Skip to main content

Selecting an electronic system and how to collect contact details

Details must be collected electronically for most businesses, such as by using a QR code or on a digital file.

On this page

Changes to customer record keeping for hospitality venues and hairdressers

As of 1 January 2021, hospitality venues and hairdressers must use the NSW Government QR code system.

Learn more about COVID Safe Check-in with the Service NSW app.

Clubs: for more information on specific requirements under the Registered Clubs Act 1976 during COVID-19, see Liquor & Gaming NSW Statement of Regulatory Intent.

Selecting an electronic system to collect contact details

Details must be collected electronically for most businesses, such as by using a QR code or on a digital file

Businesses and organisations should consider using an electronic system that can quickly and accurately produce a complete digital record of patron and staff contact details. It is also important that an electronic system can provide a safe, secure and easy experience for patrons.
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, businesses and organisations should:

  • collect patron details at visible and accessible entry points.
  • clearly display what is required of patrons on entry to premise. 
  • provide appropriate cleaning and/or access to sanitiser between customer use for any shared items .

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

Businesses and organisations should take reasonably practical steps to protect the privacy and security of patron contact details:

  • collect personal details in a way that keeps them private from other patrons
  • 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).


Last updated:
Top of page