Privacy policy

Last updated 22 September 2026

This page explains what information I collect when you use my websites, apply for coaching, download the free manual, or work with me as a client. It also explains why I collect it, who else can see it, how long I keep it, and what you can ask me to do with it.

Who is responsible for your data

Rewire The Mind Coaching Ltd, company number 17145284, registered in England and Wales. Registered office: 1 Somerset Close, Godalming, GU8 6FB. The person who runs the company and reads everything you send is Ed Janes. You can reach me at rewirethemindcoaching@rewirethemindcoaching.com.

Under UK data protection law (the UK GDPR and the Data Protection Act 2018) the company is the "controller" of your data. That means it decides how your data is used and is responsible for looking after it.

Who I work with

I only coach people aged 18 or over. If you are under 18 the application will stop and I will not keep anything you entered.

What I collect, why, and on what legal basis

1. The coaching application (rewire-mind.netlify.app)

• What: your name, email, age bracket, phone number, Instagram handle, where you found me, and your answers about your life, what you want, how you rate different areas of your life, what you are able to invest, and how ready you are.
• Why: to decide whether we are a fit, to get back to you, and to prepare for the call if we speak. The Instagram handle lets me match your application to any messages we have already exchanged and gives me some context on you before the call. The investment question decides which next step you are shown.
• Legal basis: taking steps at your request before entering into a contract, and my legitimate interest in running a coaching business and deciding who to work with.
• How it reaches me: the form is sent through a service called Web3Forms, which emails it to my Google mailbox.

2. The free manual (dopamine-rewire.netlify.app)

• What: your email address, and whether you ticked the box asking for further emails.
• Why: to give you the manual. If you tick the box, to send you occasional emails from me about focus, attention and the coaching. You can unsubscribe from those at any time by replying to any email or writing to me.
• Legal basis: your consent. Giving me your email so I can send the manual is one thing. Further emails only happen if you tick the box.
• How it reaches me: the address is stored in Netlify Forms, the hosting company's form tool.

3. Instagram, TikTok and YouTube messages

• What: what you write to me in direct messages and comments, and your public profile.
• Why: to reply to you, to send you the manual when you ask for it, and to tell you about coaching if you are interested. If you comment or message the word "rewire" on Instagram, an automated reply is sent through a tool called ManyChat. Everything after that is a real person.
• Who else sees it: a member of my team who helps me reply to Instagram messages can see those conversations and a simple record of where each conversation is up to. They never see your application answers in full and never discuss price.
• Legal basis: my legitimate interest in replying to people who contact me.

4. Calls

• What: your name and email when you book, and what is said on the call.
• Why: to hold the call and to decide together whether we work together.
• Booking is handled by Calendly. Calls run on Google Meet. Some calls are recorded and transcribed using a tool called Fathom so that I can make accurate notes. I will tell you at the start of the call if it is being recorded, and you can ask me not to.
• Legal basis: taking steps before entering into a contract. For recordings: your consent.

5. Working with me as a client

• What: the client intake form (rewire-mind-intake.netlify.app), your messages on WhatsApp and email, notes from our calls, and the documents I write for you.
• Some intake questions ask about your health, mental health, and use of substances. This is what the law calls "special category data". I ask because it changes how I coach you and helps me coach you safely. You can leave any of those questions blank, and I only keep those answers because you have ticked the box on the form giving me your explicit consent. You can withdraw that consent at any time by emailing me, and I will delete those answers.
• Legal basis: performing our coaching agreement. For health and mental health answers: your explicit consent.
• Where it lives: Netlify Forms, my Google mailbox, WhatsApp, and Notion, where I keep client notes and documents.

6. The websites themselves

• The sites are hosted by Netlify. Like every web host, Netlify keeps short-lived server logs that include your IP address, for security and to keep the sites running.
• I use Netlify Analytics to see how many people visit. It works from those server logs. It does not put a cookie or a tracking script on your device and does not follow you around the web.
• My sites do not set cookies and do not run advertising or tracking scripts. See the cookies page.

The companies that process data for me

These companies store or move data on my behalf. They are not allowed to use it for their own purposes.

• Netlify (website hosting, forms, analytics)
• Web3Forms (delivers the application to my email)
• Google (Gmail, Meet, Calendar, Sheets)
• Calendly (call booking)
• Fathom (call recording and transcripts, where you agree)
• WhatsApp and Instagram, both run by Meta (messaging)
• ManyChat (the automated first reply on Instagram)
• Notion (client notes and documents)

Some of these companies store data outside the UK, mainly in the United States. Where that happens, the transfer is covered by the UK's rules for international transfers, such as an adequacy decision or the UK's standard contract clauses.

How long I keep it

• Applications from people who do not become clients: up to two years from the last time we were in contact, then deleted.
• Free manual sign-ups: until you unsubscribe, or two years after you last opened or replied to an email from me.
• Client records: for the time we work together and up to six years afterwards, because tax and legal rules require some records to be kept. Health and mental health answers are deleted as soon as you withdraw consent or when our work together ends, whichever is sooner, unless you ask me to keep them.
• Call recordings: deleted once the notes have been made, and in any case within twelve months.

Your rights

You can ask me at any time to:

• tell you what data I hold about you and give you a copy
• correct anything that is wrong
• delete your data
• stop using your data in a particular way, or stop altogether
• send your data to you or to someone else in a usable format
• withdraw consent where consent is what I am relying on, for example marketing emails or health information

Email rewirethemindcoaching@rewirethemindcoaching.com. I will reply within one month. There is no charge.

If you are unhappy with how I have handled your data, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113. I would rather you told me first so I can put it right.

Security

Your data is stored in the accounts of the companies listed above, each protected with a password and two-step login. Only I and, for Instagram messages, the team member described above have access.

Changes

If I change this policy I will update the date at the top. If the change is significant and you are a client or on my email list, I will tell you directly.