Track & Trace

Track & Trace Log Book

The Track & Trace Log Book is designed to maintain records of staff, customers and visitors attending business premises in support of the UK government NHS Test & Trace guidelines.

By maintaining accurate records and sharing these with NHS Test and Trace where requested, you can help to identify people who may have been exposed to the COVID-19 virus.

It is important to record accurate details of the individual, including arrival and departure times, staff members they are seeing and a contact number. When arriving as a group, only the details of the lead member should be recorded.

It is voluntary for people to share their details for NHS Test and Trace, although government guidelines recommend that they are encouraged to do so. Records solely created for NHS Test & Trace should be held for 21 days. After 21 days, this information should be securely disposed of in a way that does not risk unintended access.

General Data Protection Regulation (GDPR)

GDPR allows you to request contact information from your staff, customers and visitors and share it with NHS Test and Trace to help minimise the transmission of COVID-19 and support public health and safety. It is not necessary to seek consent from each person, but you should make it clear why the information is being collected and what you intend to do with it.

You do not have to inform every customer individually. Displaying a notice at your premises or on your website setting out what the data will be used for and the circumstances in which it might be accessed by NHS Test and Trace is an alternative solution.

To access a generic notice template for use within your own premises, please download from the link on this page. All you need to do is complete your business name and contact details within the template before displaying it as a poster within your premises. Alternatively, you may choose to display your own policy notice.

Personal data must not be used for other purposes, including marketing, profiling, analysis or other purposes unrelated to tracing. Data collected for NHS Test and Trace purposes should only be used to share with NHS Test and Trace.

Information recorded should be done so by the business owner/trained staff member and be kept in a secure place so personal details are not accessible to the public. The information contained in this book should not be shared with third parties and should be destroyed responsibly.

Full details on the NHS Test and Trace and GDPR can be found via the website.