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Maintain records of your visitors and staff

New contact tracing requirements for businesses

It is a legal requirement for venues in the following sectors to have a system in place to collect NHS Test and Trace data, and to keep this for 21 days:

  • hospitality, including pubs, bars, restaurants and cafés
  • tourism and leisure, including hotels, museums, cinemas and amusement arcades
  • close contact services, including hairdressers, barbershops and tailors
  • community centres, libraries and village halls

The venues must adhere to the following and failure to comply with any of these requirements could result in fixed penalty fines

  • ask every customer or visitor (over the age of 16) to provide their name and contact details
  • keep a record of all staff working on their premises and shift times on a given day and their contact details
  • keep these records of customers, visitors and staff for 21 days and provide data to NHS Test and Trace if requested
  • display an official NHS QR code poster so that customers and visitors can ‘check in’ using the NHS COVID-19 app as an alternative to providing their contact details
  • adhere to General Data Protection Regulations (GDPR)

Hospitality venues have additional requirements and must also take reasonable steps to refuse entry to anyone who refuses to participate.

QR Code poster

Since 24 September 2020, when the NHS COVID-19 app became available, it is a legal requirement for the venues listed above to display an NHS Test and Trace QR poster. This will enable visitors with the app to check in at that location. 

The requirement to display the poster does not replace your current methods of collecting customer data, as some visitors may not have or use the app. 

Even if your venue is not listed in the categories above, but it is visited by members of the public and has a space where people congregate, the government would still encourage you to create a QR code poster

The full announcement can be found on the GOV.UK website.

NHS Test and Trace will only contact you for data if someone testing positive for COVID-19 visited recently, or if your premises has been identified in an assessment of a local outbreak. Contact will come from the following places only with a request that you log into the tracing website:

  • a phone call from 0300 013 5000
  • a text message from NHSTracing

Full details on how to collect data and how it will be used can be found in the Test and Trace guidance for businesses.