Contact Tracing Regulations and Compliance Guidelines, February 2020
Contact tracing regulations mandate comprehensive attendee information collection at venues to mitigate COVID-19 risks. Records must include first name, phone number, date & time attended, kept for 28 days. Electronic records like QR codes are recommended. Patrons informed of purpose and privacy measures. Non-compliance may lead to refusal of entry. Victorian Govt QR service optional. Ensure patron compliance and consider privacy laws when implementing e-check-in systems.
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CONTACT TRACING REGULATIONS - OPTIONS BOMNET - FEBRUARY 2020
REGULATIONS Contact tracing capability for all venue attendees is essential to risk mitigation and regulatory compliance. In the case of any suspected COVID-19 infection the venue must be able to immediately and accurately contact all attendees and advise them to undertake the appropriate measures + Supply information to DHHS. DHHS mandate that Venues keep records and contact details for all persons coming into the venue for 15 minutes or more, includes those under 18 years of age You are required to collect at minimum: First Name, Phone Number and Date & Time Attended. If you have multiple venues / spaces, a record of which space attended must also be kept. (No need for multiple records if patron moves through multiple spaces)
REGULATIONS (II) Having the ticket holder s information only is no longer adequate. Records should be kept electronically eg. QR Codes or other box office, e-sign in platform If you use hard copies, density quotient increases to 1 per 4m2 Records must be kept for 28 days. (NB: All seated venue activities must be ticketed, including free events.) Venues must keep records to show compliance with directions in force including all logs created. Remember to include all Employees Staff Volunteers Sub- contractors and etc. on attendance register.
PATRON COMPLIANCE If a Patron does not want to provide details: 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). People may be reassured that they are only to give their first name and a contact phone number, and that the records will be destroyed after 28 days. Patrons cannot be compelled to provide contact details, but they can be refused entry if they do not. Ensure the requirement is part of your ticketing T&Cs and is communicated well before patron arrival.
QR CODES The Victorian Government QR Code service is not compulsory. You may use any other type of electronic record keeping / check-in program or method, which may or may not utilise a QR Code. The Vic Govt QR service is free to download/ use. Vic Govt QR manages, stores and deletes data after 28 days. If the electronic check in / QR system you are using experiences an outage, you can revert temporarily to manual records with pen and paper. Remember to sanitise pens or other manual equipment. https://www.coronavirus.vic.gov.au/qrcode
GENERAL e-CHECK-IN CONSIDERATIONS Where possible, try and monitor patrons to ensure they are successfully completing their check-in process for all attendees not just one in group. Provide a non-digital sign in alternative for patrons not able to use digital options Privacy laws related to collection, storage, access and transferal of personal data must be observed. Note this in your T&Cs. Recommend that Patrons also install and run the COVID-Safe App before attending events / venue. If using a 3rd-party digital check-in provider: Who owns the patron data? Can your venue access it to provide it to DHHS 'immediately' if required? Is it secure? Are 3rd party provider servers secure? Is patron privacy protected? Is data destroyed in 28 days?
OTHER OPTIONS Your Box Office system will collect certain data, but remember you need every patron to check-in, not just the ticket holders. Other Digital Check-In Options in venue use include: Visit-Us: Visitor Management System Who s on Location Smart Badge epar-V Visitor Verification COVID Comply You Here Try-Booking Patron check-in phone app Details on VAPAC Digital Contact Tracing resource spreadsheet
