Privacy Policy

---

Last updated: October 2026

Your privacy

I take your privacy seriously.

This policy explains what personal information I collect through my website and coaching work. It explains why I collect it, how I use it and who I may share it with.

I am Jake Rostron, the data controller. This means I am responsible for how your personal information is used.

If you have questions about this policy or the information I hold about you, email: Jake@JakeRostron.com

Information I may collect about you

If you enquire about coaching or become a client, I may collect:

• Your name, email address and telephone number
• Information about your business or company
• Appointment details and messages between us
• Payment and transaction details
• Information you choose to share during discovery calls and coaching sessions
• Coaching notes, agreed actions and session summaries
• Transcripts and summaries created with AI tools, where these tools are used

Coaching involves discussing your circumstances, goals, challenges and experiences. You decide what you share.

Some discussions may include sensitive information. Data protection law calls certain types of sensitive information “special-category data”. This includes information about:

• Physical or mental health
• Religious or philosophical beliefs
• Racial or ethnic background
• Political opinions
• Sexual orientation or sex life

I do not require you to share this information unless it is relevant and you are comfortable doing so.

How I use your information

I may use your personal information to:

• Provide coaching
• Contact you before, during and after coaching
• Arrange and manage appointments
• Create coaching notes and session summaries
• Track agreed actions and progress
• Support your accountability between sessions
• Process payments and keep financial records
• Improve my coaching services
• Answer enquiries
• Run and improve my website
• Meet legal requirements, including accounting and tax obligations

I only use your information when I have a lawful reason to do so. Depending on the circumstances, this may be:

• To provide the coaching services you have requested
• To meet a legal obligation
• For my legitimate interests in running and improving my coaching practice
• With your consent, where this is appropriate or legally required

If I use special-category data, I must also have an additional legal condition that allows me to use it.

AI-assisted session notes and transcription

I use AI tools to help me focus on our coaching conversation instead of continually taking notes.

Coaching sessions may be transcribed using AI software. This means the software turns our conversation into written text.

The transcription service processes the audio to create a transcript but does not keep the audio. Speaker identification is switched off. Transcripts and notes stored in that service are automatically deleted after seven days.

I may then use AI tools to help me:

• Create a shorter coaching summary
• Identify agreed actions
• Review the quality of my coaching

When I review sessions for my professional development, I aim to remove or reduce identifying details. I also aim to leave out personal information that is not needed in the development notes I keep.

AI supports my work. It does not replace my professional judgement or make coaching decisions automatically.

The original transcript is temporary working material. It is not the permanent coaching record.

Coaching Records

After a session, I may create a shorter coaching record. This may include:

• Key themes and insights
• Goals and priorities
• Agreed actions
• Accountability
• Progress between sessions
• Information needed to help us continue our work together

These records capture information useful to your coaching. They are not intended to keep a word-for-word account of everything discussed.

I store coaching records securely. I normally keep them for two years after our coaching relationship ends.

I then securely delete them or remove the information that identifies you. I may keep particular information longer if there is a legitimate or legal reason to do so.

I may also send you a session summary as a PDF or in another format.

Confidentiality and third-party services

I treat coaching conversations and records as confidential.

I do not sell your information or share it with other organisations for their own marketing.

I use selected technology companies and service providers to help run my coaching practice. They may process personal information on my behalf.

These services may include:

• AI transcription
• AI summaries and analysis
• Email and communication tools
• Appointment booking and coaching management
• Cloud storage and IT support
• Website hosting and analytics
• Accounting and professional services

I aim to share only the information needed for each task. Where practical, I remove unnecessary identifying details before using AI tools.

Website information

When you visit my website, some technical information may be collected automatically. This may include:

• Your IP address
• Browser and device details
• Pages you visit
• Time spent on pages
• How you move through the website
• The website you arrived from
• Your approximate location
• Other technical details about your visit

I may use analytics tools, including Google Analytics, to understand how people use my website and improve it.

Where your permission is required, non-essential cookies and similar tools will only be used in line with your cookie choices.

Email marketing

If you sign up for marketing emails, I may store your name and email address with an email marketing provider.

You can unsubscribe at any time. Use the unsubscribe link in an email or contact:

Jake@JakeRostron.com

If you unsubscribe from marketing, I may still contact you about coaching services you have requested.

I will never sell your information or share it with another organisation for its own marketing.

International stored outside the UK

Some service providers I use may store or process your information outside the United Kingdom.

When this happens, I will take reasonable steps to protect your information and meet UK data protection rules.

This may involve using countries covered by UK adequacy regulations. These are countries the UK recognises as providing an adequate level of data protection.

Where needed, I may use approved contractual safeguards to protect information transferred abroard.

How long I keep your information

I aim to keep personal information only for as long as it is needed.

My usual approach is:

• Temporary AI transcripts: Automatically deleted from the transcription service after seven days.
• Coaching records and session summaries: Normally kept for two years after our coaching relationship ends.
•  WhatsApp coaching messages: Normally kept for up to two years after our coaching relationship ends. I review these messages and delete information sooner if it is no longer needed. Relevant details may also be added to your main coaching record. 
• Emails: Kept for as long as needed for coaching, business administration or legal requirements.
• Financial and transaction records: Kept for the time required by UK tax, accounting and other applicable laws.
• Anonymous professional development notes: May be kept longer if they no longer identify you.

I may need to keep some information longer to meet legal requirements or to establish, pursue or defend a legal claim.

I review the information I keep from time to time. I delete information that is no longer needed or remove the details that identify you.