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Venues required by law to record contact details

Added on: 10th September, 2020 by O1

Venues required by law to record contact details

Last Updated:
Tue, 15 September 2020

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The government has said that premises and venues across England like pubs, restaurants, hairdressers and cinemas, must have a system in place to record contact details of their customers, visitors and staff in the latest move to break the chains of transmission of coronavirus.

The new rules mean organisations in scope will be legally required to request the contact details of customers and visitor on their premises.

Venues could be fined if they fail to ensure their premises remain COVID-secure, such as failing to take specified steps to collect contact information or taking bookings for groups of more than 6.

Venues must keep a record of all staff working on the premises on a given day and their contact details.

These will be stored for 21 days and shared with NHS Test and Trace, if requested.

Sectors that this guidance applies to

There is a higher risk of transmitting COVID-19 in premises where customers and visitors spend a longer time in one place and potentially come into close contact with other people outside of their household. To manage this risk, establishments in the following sectors, whether indoor or outdoor venues or mobile settings, should collect details and maintain records of staff, customers and visitors:

• hospitality, including pubs, bars, restaurants and cafés

• tourism and leisure, including hotels, museums, cinemas, zoos and theme parks

• close contact services, including hairdressers, barbershops and tailors

• facilities provided by local authorities, including town halls and civic centres for events, community centres, libraries and children’s centres

• places of worship, including use for events and other community activities

This guidance applies to any establishment that provides an on-site service and to any events that take place on its premises. It does not apply where services are taken off site immediately, for example, a food or drink outlet which only provides takeaways. If a business offers a mixture of a sit-in and takeaway service, contact information only needs to be collected for customers who are dining in.

This guidance does not apply to drop-off deliveries made by suppliers or contractors.

Information to collect

The following information should be collected by the venue, where possible:

Staff

• the names of staff who work at the premises

• a contact phone number for each member of staff

• the dates and times that staff are at work

Customers and visitors

• the name of the customer or visitor. If there is more than one person, then you can record the name of the ‘lead member’ of the group and the number of people in the group

• a contact phone number for each customer or visitor, or for the lead member of a group of people

• date of visit, arrival time and, where possible, departure time

• if a customer will interact with only one member of staff (e.g. a hairdresser), the name of the assigned staff member should be recorded alongside the name of the customer

All collected data must comply with GDPR and will not be kept for longer than necessary.

Data collection should be as straightforward as possible for organisations. Each organisation will have the freedom to collect the data in a way that best suits them, either using an existing system or finding a new solution. This method will vary from sector to sector.

Contact details will only be shared with NHS Test and Trace if it is requested. This will usually be because the venue has been identified as the location of a potential local outbreak of COVID-19. If this is the case, the NHS Test and Trace service will work closely with any affected establishments to take appropriate action.

Businesses should continue to follow the government’s workplace guidance.

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