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When a parent asks for their child's data

What a parent can do for themselves, what lands in your inbox instead, and what happens to a student's records over time.

The short version A parent you have invited can download their child's practice history themselves, whenever they like, without asking you. If they ask for that child to be deleted, nothing is deleted: you get an email, and the decision is yours, because in your business you are the person responsible for that record — not us. There is no screen in your console for handling it. The email is the whole of it.

Knowing what a parent can already do for themselves

None of this applies unless you have invited a parent. If you have not — if the student was added from + Add a student and nobody else was ever linked to them — there is no portal, no weekly email and no buttons, and a parent who wants something will simply ask you directly.

Once you have used Invite a parent on the student page, that parent has their own sign-in and their own page for that child. Three things there they can do without you:

Download my data	Gives them a file immediately. Their child's profile, every topic and daily total, and every test with every individual answer behind it.
Request deletion	In your business, this deletes nothing. It emails you. The rest of this guide is about that email.
Get a join code	They can put their child on a new device themselves, so a lost tablet on a Sunday is not automatically your problem.

They can also switch off the weekly email from their own page. Two things they cannot do: unlink a device — the portal lists the devices but has no button to remove one, so that request comes to you — and reach your tutor notes, which are not in any of it.

You are not told when a parent downloads There is no notification and nothing appears on the student page. The download is recorded in our own records, but it is not surfaced to you, so the first you may hear of it is a parent quoting a figure back at you. That is not a sign anything has gone wrong.

Reading the email that arrives when a parent asks for deletion

The subject line is "A parent has requested [child's first name]'s data be deleted", so it is findable in your inbox months later. It goes to the owner of the business — the address you signed up with — and not to anyone else you have working with you.

It tells you which parent asked, about which child, and it says in plain terms that the platform has not deleted anything automatically. It closes by noting that UK GDPR gives you one month to respond to the parent.

The email mentions archiving from your console. That control is not there yet The student page today has Print report, Invite a parent and Get a join code, and nothing that removes or retires a student. So if what you decide is that the record should go, that step happens outside the product: email hello@strivli.co.uk and say which student, and we will do it. We would rather tell you that than have you hunt for a button that does not exist.

The parent's own screen tells them their request has been sent to the tutor who manages the account. They are expecting to hear from you, not from us, and they have not been given a date. A short acknowledgement the same day costs you a minute and stops the second, sharper email.

Deciding what to do about the request

The reason this lands on you rather than being handled for you is worth understanding, because it is the thing you may have to explain to the parent.

Your students' records are yours. They are the evidence of teaching you paid for and may need later — the same as a paper mark book. Deleting them because a third party pressed a button on a website would be us overruling a decision that is legally yours to make. So the request is forwarded and recorded, and nothing moves until you say so.

The mirror image of that is what a parent who enrolled their own child gets: no tutor, no forwarding, the deletion happens the moment they confirm it. Same button, genuinely different outcome, because in that case the person asking is the person responsible.

Reply to the parent

Even just to say you have it and will come back to them. They cannot see any status anywhere, so silence reads as nothing having happened.
Take anything you need to keep first

Print report gives you the child's practice summary, and Export all notes at the bottom of the notes panel gives you every note you ever wrote about them, including ones you deleted. Once a student record is removed, all of that goes with it and cannot be recovered.
Decide, and tell them what you decided

You may agree and remove the record. You may have a reason to keep it — an unpaid invoice, an ongoing arrangement, a period you are required to hold records for. That judgement is yours to make and to explain; the product does not make it for you and does not tell the parent anything either way.

The request itself is written down, whatever you decide Every download and every deletion request is recorded — who asked, about which child, when, and what happened to it. That record deliberately outlives the student's own record, so if anybody asks in a year's time whether a request was ever made, the answer is not "we think somebody emailed somebody".

Knowing what a parent's download does not contain

Their file holds practice and progress only: the child's first name, last initial, year group and exam date; each topic with how many were answered and how many were right; a total per day; and every test with each individual question, what was chosen and what the right answer was.

It does not contain your notes. That is not a setting anybody could switch off by mistake — notes are kept apart from the practice record, and the export goes nowhere near them. The file even says so, in words the parent reads without having to ask you:

What the parent's own file says about your notes "This export covers practice history and progress only. It does not include a tutor's own private working notes — those belong to the tutor, the same way a teacher's would."

The same is true of the weekly email and of anything you print from the student page. If you want the whole picture of what a parent can and cannot see, that is set out in the tutor notes guide, and what the parent themselves has read is the parent's guide.

A parent can still make a formal request in writing for more than the button gives them. That is a conversation between the two of you, and the notes export is what you would be working from.

Keeping a student's records only as long as you need them

A student's record does not sit on the platform for ever. Once a student is archived — because they have finished, moved on, or are taking a term off — they drop off your student list, and after 12 months the record is permanently deleted rather than merely hidden. That takes with it their practice history, every answer, the daily and topic totals, their devices, the parent's link to them, their group membership, and your notes.

Active

On your student list. Everything is kept, because tracking progress over time is the point of the thing.

Archived

Off your list, kept for 12 months. If they come back, bringing them back clears the clock completely rather than leaving them a few weeks from the edge.

Gone

After 12 months, permanently deleted. Not archived somewhere, not recoverable by asking.

There is no archive button on the student page today As above: to archive or remove a student, email hello@strivli.co.uk with the student's name. Everything described in this section works; the only part missing is a control in the console for starting it yourself.

The 12 months are not only a compliance schedule. A student who finishes in June and comes back in September should find their history where they left it, and a tutor who tidies up their list in a hurry should not have destroyed something a week later they turn out to need.

Questions people ask

Can I stop a parent downloading their child's data?: No, and it is deliberate. A parent being able to get hold of what is held about their own child, without having to find the right person to email, is the whole point of that button. It is practice data — nothing in it is yours.
Two parents are linked to the same child. Do I get two emails?: One email per request, whoever made it, and it names the parent who asked. If they both ask, you get one for each request.
The parent says they pressed the button a week ago and nothing has happened.: Correct, and expected. Nothing happens until you act. Check the inbox of the address the business is signed up with, and search for the child's first name — if the email went to a shared or forwarded address, that is the likeliest place it is sitting unread.
Can I see a list of requests that have been made about my students?: Not in the console today. The emails are your record of them.
If I remove a student, does the parent's account go too?: No. The parent keeps their own sign-in and any other children they are linked to. It is the child's record and everything attached to it that goes.
A parent asked to see my notes about their child.: They cannot reach them through the product, and the file they can download tells them so. What you do about a request made in writing is your decision — Export all notes gives you the full text of every note, including deleted ones, to work from.
Where do I point a parent who wants the detail?: The privacy notice sets out what is held and why, and their own guide to the portal explains the two different deletion outcomes in the same terms this page does.

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