Hospitality Venues: Covid-19 Test and Trace

IT IS NOW MANDATORY for venues to keep these records for Test and Trace purposes, should they be needed. BY NOT DOING SO, YOU RISK A FINE.

In addition, the Government has announced that hospitality venues such as pubs and restaurants now face a fine of £1,000, or up to £4,000 for repeat offences, if they fail to limit bookings to a maximum of 6 people and for failing to maintain social distancing. Please make sure you are considering the safety of your customers when making bookings.

The challenge to prevent the spread of the virus is now more important than ever. Support the NHS Test and Trace programme and keep a record of anyone who visits your venue – customers, staff and visitors – for 21 days from the date of a person’s visit, until further notice.
If any of your customers test positive for Covid-19 it will be important to identify all their contacts. National Test and Trace will find out about any household contacts and advise them to self-isolate. 
The NHS Covid-19 app launched on 24 September, it will automatically record customer attendance at your premises when they scan a QR code. Visitors will be able to check-in with the QR code when they arrive, making an easy and convenient way for your business to ensure legal compliance with Test and Trace and GDPR obligations.

Information to collect

The following information should be collected by the venue:


  •  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

How do I collect the required information?

The information required above constitutes personal data under General Data Protection Regulations (GDPR) and therefore must not be used or shared for any reason other than that for which the person consents - in this case NHS Test and Trace. As such the information recorded should not be accessible to other customers or visitors to your premises. If possible information should be stored digitally, but a paper record is acceptable.
Cambridgeshire and Peterborough Against Scams Partnership (CAPASP) warns that scammers will happily use information provided for genuine Test and Trace purposes to make bogus telephone calls to defraud. Therefore, it is imperative that your records are stored appropriately. An open ‘visitors book’ to which everyone has free access is not acceptable, however individual index cards that a customer completes with their details and is then promptly filed away would be acceptable.
You can also use the new COVID-19 app which will automatically record customer attendance at your premises when they scan a QR code.

Further Information