Track and Trace information

Attached is the guidance on collect details and maintain records of staff, customers and visitors to businesses that are opening tomorrow to support. The requirement to collect this data applies to:

  • hospitality, including pubs, bars and restaurants (it does not apply to businesses operating a takeaway/delivery only basis)
  • tourism and leisure, including hotels, museums, cinemas, zoos and theme parks
  • close contact services, including hairdressers, and others as defined here
  • 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. It does not apply to drop-off deliveries made by suppliers.

The data that needs to be collected is:


  • 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 and arrival and, where possible, departure time.

If a customer interacts with only one member of staff, the name of the assigned staff member should be recorded alongside the name of the customer If you have a large booking, for example, at a restaurant, you only need to collect the name and contact phone number of the lead member of the party. This data needs to be kept for 21 days.

Attached is a copy of the guidance, and FAQ on the Guidance and Powerpoint toolkit for businesses which includes :

  • Messaging to use with consumers
  • A template privacy notice for organisations to personalise and use, which will be uploaded to the Google Drive on Friday 3 July

The ICO has also published a statement and a short data protection A,B,C checklist on customer logs this morning:

Further information can be found below:

Customer Logging Example Messaging (1)

Guidance on maintaining records (1)

FAQ Maintaining Records of Staff Customers and Visitors for NHS Test and Trace 020720 (2)

Track and trace