x

from the blog

Staying safe in the new normal

The importance of Record Keeping Post Lockdown   As you will already know the www.gov.uk website has stated that anyone providing close contact services needs to keep temporary records for ...

Staying safe in the new normal

The importance of Record Keeping Post Lockdown

 

As you will already know the www.gov.uk website has stated that anyone providing close contact services needs to keep temporary records for 21 days to support the NHS Test and Trace Service.

So what information do you need to record?  We are not a Governing body and we know that requirements can change from region to region so now is the ideal time to have a good point of contact within your local authority or Environmental health office as they will be able to give you accurate and up to date information that applies to you.  However, as a general guide you will need to record information for your clients (and anyone who may attend the appointment with them) and your staff.

The information you need to keep will be:

Clients and Visitors

  • Name

· Contact phone number

· Date of visit

· Time of arrival and time of departure

  • Names of any people that the client interacted with whilst in your premises

 

Staff

  • Names of all staff who work at the premises

· Contact phone number for each member of staff

  • Dates and times that each employee is at work

 

It is preferable that the data is held in electronic format, just make sure you adhere to any GDPR rules, but paper records are acceptable.  Data must be held for 21 days – this allows for the 14 day incubation period and 7 days for trace and test – and then the information must be securely disposed of. Please note that if you take customers’ temperatures you cannot hold this information as it is medical.

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

 

What if someone refuses to give me the information? – You cannot force someone to provide the information nor are you under any obligation to verify the information that they have given is correct.  All you can do is explain why it is needed and hope that they will comply.  Remember you do not have to treat them if you do not feel comfortable doing so.

We hope that this helps and wish you every success as you cautiously re-open your business in these strange new times – we have been providing insurance for the hair, nails and beauty industry for many years and are just a phone call away if you want to take out cover or discuss your requirements further.

 

29/07/2020