identification numbers, financial account details, religious beliefs, political opinions, biometric information, or other protected data.

If you provide sensitive information voluntarily, you consent to us using it only as reasonably necessary to provide the Service, comply with law, or protect legitimate interests.

14. Third-Party Links

Our website or reports may contain links to university websites, professor profiles, scholarship pages, publications, grant databases, payment providers, or other third-party services.

We are not responsible for the privacy practices, content, accuracy, or security of third-party websites. You should review their privacy policies before submitting information to them.

15. Marketing Communications

We may send you service updates, promotional messages, discounts, or academic opportunity information if you have consented or where permitted by law.

You may opt out of marketing communications at any time by contacting us or using any unsubscribe option provided. Service-related messages, such as payment confirmations or delivery updates, may still be sent.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The updated version will be posted on this page with a new “Last updated” date.

Your continued use of SupervisorMatch after changes are posted means you accept the updated Privacy Policy.

17. Contact Us

For privacy questions, data requests, or complaints, please contact:

SupervisorMatch
Email: admin@supervisormatch.com
Website: www.supervisormatch.com