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Selecting an electronic system and collecting contact details

Details must be collected electronically by using a QR code or on a digital file.

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Selecting an electronic system

If you are required to collect details electronically, you can do this by using a QR code or on a digital file

You should consider using an electronic system that can quickly and accurately produce a complete digital record of a person's contact details. It is also important that an electronic system can provide a safe, secure and easy experience for the person checking in.
Look for a system that:

  • is contactless where possible
  • is iOS and Android compatible
  • has a check-in function so that you can keep track of when patrons arrive at your business or organisation 
  • has a check-out function (when this technology becomes available) so that you can see in real time how many patrons are checked in, to support monitoring and compliance
  • has a limited number of steps for patrons to go through (e.g. automatically fills details where available) and retains information so that return patrons do not have to re-enter data
  • confirms or validates individual contact details to ensure patron information is accurate
  • protects individual patron information, and ensures information is secure and held onshore in Australia
  • has a privacy policy that forbids use of patron information for any purpose other than contact tracing by NSW Health, or obtains patron consent before using their information for other reasons (e.g. loyalty schemes and marketing).

A free QR code check-in option is available for businesses and organisations that register as COVID Safe.

How to collect contact details

To support accurate collection of contact details, you should:

  • collect customer, patron or visitor details at visible and accessible entry points.
  • clearly display check in requirements at the entry to premises. 
  • provide appropriate cleaning and/or access to sanitiser at the premises' entry and exit points.

Records are not required for customers or visitors collecting takeaway items or dropping off goods.

You should take reasonable practical steps to protect the privacy and security of a person's contact details:

  • collect personal details in a way that keeps them private from other people (for example, avoid using a pen and paper sign-in sheet where contact details are exposed)
  • ensure the information recorded is stored confidentially and securely
  • ensure the information is only used for the purpose of COVID-19 contact tracing when requested by authorised officers, or that consent is obtained from the customer if the information will be used for another reason (e.g. customer loyalty schemes or marketing).


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