Struggle Log: Format, Retention and Consent

DRAFT. For adults only (safeguarding lead, programme lead). Not legal advice. Needs a local legal check. Terms (Tutor, human tutor, safeguarding lead) are defined once in parent-in-the-loop-design.md, section 1.

1. Purpose

A simple log of what each child finds hard in English. It helps Tutor, the safeguarding lead and the parent. Collect the minimum. Delete when done.

2. Who is in the log

First name or nickname only. Plus age band (e.g. 6-7, 8-9, 10-12).
NO surname, school, photo, address, contact details, social handles.
NO recordings in the log. No audio, video or transcripts.
No health or family notes. No labels or diagnoses.
No mood or personality words (for example "shy", "lazy", "clever"). Write what the child did ("waited for Tutor to speak first").
Safeguarding notes are not kept in this log (see section 5 and the master file).

3. Fields

Field	Meaning
Date	Date of session
Session no.	Session number for this child
Skill area	sound / word / grammar / listening / confidence
Specific item	e.g. 'th' as in 'think'
What happened	1 line, facts only
What helped	1 line
Sessions seen	Count of sessions with this item
Status	new / improving / still practising

Status rule (draft): new = 1-2 sessions; improving = fewer errors than before; still practising = 3 or more sessions with no change.

"Still practising" is a practice status only. It does not trigger a referral. It means the safeguarding lead reviews the practice plan (see weekly-summary-template.md).

4. EXAMPLE (invented child, not a real person)

Example child: Child A, age band 6-7 (INVENTED)

Date	Session no.	Skill area	Specific item	What happened	What helped	Sessions seen	Status
2026-10-05	1	sound	'th' as in 'three'	Said "tree"	Tongue-between-teeth shown	1	new
2026-10-12	2	sound	'th' as in 'three'	Said "tree" again	Slow echo game	2	new
2026-10-19	3	sound	'th' as in 'three'	Said "free" once, then "three"	Mirror practice with the adult in the room	3	still practising
2026-10-19	3	confidence	Speaking first	Waited for Tutor to start	Short, easy first question	2	improving

(The 'th' sound is hard for many [language] speakers. It is normal at this age.)

5. Retention and deletion (DRAFT, DECISIONS FOR THE SAFEGUARDING LEAD / PROGRAMME LEAD)

Keep only while the child is active, plus 90 days after the last session (proposed draft). Decision for safeguarding lead / programme lead; subject to local law.
Delete on parent request within 14 days (proposed draft). Decision for safeguarding lead / programme lead. Exception: safeguarding notes (below).
Access: the parent can see the log on request.
Correction: the parent can ask to correct it.
Who can see it: three roles only. 1. The safeguarding lead. 2. Tutor (the AI bot, which writes and reads the log to prepare notes). 3. The parent (or carer) of that child, on request. A human tutor (a future person) can see it only if the safeguarding lead adds one and tells parents first.
Services that touch the data: the lesson platform, the AI service that runs Tutor, and the place where notes are stored. Names to be filled after the vendor check. The consent must not promise more than that check allows.
Storage: stored securely, access restricted. Not on shared or public pages.
No sale, and no use for advertising.
Incident notes (safeguarding) are kept apart from this log and from the 90-day rule. They follow separate rules set by the safeguarding lead and local law. Do not delete them under this schedule without the safeguarding lead's decision. A safeguarding note may contain the child's own words (see consent point D below). This is the only case where a transcript-like quote is allowed.
At the end of the period, delete the log and any copies (not incident notes).
Do not state a consent age for any country in the consent or elsewhere until a local adviser confirms it.

6. DRAFT PARENT CONSENT WORDING

DRAFT. This is not legal advice. It needs a local legal check before use ([country] and any other country). The safeguarding lead localises it. The consent works for one-to-one and for group sessions.

Parent consent for English practice with Tutor

I am the parent or carer of [child's first name or nickname].

My child may do English practice sessions with Tutor, an AI English tutor. Tutor is a computer helper, not a person. ☐ Yes

Adult in the room: [wording to match the programme lead's choice, see parent-in-the-loop-design.md, section 3: OPTION A "An adult will be in the room for the whole session." / OPTION B "An adult will be in the room for the whole session if my child is under 8, and nearby and in the room at the start and end if my child is 9 or older."] ☐ I agree

One-to-one or group: ☐ One-to-one only. ☐ One-to-one or small group. If my child is in a group, other children and their adults in the session can see my child's first name or nickname.

The programme may keep a simple progress log. It uses my child's first name or nickname only. It shows what is hard and what is going well. ☐ Yes

I will get a short note after each session. ☐ Yes

Recording (separate choice, its own box). [wording to match the programme lead's choice, see parent-in-the-loop-design.md, section 7: OPTION A "All lessons are recorded. I agree to recording." / OPTION B "Sessions are recorded only if I say yes here. If I do not tick, nothing is recorded."] ☐ Yes, I agree to recording. ☐ No.

I know that: - I can see, correct and ask to delete my child's data. I can ask at any time. Safeguarding notes are kept under separate rules set by the safeguarding lead and the law, so I may not be able to have them deleted. - If something worrying happens, a note may be written (by Tutor or the safeguarding lead) of what my child said. - The data is not sold and not used for advertising. It is shared only with these services, which help run the sessions: [names to be filled after the vendor check: the lesson platform, the AI service that runs Tutor, and where notes are stored]. - If there is a serious concern for my child's safety, the safeguarding lead may have to share information with the authorities, as the law of [country] requires. [The safeguarding lead to confirm with a local adviser.] - My contact point is the safeguarding lead: [contact added by the safeguarding lead]. - I can stop a session at any time. I can withdraw consent at any time.

Parent name: ________ Date: ________ Signature: ________

Notes for the safeguarding lead: - Check the wording with a local legal adviser. Rules on children's data and consent differ by country. This draft states no consent age for any country. - The consent covers points A-E: A (authorities), B (named services), C (deletion exception), D (child's own words in a safeguarding note), E (group sessions). - Keep the signed consent securely. It holds the parent's name, so it is personal data too. Delete it by the same schedule. - Recording consent stays a separate checkbox whichever option the programme lead picks. Never pre-tick any box.

Draft teaching and safeguarding resources. Not legal advice. Check local law before use.