Under UK & EU Law people have a right to access their personal data. If they ask, you have to give it to them.
You can find out more about your responsibilities at the UK Information Commissioner’s Office (ICO) website. In particular, please make sure you understand your obligations about requests for data relating to .
For further information about the Right of Access, please consult the ICO as well as the UK Government’s guidance.
To help you comply, you can export the data you store about individuals on Tapestry. This tutorial will show you where you can do that for each type of post.
Please ensure you review what you have exported before you send it out to ensure that you are only disclosing information about the correct data subject.
This tutorial will NOT include data from the Management System feature. You can export that separately from the Management System, please consult our Management System Exports tutorial for more information.
You can export a child’s About Me data into a PDF document from Children > Child’s Name > About Me.
In About Me, click the export button to download the PDF to your computer.
The PDF document will include all About Me sections, questions, and responses, as they are displayed under the child’s About Me page.
Managers can export a variety of children’s data from Configuration > Children > Manage Children
Export journal to PDF
You can choose to generate the .PDF Journal for an individual Relative, or all Staff or Relatives
When choosing Staff, you will be given the option to include Observations hidden from Relatives, under the Observation options.
Next, you can choose the date range you wish the PDF Journal to cover. The default date ranges are from the day of the first observation or report to the day of the last observation or report for the selected child.
You can then choose to include or exclude Group Observations, Observations hidden from Relatives and Observations created by Relatives. You should select all three for a SAR request.
You can also export the child’s reports as part of the PDF Journal export and select the items to display in the export. In the event of a SAR, you should select all the options.
Lastly, expand the Advanced section to include further information in your PDF Journal export.
- Assessment options (you can restrict Observations to specific Assessment Frameworks)
- Items to Display (Observation dates, Authors, Flags, etc)
- PDF ‘Save As’ name
- Cover Page options (Title, journal layout, etc)
- Photos (Include photos, number of photos per line)
Once you have selected all your options, click Submit and your PDF will be queued for generation. When the document is ready, it will be available in your Downloads (https://tapestryjournal.com/s/<school-slug>/manager/downloads). From there, you can download it or see other users who have the permission to download it and the download status.
Note: The PDF Journal can also be downloaded from the Child’s Profile, select “Create PDF Journal”, under Quick Links.
Media
Separately to the full Observations, you can export a child’s media , you can do so by selecting ‘Bulk Export Media’.
Options available allow you to generate the export for Staff or Relatives. Generating the export for Relatives may or not include media from group observations depending on your user permissions. If you select both options, two different .zip files will be available to download.
All media types are selected by default.
The date range to cover is blank by default, this will include all media from the first to last Observation for the selected child.
Lastly, you can choose to add media from ‘Staff Only’ Observations and Observations that have not been published to the child’s Journal, to the export for Staff.
Once you have selected all your options, click Start Bulk Export and your bulk download will be queued for generation. When the export is ready, it will be available in your Downloads. From there, you can download the .zip file or see other users who have the permission to download it and the download status.
Accident Forms
To export a child’s Accident Forms, you can do so by selecting ‘Bulk Export Accident Form’.
The default date range include all signed-off accident forms.
The Bulk Export Accident Forms will include all PDF accident forms in one PDF document.
Once you have selected all your options, click Download PDF and your bulk download will be queued for generation. When the export is ready, it will be available in your Downloads. From there, you can download the .zip file or see other users who have the permission to download it and the download status.
Care Diary
To export a child’s Care Diary entries, you can do so by selecting ‘Bulk Export Care Diary’.
You can select which Diary Entry types to include.
The default date range start from the first care diary entry for the selected child to today’s date.
The Bulk Export Care Diary will include all PDF Care Diary entries, as per the entry types selected, in one PDF document.
Once you have selected all your options, click Download PDF and your bulk download will be queued for generation. When the export is ready, it will be available in your Downloads. From there, you can download the .zip file or see other users who have the permission to download it and the download status.
Invoices
To export all Invoices for a child, you can do so by selecting ‘Bulk Export Invoice ’.
No options are available here, simply click Export and your bulk download will be queued for generation. When the export is ready, it will be available in your Downloads. From there, you can download the .zip file or see other users who have the permission to download it and the download status. The .zip file will include all invoices generated for the selected child is separate PDF documents.
Note: Invoices can also be exported from the Management System > Exports
To export a child’s basic Profile Data, please go to Configuration > Children > Manage Children, select the relevant child and “Export to CSV”.
To export all Reports for a child, you can do so from a Child’s Profile. From the main menu, navigate to Children > Child’s Name > Profile, scroll down to the Reports section and click See All Reports.
From here, you can Select all and Export as PDF.
You will be given the choice to rename the file, give reports a header title, include authors, dates, comments, photos and videos, document and audio file names. (These last two are not included by default so you should select them.)
When you are ready click Export selected reports as a PDF and navigate to Your Download to download the PDF file.
To export all Reflections for a child, you can do so from a Child’s Profile. From the main menu, navigate to Children > Child’s Name > Profile, scroll down to the Reflections section and click See All Reflections.
From here, you can Select all and Export as PDF.
You will be given the choice to rename the file, give reflection pages a header title, include authors, dates, photos, etc.
When you are ready click Export selected reflections as a PDF and navigate to Your Download to download the PDF .
Note: You may have mentioned children in your reflections without assigning the Reflection to a specific child. Please go through your Reflections under Planning & Monitoring, accessible from the Main Menu, where you can open and export individual Reflections.
From the main menu, you can navigate to Docs & Documents > Documents.
You may have saved documents holding children’s data here, if it is the case, you can download all these documents to your computer or device. If you have used the name of the child in the name of the file, you can find them easily by typing their name in the search bar.
If you have enabled Assessment frameworks and/or the EYFS Flags for instance, you may be monitoring children’s development. You can find the monitoring page under Planning & Monitoring from the main menu.
Planning & Monitoring > Monitoring.
Here you should find the assessment framework names that you have enabled at the top.
Each Assessment Framework offers the option to select Individual View, where you can select a child and export their information into a csv or pdf .
To export Memos, please navigate to Memos from the Main Menu. Each Memo should be individually open and exported. You can use the Filter options to look for Memos assigned to a specific child.
Remember that you may have mentioned children in your Tapestry posts without assigning them to the post. Please go through the main menu and all the different post types to check if that is the case. All posts can be open and exported individually using the Export button.
From the Main Menu, please check:
- Observations
- Memos
- Activities
- Reflections
- Monitoring
- Reports
- Documents
If you have enabled the Messaging feature, please go through your Messages to check if any are holding children’s data. Each conversation can be open, highlighted, copied and pasted into a doc or txt file.