Information and advice for businesses and workplaces required to collect contact details from patrons.

Key points

  • For more information and templates for record keeping, see the Business Victoria website.
  • For advice, updates and support to help your workplace plan and respond to coronavirus (COVID-19) visit the Business Victoria coronavirus support website.
  • Businesses across the state can now access information on dealing with coronavirus (COVID-19) by calling the Business Victoria hotline on 13 22 15.

Record keeping requirements

To support contact tracing, some businesses, workplaces and premises must request that each person who attends the premise for more than 15 minutes (including staff) provide:

  • First name
  • Phone number.

Businesses must keep a record of those details, and the date and time at which the person attended the facility. Where the patrons spend most of their time in a single space (i.e. a dining room, or a cinema), a record of the space used should also be kept. There is no need to keep multiple records if patrons move through multiple spaces. Records can be kept electronically or in hard copy. Records should be kept for 28 days.

Pens used to record details should be wiped with an alcohol wipe between users.

The record keeping requirement applies to all persons attending a facility or venue for longer than 15 minutes, which may include staff, customers, maintenance and delivery workers. 

Please note additional record keeping requirements may apply to meet your OHS obligations in certain industries. For more see the WorkSafe Victoria website.

For more information and templates for record keeping, see the Business Victoria website.

Which workplaces and premises need to keep records?

The following workplaces, premises and facilities must keep a request the first name and contact phone number of the people who have attended and, if provided, keep a record:

  • A physical recreation facility including those exclusively used by a single professional sporting team
  • A community facility
  • A venue that is hosting a wedding or a funeral
  • A library or other community facility
  • An arena or stadium being used exclusively for training by a single professional sporting team or providing a venue for a professional sporting event 
  • A place of worship that is hosting a wedding, funeral or ceremony
  • A hairdresser, beauty service and a barber shop  
  • A swimming pool including those used by a single professional sporting team
  • A residential property at which there is an auction or an inspection
  • An outdoor personal training facility
  • A restaurant, pub, bar or café
  • An auction house
  • A gallery, museum, national institution or historic site.

It is important to remember other restrictions are likely to apply to these facilities.

For businesses required to keep records, how long do records need to be kept?

Records should be kept for 28 days. This makes it likely that records will be available should contact tracers need to look back into who was potentially exposed to a confirmed case.

Should the records be destroyed after a certain period?

Destroy these records after 28 days from the date of the service provided to the individual. This only applies to services where records are not normally kept, i.e. this is special record-keeping introduced only by the Directions. No health records should be destroyed for example, which have their own normal statutory periods for required retention.

What if the person doesn't want to give their details?

Businesses should explain the purpose of keeping records to help with any future contact tracing that may be necessary in slowing the spread of coronavirus (COVID-19).

For more information

Visit the Business Victoria coronavirus (COVID-19) support website or call the Business Victoria hotline on 13 22 15.