A Guide To Keeping Records of Clients and Staff During Coronavirus

Dean Laming ACIIBy Dean Laming on July 24th, 2020

The government website states that close contact services must keep temporary records for 21 days to support the NHS Test and Trace Services. This is required by the government and they have made it clear that if people don’t comply, they will make it a legal obligation.

Who must you record data on?

  • Your staff
  • Clients and anyone who accompanies them
  • You do not need to keep data for anyone who pops in to deliver or collect something.

What data must you keep?

For Staff

  • The names of all staff who work at the premises
  • A contact phone number for each member of staff
  • The dates and times that staff are at work

For all Clients and Visitors

  • Name
  • Contact phone number
  • Date of visit
  • The time they arrived and the time they left
  • The names of the people that the client interacted with

Some common questions …

Should I keep the data on computer or on paper?

Electronic records are preferable but paper records will also be accepted.
You must hold the data in line with GDPR rules and you must not include any additional information with the data that you would give to the NHS (especially not people’s temperature if you are taking it, as this is classified as medical information).

How long must I keep this information?

You should keep records for 21 days. This covers the 14 day incubation period for Covid-19 plus 7 days for testing and tracing. After this time, you should dispose of the records securely so that they can’t be read; shred them if they are on paper or delete them permanently if they are electronic records.

What if my salon software system records this information routinely?

In that case, you can use your salon software to generate the required information and you need not delete it earlier than you would do normally.

What if a client doesn’t want their details passed to Test and Trace?

You can remind clients that their details will only be used by the NHS if necessary and only to try and stop the virus spreading. However, they can refuse and in that case, you should not give any information routinely held on your salon system to NHS Test and Trace.

Do I have to get consent from each person?

No you don’t but just explain why you are collecting the information and that you may pass it on to the NHS Test and Trace team if you’re asked to. You could do this by putting a notice on the wall or via your website.

Do I have to ask for clients’ ID or check the information they give me?

No, you don’t have check either of these; it’s the client’s responsibility to give you the correct information.

Do I have to contact the NHS to give them the information I collect?

No, NHS contact tracers will contact you if they need to. Beware of scammers asking you for personal or business information or bank details, passwords etc. Contact tracers will call you from 0300 013 5000, send you text messages from ‘NHS tracing’ or ask you to sign into the NHS Test and Trace contact-tracing website

Dean Laming ACII

Dean Laming

Dean Laming is a Chartered Insurance Broker with more than 25 years insurance experience. Through various underwriting, operational and management roles, Dean has built up extensive insurance knowledge together with expertise on running a business. Dean is Managing Director of Salon Gold, part of the wider Henry Seymour Group.

All articles by Dean Laming

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