Contact tracing at your workplace

How to display your QR code poster, and have an alternative contact tracing system with templates.

What is contact tracing?

Contact tracing involves collecting the details of all workers, customers, and visitors who visit your workplace. If a case of COVID-19 is identified, the Ministry of Health will use this information to identify people who may have been exposed to the virus. 

How contact tracing helps

Contact tracing slows the spread of COVID-19. Contact tracing helps keep you, your whānau and community safe by:

  • letting people know they may have been exposed to COVID-19
  • helping people identify where they have been and who they have been in contact with
  • helping the Ministry of Health contact people who may need to self-isolate or get a COVID-19 test.

Display your QR code poster 

All workplaces and businesses legally must display an NZ COVID Tracer QR code for each location. This applies at all Alert Levels.

Encourage everyone - workers, customers and visitors to your workplace to sign in using the QR code. Make sure it’s done every day, including weekends and after hours.

Get your QR code poster

Have alternative systems for contact tracing

At Alert Level 2 and higher, you legally must have an alternative system for people who do not use the NZ COVID Tracer app. You may be contacted if your business is a potential location of interest.

Petrol stations, supermarkets and transport stations only need to record people who work on the premises.

You do not need an alternative system at Alert Level 1, but it's still a good idea to have one.

Alternative systems you can use

There are different systems and processes you can use to keep a record. These include:

  • an electronic system, like a tablet sign-in app, work time-sheets or an existing booking system
  • a paper register using individual slips and a ballot box for storage
  • asking an employee to manually record visitors' details.

We recommend that records include the person’s full name, phone number, and the date and time they enter.

Keep contact tracing records for at least 30 days.

Collecting and holding private customer information

Collecting information

You should only collect information if it is necessary for contact tracing. 

It’s unnecessary to collect other personal information like identity verification documents or number plates. 

When collecting people's information, it is your responsibility to:

  • tell people that you are collecting their information to support contact tracing
  • store any private information securely
  • make sure the information collected is only used for COVID-19 contact tracing. For example, you should not automatically add people’s emails to your contact database without their consent.

Storing personal information

Store personal details in a way that protects everyone's privacy. Keep previous records out of sight. If personal information is not secured properly, it can expose people to unwelcome contact, fraud or even identity theft. It’s also a breach of the Privacy Act.

We recommend you display a privacy statement alongside your alternative system. For example:

This information is being collected to assist in the management of COVID-19. It will be given to the Ministry of Health and/or the District Health Board on request if it is required for contact tracing purposes. We will not use it for any other purpose, and will destroy it after 30 days.

It will be kept here at [name of the establishment].

You have a right to access and correct any information we hold about you.

Contact tracing register templates

You can use these templates as your alternative system. Print whichever template suits your workplace best — you can use both if you like.

Contact tracing register for staff to record visitors' details 

Contact tracing register — individual ballot entries

This is a page of individual ballot entries that visitors can fill out and put in a ballot box. You will need to cut out each entry for visitors to write on, and have your own ballot box to put them in.

More information about contact tracing

Find out how the Ministry of Health and district health boards trace contacts of identified cases:

How contact tracing works

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