AI that drafts. People who decide.
Pupil Protect uses AI for the writing, summarising and looking things up that take time away from children. It runs on a model your school controls, so pupil information never goes to an outside AI service. A member of staff checks everything it produces, and every use is logged.
AI is off until your school switches it on.
A pupil asked for my personal phone number so they can message me if they’re worried. Is that OK?
- Explain kindly that you can’t share personal contact details.
- Tell them how to reach you or a DSL through school.
- Let the DSL know they asked. They may want to talk to someone.
What the AI does
Each job sits in the place where the work happens. Everything it writes appears in a dashed frame like the ones below, says where it came from, and stays a draft until a person uses it. Some jobs are coming soon, and they’re marked.
Writing help
On the concern form, for roles with “Use AI drafting”“Help me write this” turns rough or dictated notes into a clearer, factual draft. The child’s words in quotation marks are kept word for word. Staff use the draft or dismiss it. “Suggest categories” is a separate button that suggests where the concern belongs, and staff choose.
At break Amelia asked for toast. She said “mum was at work late and there wasn’t anything in”. I took her to the pastoral base for breakfast and told Mrs Shah.
Use this draftDismissNext steps
On each concern, for the DSL teamSuggests what to do next, drafted from the concern, what’s been done so far and your school’s policies. Adding a suggested action takes one click. The DSL decides.
Coming soon: meeting notes
In core groups and reviews, for the DSL teamOnly if everyone at the meeting agrees to be recorded. It transcribes who said what, hides the names of children who aren’t part of the meeting, and drafts minutes, decisions and actions. Nothing is saved until the chair approves the minutes, and then the audio is deleted.
Summaries and explanations
For the DSL team and trust leadsDrafts a referral summary from the pupil’s recent concerns, using only what’s on the record. On a pattern alert, it explains the records behind the flag; the flag itself comes from a plain rule, never from the AI. For trusts, it drafts a short board summary from counts only. Coming soon: for governors, a summary of what changed between two versions of a policy.
On Fri 9 Oct Leo told a teaching assistant that an older male has been picking him up after school and giving him money to “drop things off”. He did not name the man. This is the first concern of this kind.
Use as what’s being sentDismissComing soon: SEND plans and EHCP paperwork
In SEND, for the SENCODrafts a support plan or a review from what’s already on the child’s record: reports, past plans and notes from meetings. For an education, health and care needs assessment request, it fills in your local authority’s form from the record and lists the evidence it used. The SENCO checks every section before anything is saved or sent.
Section B, communication and interaction: Jas has a diagnosis of developmental language disorder. Despite small-group speech and language sessions three times a week since September 2025, his expressive language remains well below age-related expectations.
Ask
On every screen, for roles with “Use AI drafting”Staff ask how to handle something and get a short answer from statutory guidance such as KCSIE and the policies your school uploads (PDF, Word, text or Markdown), with the sources shown. Ask never looks at pupil records. Coming soon: marking an answer “Not right” so it goes to the DSL.
- Telling parents can sometimes put a child at more risk.
- The DSL decides when and how parents are told.
Coming soon: redaction suggestions
For subject access requests, for the DSL and DPOWhen a parent asks for a copy of their child’s record, it reads the entries being exported and suggests what to redact: other children, staff personal details and information that belongs to other agencies. You and your data protection officer (DPO) decide each one, and the DPO signs off before anything is exported.
The rules it follows
These aren’t settings. They’re how the product is built, for every school.
- It never decidesIt can suggest a category or a next step. A member of staff logs the concern, and the DSL decides what happens.
- It never changes a child’s wordsAnything the child said is kept word for word, in quotation marks, in every draft.
- It never sends or sharesNothing is submitted, sent or shared until a person checks it and chooses to.
- It says where everything came fromEvery draft and answer says what it was made from and that it’s a draft.
- Pupil information stays with youThe model runs inside Pupil Protect or on your school’s own server. Nothing goes to an outside AI service.
