Privacy Policy

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Last updated: August 2026

Your Privacy

I take your privacy seriously.

This Privacy Policy explains what personal information I collect through my website and coaching practice, why I collect it, how it may be used and who it may be shared with.

I aim to keep this as straightforward as possible rather than burying you in legal jargon.

I, Jake Rostron, am the data controller responsible for your personal information.

If you have any questions about this policy or the information I hold about you, please contact me at:

Jake@JakeRostron.com

Information I may collect about you

If you are a coaching client or prospective client

I may collect information including:

• Your name
• Email address
• Telephone number
• Business or company information
• Appointment and communication information
• Payment and transaction information
• Information you choose to share during discovery calls and coaching sessions
• Coaching notes, actions and session summaries
• AI-generated transcripts and summaries where transcription tools are used

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

Depending upon what we discuss, this may occasionally include sensitive or special-category personal information, such as information relating to your physical or mental health, religious or philosophical beliefs, racial or ethnic origin, political opinions, sexual orientation or sex life.

I do not require you to disclose this type of 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 services
• Communicate with you before, during and after coaching
• Arrange and manage appointments
• Produce coaching notes and session summaries
• Keep track of agreed actions and progress
• Provide appropriate accountability between sessions
• Process payments and maintain financial records
• Improve the quality of my coaching services
• Respond to enquiries
• Operate and improve my website
• Meet legal, regulatory, accounting and tax obligations

I only use personal information where I have an appropriate lawful basis for doing so.

Depending upon the circumstances, this may include processing necessary to provide the coaching services you have requested, compliance with legal obligations, my legitimate interests in operating and improving my coaching practice, or your consent where consent is appropriate or legally required.

Where special-category personal information is processed, I will also ensure that an appropriate additional condition for processing that information applies.

AI-Assisted Session Notes and Transcription

I use AI-assisted tools to help me concentrate on coaching conversations rather than continually taking written notes.

Coaching sessions may be temporarily transcribed using AI-assisted transcription software. Audio is processed to create the transcript but is not retained by the transcription service. Speaker identification is disabled, and transcripts and notes held within the transcription service are automatically deleted after seven days.

The temporary transcript may then be processed using AI-assisted tools to help me create a shorter coaching summary, identify agreed actions and review the quality of my coaching.

Where coaching sessions are reviewed for my own professional development, I aim to remove or minimise client-identifying and unnecessary personal information from any development notes I retain.

AI tools support my work rather than replace my professional judgement. Coaching decisions are not made automatically by AI.

The original AI transcript is treated as temporary working information rather than the permanent coaching record.

Coaching Records

Following a session, I may create a condensed coaching record containing information such as:

• Key themes and insights
• Goals and priorities
• Agreed actions
• Accountability
• Progress between sessions
• Information reasonably required to maintain continuity between coaching sessions

These records are intended to capture information useful to the coaching relationship rather than retain a permanent verbatim record of everything discussed.

Coaching records are stored securely and are normally retained for two years following the end of the coaching relationship, after which they will be securely deleted or de-identified where there is a legitimate reason to retain information for longer. er.

A PDF or other copy of a session summary may also be provided to you following a coaching session.

Confidentiality and third-party services

Coaching conversations and records are treated as confidential.

I do not sell client information or provide it to third parties for their own marketing purposes.

To operate my coaching practice, I use selected technology and service providers which may process personal information on my behalf. These can include providers of:

• AI-assisted transcription
• AI-assisted summarisation and analysis
• Email and communication services
• Appointment and coaching-management systems
• Cloud storage and IT services
• Website hosting and analytics
• Payment processing
• Accounting and professional services

I aim to provide these services only with information reasonably necessary for the particular purpose and, where practical, minimise unnecessary identifying information before using AI-assisted tools.

Website information

When you use my website, certain technical information may be collected automatically.

This may include:

• IP address
• Browser and device information
• Pages visited
• Time spent on pages
• Navigation through the website
• Referring websites
• Approximate location
• Other technical information relating to your visit

I may use analytics services, including Google Analytics, to understand how visitors use my website and to improve its content and performance.

Where required, non-essential cookies and similar technologies will only be used in accordance with your cookie preferences.

Email marketing

If you subscribe to receive emails or marketing communications from me, I may store your name and email address using an email marketing provider.

You can unsubscribe at any time using the unsubscribe link contained in an email or by contacting:

Jake@JakeRostron.com

Opting out of marketing does not prevent me from contacting you where necessary in connection with coaching services you have requested.

I will never sell your information or provide it to another organisation for its own marketing purposes.

International transfers

Some of the technology and service providers I use may process or store information outside the United Kingdom.

Where personal information is transferred internationally, I will take reasonable steps to ensure that an appropriate level of protection is in place and that transfers comply with applicable UK data protection legislation.

This may include relying on UK adequacy regulations or appropriate contractual safeguards where required.

How long I keep your information

I aim to retain personal information only for as long as it is reasonably required for the purpose for which it was collected.

My normal retention approach is:

• Temporary AI transcription:  retained only for as long as reasonably necessary to create and check coaching notes, and deleted in accordance with my data-retention process.
• Coaching records and session summaries: normally retained for two years following the end of the coaching relationship.
• WhatsApp coaching communications: where disappearing messages are enabled, messages will normally disappear after 90 days. Important information required for continuity of coaching may first be incorporated into the main coaching record.
• Email communications: retained only for as long as reasonably necessary for the coaching relationship, business administration or legal requirements.
• Financial and transaction records: retained for the period required by UK tax, accounting and other applicable legal obligations.
• De-identified professional-development information:  may be retained for longer where identifying information has been removed or minimised as far as reasonably practical. Where an individual could still reasonably be identified, the information will continue to be treated as personal information and protected accordingly.

Information may occasionally need to be retained for longer where required by law or where reasonably necessary for the establishment, exercise or defence of legal claims.

I periodically review the information I retain and securely delete information that is no longer required. Where information is retained in a de-identified form for a legitimate purpose, unnecessary identifying information is removed or minimised.

Under UK data protection legislation, depending upon the circumstances, you may have rights relating to your personal information including the right to:

• Request access to information I hold about you
• Ask me to correct inaccurate information
• Ask me to erase information in certain circumstances
• Ask me to restrict how information is processed
• Object to certain processing
• Request transfer of information where applicable
• Withdraw consent where processing is based upon consent
• Raise a complaint about how your information has been handled

If you wish to exercise any of these rights, contact:

Jake@JakeRostron.com

I may need to verify your identity before providing or changing personal information.

You also have the right to raise a complaint with the Information Commissioner's Office (ICO), the UK's data protection regulator.

I would appreciate the opportunity to resolve any concern directly first, but you are not required to contact me before approaching the ICO.

My website may contain links to other websites, applications or services.

I do not control those third parties and am not responsible for their privacy practices. If you follow an external link, I recommend reviewing that organisation's privacy information.

My website uses cookies and similar technologies to operate correctly and understand how visitors use the site.

Some cookies are essential for the website to function. Other cookies, such as analytics or advertising cookies, may require your permission.

You can accept, decline or manage non-essential cookies using the cookie controls available on the website and can also control cookies through your browser settings.

Blocking some cookies may affect how parts of the website function.

I may update this Privacy Policy from time to time as my services, technology or legal requirements change.

The latest version will always be published on this page and the date at the top will show when it was most recently updated.

If I make a significant change to how existing client information is used, I will take reasonable steps to bring that change to the attention of affected clients.

Jake Rostron
Life & Business Coach

Jake@JakeRostron.com