Privacy Notice
Last updated: 18 October 2026 · Version: 1.0
The short version
- We store your tracker, log entries, glossary and account details so the app can work for you.
- To write a draft, we send your note and parts of your tracker to our AI provider, Anthropic, in the USA. They don't use it to train AI.
- We don't sell your data, show ads, or track you around the web.
- You can download everything or delete your account at any time in Settings.
Who we are
William Cole, trading as Jotted, is the "controller" of your personal data. Contact us at privacy@jottedapp.co.uk.
Our Information Commissioner's Office (ICO) registration number will be shown here once it's issued.
What we collect and why
| What | Examples | Why | Lawful basis (UK GDPR) |
|---|---|---|---|
| Account details | Email address, sign-in times, plan | To create your account, sign you in, and send sign-in links and service emails | Contract |
| Your tracker | The spreadsheet you import: your name, employer, apprenticeship standard, KSBs, past entries, hours, mentor comments | To match drafts to your standard and write in your style | Contract |
| Your entries and notes | What you type, AI drafts, saved entries, glossary terms | To provide the Service | Contract |
| Usage records | Number of AI drafts, model used, token counts and cost | To apply plan allowances, prevent abuse and manage costs | Contract; legitimate interests (keeping the Service affordable and secure) |
| Payment records (Plus) | Stripe customer ID, subscription status, invoices. Not your card number. | To take payments and keep tax records | Contract; legal obligation (tax records) |
| Agreement records | Which version of our terms you accepted, and when | To show what you agreed to | Legal obligation; legitimate interests |
| Security logs | IP address, browser type, error logs | To keep the Service secure and fix problems | Legitimate interests |
| Marketing preference | Whether you ticked "send me product updates" | To send you updates, only if you said yes | Consent (withdraw at any time) |
| Waitlist (before launch) | Email address, that you're 16+, whether you want tips and updates, and optionally your role, your training provider and the link you came from (e.g. "tiktok") | To email you when Jotted opens; tips and updates only if you ticked that box; your provider helps us support your tracker first | Consent (leave at any time with the link in every email) |
We don't ask for your date of birth. We do ask you to confirm you're 16 or over.
Please don't put other people's personal details (clients, colleagues) or sensitive information (such as health details) into your notes unless it's genuinely needed.
Who we share it with
We only share data with service providers who process it for us under contracts (data processing agreements):
| Provider | What for | Where |
|---|---|---|
| Anthropic PBC | AI drafting: your note, answers, glossary, your standard's KSBs and duties, and a few of your past entries and mentor comments | USA |
| Fly.io | Hosting, storage and encrypted backups | London, UK |
| Resend | Sending sign-in links, waitlist and service emails | EU/USA |
| Stripe | Payments (Plus only) | UK/EU/USA |
We may also share data if the law requires it, or to protect someone's safety.
We never sell your data, and we don't use advertising or analytics trackers.
Sending data outside the UK
Anthropic, and possibly Stripe and our email provider, process data in the USA. We protect these transfers with the safeguards UK law requires: the UK International Data Transfer Addendum to the EU Standard Contractual Clauses, or the UK–US "data bridge" where the provider is certified. Anthropic does not use data sent through its commercial API to train its models, and it keeps it only for a limited period for safety and abuse monitoring. Ask us for a copy of the safeguards.
AI and automated decisions
AI writes suggested drafts. It doesn't make decisions about you with legal or similarly significant effects. You choose whether to use, edit or discard each draft. Your training provider and mentor make the real decisions about your log.
How long we keep it
| Data | Kept for |
|---|---|
| Account, tracker, entries, glossary | While your account is open. Deleted straight away when you delete your account. Backups that contain it expire within 30 days. |
| Accounts inactive for 24 months | We email you, then delete them if you don't sign in |
| Waitlist sign-ups | Until you leave, or 12 months after Jotted opens if you haven't created an account |
| Usage records | 12 months, then aggregated without your identity. Unlinked from you straight away if you delete your account. |
| Payment and invoice records | 6 years (HMRC requirement) |
| Agreement records | While your account is open, plus 6 years. After deletion they're linked to a scrambled (hashed) copy of your email address, not the address itself. |
| Security logs | 30 days |
Cookies
We use one cookie: a sign-in session cookie. It's strictly necessary for the app to work, so we don't need to ask your permission. We also save your theme choice (light or dark) in your browser's local storage. We don't use analytics, advertising or tracking cookies.
Your rights
You have the right to:
- access your data: Settings → Download my data gives you everything
- correct it: edit it in the app, or ask us
- delete it: Settings → Delete my account. This also ends any Plus subscription (refunded if it's within 14 days of subscribing) and removes your card from Stripe.
- restrict or object to some processing
- data portability: your download is in standard formats (JSON and .xlsx)
- withdraw consent to marketing emails at any time, using the link in any email or in Settings
Email privacy@jottedapp.co.uk to use any right. We'll reply within one month. It's free.
If you're unhappy with how we've handled your data, please tell us first. You can also complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint, 0303 123 1113.
Young people
The Service is for apprentices aged 16 and over. We've designed it with high-privacy settings by default:
- no profiling for marketing
- no ads
- no sharing between users
- only the data needed to write your log
If you're under 18 and something here isn't clear, ask a parent, guardian, your employer or us.
Security
- Data is encrypted in transit (HTTPS) and at rest.
- Sign-in uses one-time email links, so there are no passwords to steal.
- Access to the servers is limited to William Cole.
- If a breach is likely to put you at risk, we'll tell you and the ICO as the law requires.
Changes
If we change this notice in a way that matters, we'll email you before the change takes effect and show it when you next sign in.