- Every use is loggedWhich feature, who, when, and whether the draft was used, edited or dismissed.
- It’s off until you switch it onThen choose which roles can use it. Coming soon: a switch for each feature, and for a trust’s schools.
What it can and can’t see
Each feature reads only what it needs for the job in front of it. None of them can search across pupils.
| Feature | Who can use it | What it reads | What it never reads |
|---|---|---|---|
| Ask | Roles with “Use AI drafting” | Your school’s policies and statutory guidance | Pupil records of any kind |
| Writing help | Roles with “Use AI drafting” | The notes being written on the form | The rest of the child’s record |
| Next steps and summaries | DSL team | The concern, referral or pattern alert the DSL has open, and your policies | Records of pupils who aren’t part of it |
| Coming soon: meeting notes | DSL team | The recording of a meeting everyone agreed to | Anything once the audio is deleted |
| Coming soon: redaction suggestions | DSL and DPO | The entries in that one export | Records outside the export |
The AI activity log
Admins can see each use of AI at the school: which feature, who used it, when, and whether the draft was used, edited or dismissed.
The log never keeps the text the AI wrote or the questions asked in Ask. It also shows where the AI runs, which model it uses and whether it’s ready.
- Suggested next stepsSarah B.Used, edited
- Write from my notesJames P.Used
- Ask about policyHelen L.Drafted
- Referral summarySarah B.Used
- Category suggestionsKaren L.Dismissed
Off until you switch it on
AI is off until your school switches it on. Then choose which roles can use it, with the “Use AI drafting” permission in Admin › Roles. Switch it off again at any time.
If AI is off, the screens work exactly as before, without the buttons.
Coming soon: a switch for each feature, and settings a trust can make for all its schools.
- Designated safeguarding leadEvery permission, always.On
- Deputy DSLNext steps, summaries, writing help and Ask.On
- Staff“Help me write this” on the concern form, and Ask.On
- GovernorSees numbers and trends only.Off
The model and your data
What you’ll need for your data protection impact assessment (DPIA). We’ll confirm each of these in writing before you sign.
- Where the model runs
- Inside Pupil Protect, or on your school’s own server. Pupil information never goes to an outside AI service.
- The model
- An open model that your school controls. There’s no outside AI provider.
- Training on your data
- Never. School data isn’t used to train AI models.
- When it’s on
- Only once your school switches it on, and only for the roles you choose.
- What Pupil Protect keeps
- A log entry for each use: which feature, who, when, and whether the draft was used, edited or dismissed. Never the text the AI wrote or the questions asked in Ask.
- Contracts and DPIA
- [Data processing agreement, sub-processor list and DPIA wording, with links]
Questions schools ask
Something else? Talk to us.
Does the AI decide whether something is a safeguarding concern?
No. It can suggest a category or a next step, but a member of staff logs the concern and the DSL decides what happens. It can’t submit or send anything on its own.
Can staff use it to look up a pupil?
No. Ask only answers from your policies and statutory guidance. Writing help and next steps only work on the record a member of staff already has open.
What happens if it gets something wrong?
Staff review every draft before it’s used, and can dismiss it and write it themselves. Ask shows its sources, so staff can check them. Coming soon: marking an answer “Not right” so it goes to the DSL, who can correct the policy it came from.
Do we have to record meetings?
No. Meeting recording is coming soon, and it will need everyone at the meeting to agree first. If anyone says no, the chair takes notes instead and nothing is drafted by AI.
Can we turn AI off?
It’s off until you switch it on, and you can switch it off again at any time. You choose which roles can use it. A switch for each feature is coming soon.
Does pupil information go to an AI company?
No. The model runs inside Pupil Protect or on your school’s own server, so pupil information never goes to an outside AI service.
See the AI at work, then decide.
In a demo we’ll show each feature with example records, and how to choose who can use it.