Who Holds My Child’s School Records? A Parent's Guide to Data Privacy

If you are preparing to ask for extra dyslexia support or starting the Education, Health and Care Plan (EHCP) process, you need facts. You need to know what support the school has already tried, how your child is progressing, and what the teachers have noted down.

But many parents do not know what records exist or how to access them.

To request your child's school records in the UK, you can write directly to the school's governing body to ask for the Educational Record, or submit a written Subject Access Request (SAR) under data protection laws. The school must usually respond within one school month for educational records, or one calendar month for a SAR.

This guide will show you exactly how to find this information calmly, legally, and without stress.

Why you might need your child's official school records

When you ask for a formal dyslexia assessment or SEND support, evidence is your best ally. Having the official files helps you see the full picture.

These records can show:

• Written notes from teachers about your child's reading struggles.
• Results of internal spelling, phonics, or reading age tests.
• What classroom adjustments have already been tried.
• Correspondence between the school and external specialists.

Having these papers in one folder means you do not have to rely on memory during meetings. It helps you work with the school as an equal partner.

What data does the school and the DfE actually hold?

Your child's information is kept in two main places: at their school and with the government.

1. The School Record

This is held locally by your child's school. It includes their daily attendance, academic reports, internal test scores, and special educational needs (SEN) support plans. It also contains notes from meetings and emails between staff regarding your child's learning.

2. The Department for Education (DfE) Record

The government also processes data about parents and pupils. According to the DfE transparency data on privacy information for parents, carers and legal guardians, the DfE processes personal data to carry out its official functions. This includes national pupil database records, attendance trends, and statutory assessment results like Key Stage SATs.

For a deeper look at how this information moves between organisations, you can read our guide on how does the school share my child's SEND records?.

How to request your child's personal information (Step-by-Step)

You have a legal right to see this data. You do not need to feel awkward or apologetic for asking. It is a standard procedure.

Step 1: Decide what you need

Do you need the daily educational record, or do you need all emails and correspondence about your child?

• The Educational Record: In England, parents of children at maintained schools have a right to view the educational record under the Education (Pupil Information) Regulations. This is often the quickest route.
• Subject Access Request (SAR): If your child attends an academy, free school, or independent school, or if you need to see internal emails and wider files, you should make a SAR under data protection laws. For more detail on this specific legal route, see our guide on how to request your child's school records under GDPR.

Step 2: Write to the school

Always make your request in writing. You can use email. Address it to the Headteacher and the school's Data Protection Officer (DPO). Be specific about what you want. This saves the school time and gets you your files faster.

Step 3: Wait for the response

Under data protection rules, the school must respond to a SAR within one calendar month. For an Educational Record request in a maintained school, they must respond within 15 school days.

What about data held by the government?

If you ever need to request the personal information that the government holds about your child or yourself, you can apply directly to the DfE. The DfE guidelines on requesting your personal information from DfE explain how to submit a request to their department online or by post. This is rarely needed for a standard EHCP, but it is useful to know the right exists.

To learn more about this specific government process, read our detailed article on how to request your child's school records from the DfE.

What to do if you find errors in their educational record

Once you receive the files, sit down with a cup of tea and read through them calmly.

Sometimes, you might find mistakes. A test score might be wrong, or an accommodation that was promised might be listed as "completed" when it never started.

If you find an error:

1. Do not panic. Mistakes happen in busy school offices.
2. Highlight the error. Write down exactly what is incorrect and what the true information is.
3. Provide evidence. If you have an email or a report that proves the error, keep a copy of it.
4. Write to the school. Ask them politely to correct the record. Under data protection law, you have the "right to rectification." This means the school must correct inaccurate personal data.

Template: A polite, formal letter to request your child's files

You can copy and paste this text into an email. Just fill in the bracketed details.

Subject: Subject Access Request (SAR) / Educational Record Request - [Child's Full Name]

Dear Headteacher and Data Protection Officer,

I am writing to request access to personal data held about my child, [Child's Full Name, Date of Birth], under data protection legislation and the Education (Pupil Information) Regulations.

To help you locate this information efficiently, I would like to request copies of:

1. My child’s full educational record, including progress reports, internal test scores, and reading age assessments.
2. All special educational needs (SEN) support plans, individual education plans (IEPs), and minutes of meetings regarding my child’s learning support.
3. Correspondence, including emails between school staff or external specialists, where my child is mentioned.

As you know, the statutory timeframe for responding to this request is one month. If you need any further information to verify my identity or clarify this request, please let me know as soon as possible.

Thank you for your time and assistance.

Kind regards,

[Your Name] [Your Contact Number] [Your Email Address]

Next steps in your journey

Gathering paperwork is a practical, powerful step toward getting your child the right support. It helps you build a solid foundation.

While you work with the school on their official provision, you can also support your child's reading confidence at home. Our app, Lexy, is designed for iOS and Mac. It offers gentle, multisensory structured literacy practice based on Orton-Gillingham principles. It is not a formal diagnosis or a replacement for school support, but it is a helpful tool for building daily reading fluency. You can explore how it works on our features page.

Remember, you are your child's best advocate. Obtaining their records is not about creating conflict; it is about gathering the facts so you can work together with teachers to help your child thrive.