Contact tracing at your workplace

Help people keep track of where they’ve been.

How contact tracing helps

To stop any future spread of COVID-19, we need to trace the contacts of anyone who may have been exposed to COVID-19 and break the chain of transmission. Contact tracing helps us do that.

Meet your contact tracing requirements

All people on-site should sign in using either the QR code or an alternative contact tracing system. This includes employees, customers and other visitors. Make sure it’s done every day, including weekends and after hours.

People who sign in with the NZ COVID Tracer app don’t need to use an alternative system.

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.

Get your QR code poster

Have alternative systems

Who needs alternative systems

At Alert Level 2 and higher, you legally must also have an alternative system for people who do not use the NZ COVID Tracer app. The Ministry of Health or a district health board may contact you if a person is diagnosed with COVID-19 and your business is a potential contact.

Petrol stations, supermarkets and transport stations only need to have alternative systems in place to record people who work on the premises. They do not need alternative systems to record customers.

There is no requirement to have 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. You can use:

  • an electronic system, like a tablet sign-in app, work time-sheets or an existing booking system
  • a simple pen and paper register using individual slips and a ballot box for storage
  • a process where an employee takes details on the visitor’s behalf.

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

Whatever alternative system you use, it’s important that everyone’s personal details are collected, kept and used in a way that protects their privacy. Previous visitors’ records should not visible to other visitors. Unsecured personal information exposes people to unwelcome contact, fraud or even identity theft. It’s also a breach of the Privacy Act.

These records should be kept for at least 30 days.

Contact tracing register templates

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

Contact tracing register that staff fill in for customers and visitors 

A register that a staff member will use to take down visitors’ details.  

Contact tracing register — individual ballot entries

A page of individual ballot entries that visitors can fill out and put in a ballot box. You’ll need to cut out each entry for visitors to use, and have your own ballot box to put them in.

Collecting and holding private customer information

You should only collect information if it’s necessary for contact tracing. The purpose of the collection is to help the Ministry of Health to contact a person in the event of a suspected or confirmed case of COVID-19.

It’s unnecessary to collect other personal information like identity verification documents or number plates. You should only ask for name, phone number and the date and time of visit.

When collecting this information, tell people that it’s being collected to support contact tracing. It’s your responsibility to store any private information securely, and it can only be used for COVID-19 contact tracing. For example, you should not automatically add people’s emails to your contact database without their consent.

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.

More information about contact tracing

Information about how the Ministry of Health and district health boards trace contacts of identified cases:

How contact tracing works

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