Record keeping involves collecting the details of all workers, customers, and visitors who visit your workplace or location. If there is a case of COVID-19 in the community, public health officials and contact tracers will use this information to identify people who may have been exposed to COVID-19.
When businesses and event organisers keep records of who was at their workplace or location, it makes contact tracing faster and more efficient.
Good record keeping and fast contact tracing will help stop the spread of COVID-19, and protect our businesses, communities and each other.
What is changing
Many businesses and locations are now required to make sure people can easily keep a record of when they visit. This is a requirement at all Alert Levels.
If you are the person in charge of a business, location or event, you legally must:
make sure you have safe and secure systems and processes in place so that everyone working on or visiting your premises can scan in or provide their details for contact tracing
keep contact tracing records for workers, contractors, customers, and volunteers, no matter how long they are there for
keep a record of everyone aged 12 years or over who visits or works at your premises.
You legally must have more than one way for people to record their visit, especially for people who are not able to scan QR codes.
Your system for recording customers and visitors can include:
asking people to scan in using the NZ COVID Tracer app
recording your customers' and visitors' details manually
providing paper forms for customers and visitors to fill in with their details and place in a collection box
using your existing record-keeping systems, such as swipe-card access or appointment bookings.
You still need to continue displaying your QR code poster even if you are not required to collect customer records.
Certain businesses and event organisers legally must have a way for customers and visitors to record that they have entered their premises or attended a gathering or event.
You must have ways to record a visit if you are:
a cafe, restaurant, bar or nightclub
a health service
a close-contact personal care service — for example, a hairdresser or beautician
an indoor exercise facility — for example a gym or swimming pool
an entertainment venue — for example a cinema, stadium, theatre or casino
an indoor public facility where people gather — museums or libraries
a court or tribunal
a social services provider with customer service counters — such as a Ministry of Social Development office
organising a wedding, funeral, tangihanga or faith-based service
organising a concert
having a gathering or hui at a marae.
Record keeping at events
At an event, for example a wedding or tangihanga, either the venue owner or operator, or the organiser/hirer of the venue can be the person who is responsible for making sure there are ways for people to record their visit.
If your business is not on this list
We still encourage you to keep contact tracing records and promote the use of the NZ COVID Tracer app.
Contact records are personal information. They need to be collected, used, stored, disclosed, and disposed of safely and securely in accordance with the Privacy Act 2020.
The most secure way for customers and visitors to record their details is by scanning the NZ COVID Tracer app.
If people cannot use the NZ COVID Tracer app, you need to make sure that any alternative method you use for contact tracing protects people’s privacy, and that you only use the information they provide for contact tracing purposes.
Alternative recording systems require more care to keep them safe and secure.
Do not leave paper-based records out in the open where others can see the information. This is the leading cause of COVID-19-related privacy breaches.
The Office of the Privacy Commissioner's website has practical guidance that will help you protect people's privacy when using alternative contact recording methods.
Use a simple privacy statement alongside your alternative record keeping system to let people know why the information is needed and how long you need it for.