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Premises and Venues Required by Law to Record Contact Details

Premises and Venues Required by Law to Record Contact Details

From the Friday, 18 September 2020 it will be formally mandatorily for premises and venues across England to 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.

Businesses and other public settings where people meet socially including hospitality, close contact and leisure venues must by law record contact details of customers, visitors and staff on their premises to tackle the spread of coronavirus.

These details must be stored for 21 days and shared with NHS Test and Trace, if requested

There will be fixed penalties for organisations that do not comply!

This applies to all premises and venues across England like:

  • Pubs
  • Restaurants
  • Hairdressers
  • Cinemas

Some of these businesses and organisations had been advised to collect and share data, with many effectively doing so, but following the recent move to ban social gatherings of more than 6 people, the data collection programme will now be formally mandated from 18 September.

Further guidance and, where necessary, regulations will be set out specifying the settings which will be included, but the scope will cover the hospitality industry, such as pubs, bars, restaurants and cafes, as well as close contact services and other tourism and leisure venues.

Contact Details

Contact details should be stored for 21 days and shared with NHS Test and Trace, if requested.

By doing this it will assist NHS Test and Trace to effectively contact everyone who may have been exposed to the virus during an outbreak in these settings and to provide the appropriate public health advice. This will help to stop the onward spread of the virus.

Required Information to Collect

The contact detail you must include:

  • name
  • contact number
  • date of visit
  • arrival time
  • departure time, if possible

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.

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 comprehensive workplace guidance with practical steps employers should take to make workplaces COVID-secure and ensure employees feel safe in their place of work.

If Businesses Do Not Comply

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. More information will be released around this area.