As an employer or an organisation that is providing community services you should collect details and maintain records of staff, customers and visitors on your premises to support NHS Test and Trace.

The Government has provided guidance on what information you should collect, how they should be maintained and what you will need to share with NHS Test and Trace. 

It is now a legal requirement for certain settings to maintain records for Test and Trace.  


Displaying an official NHS QR poster

Designated venues must display an official NHS QR code poster at their entrance, or at the point of service. It’s quick and simple to use for both businesses and users, and enables customers and visitors to scan the NHS QR code when they arrive by using the NHS COVID-19 app. Organisations must have a system for individuals who do not have a smartphone or the NHS COVID-19 app to provide their contact details.

If an app user chooses to use the QR code check-in feature, you should not ask for their contact details.

Official NHS QR posters can be generated online.

Organisations can find out more about NHS QR codes and how to generate them on the NHS COVID-19 app website.


The full list of settings is in the guidance, some examples include:

  • cafes, including workplace canteens
  • art fairs
  • betting and bingo halls
  • clubs providing team sporting activities
  • heritage locations and attractions open to the public (including castles, stately homes and other historic houses)
  • indoor sport and leisure centres
  • outdoor swimming pools and lidos
  • museums and galleries
  • public libraries
  • community centres
  • youth and community centres
  • village halls


The guidance includes a suggested privacy statement which you can add to your documents in order to share the data with Test and Trace. 


You can view the full guidance here 

Guidance from the Information Commissioners Office Here



Published by: 
UK Government
Resource Type: 
Areas Supported: 
Service Delivery
Service Users
Beneficiary Groups: