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Mandatory contact registers for businesses

Please note: As part of the lockdown of Perth, Peel and South West, the introduction of mandatory contact registers for selected businesses has been brought forward to 6am on Tuesday 2 February 2021.

Last updated: 3 February 2021

From 6am on Tuesday 2 February 2021, it is mandatory for specified businesses and venues to keep a contact register of visitors, to assist in keeping WA safe from the threat of COVID-19.

A contact register is a record of anyone over 16 years of age (including staff, customers, contractors and volunteers) who attends a specified business or venue in WA. It must record the following information:

  • Name
  • Phone number
  • Location
  • Date
  • Arrival time

Contact registration is not required for children under 16 years. However, adults that accompany children under 16 are encouraged to register their details.

The information will only be used for the purpose of COVID-19 contact tracing by the Department of Health WA, and records will be destroyed after 28 days. Their purpose is to allow health officials to quickly identify and assist anyone that may have been exposed to COVID-19.

Businesses and venues required to keep a contact register from 5 December

From 5 December 2020, the following businesses and venues must retain a contact register of all visitors, including customers, contractors, staff and volunteers:

  • food and licensed venues (restaurants, cafés, bars, pubs, taverns, nightclubs)
  • gyms, indoor sporting centres and pools
  • places of worship and funeral parlours
  • beauty and personal care services including hairdressers and barbers
  • galleries and museums
  • cinemas, theatres and other entertainment venues
  • auction houses and real estate inspections
  • community facilities, libraries and halls
  • zoos and amusement parks
  • function centres
  • accommodation facilities that already have check-in arrangements in place (i.e. hostels, hotels, large camp grounds)

Contact registration is encouraged, but not mandatory for other types of businesses and gatherings.

Additional businesses and venues required to keep a contact register from 2 February 2021

From 6am on Tuesday 2 February 2021, the following businesses will also be required to keep mandatory contact registers:

  • retail venues (supermarkets, department stores, pharmacies and hardware stores)
  • retail components of other business where customers are physically present (bank branches, post offices and customer facing showrooms)
  • motor vehicles or boats which are capable of carrying 12 or more passengers and are used on a commercial basis for a party, tour or function (party buses, wine and food tour buses, hop on/hop off tour buses, sightseeing tours, party/function boats, sightseeing/tour boats, private charter buses/boats)
  • takeaway food and beverage services
  • food courts 
  • certain outdoor events under 500 people (weddings, corporate functions, fetes, festivals, markets, funerals and memorial services)
  • public and private hospitals (persons visiting patients, attending meetings/lectures, couriers, and contractors)

Contact registration is encouraged, but not mandatory for other types of businesses and gatherings.

Who is responsible for keeping a contact register?

The business owner or operator is responsible for keeping a contact register of all visitors, stored in a secure and confidential location, from where it can be retrieved quickly if requested by an authorised person.

Penalties for failing to keep a contact register, may apply to individuals and businesses that fail to comply. Businesses may refuse service to any visitor who refuses to register their contact details

What form does the contact register need to take?

A contact register can be in an electronic or paper-based system. Business owners can decide on the best method of contact registration for their business and customers, provided they collect the correct details and retain them for 28 days. 

SafeWA app

The State Government has created a free, secure SafeWA contact register app for businesses and other venues. From 6am on 2 February 2021, all businesses providing patrons with a digital contact register option will need to display a SafeWA QR code.

The SafeWA contact register app uses QR code technology to register a patron’s attendance at individual businesses and venues. When businesses register their venue or venues on the SafeWA app, they will be emailed a welcome pack which includes supporting information and a printable, unique QR code poster for each venue. The QR code should be displayed in a prominent position where customers can easily view and scan the code, preferably at the entrance.

Customers use their smartphone to scan the venue’s QR code on arrival to check in and register their contact details securely via the app.

All contact information entered into the SafeWA app will be held securely by the WA Department of Health and disposed of after 28 days.

If your business has been using your own QR code to gather registrations, from 6am on 2 February 2021 you will also be required to clearly display a SafeWA QR code for patrons to use. In addition to the QR code, you must also provide an alternative manual method of contact registration for patrons that are unable or unwilling to use the app.

In addition to the mandatory SafeWA QR code, business owners may choose to use another method of contact registration for their business and customers, provided they collect the correct details and retain them for 28 days. Records must be stored in a way that cannot be reviewed or tampered with by other visitors. Contact information must not be used for any other purpose, such as marketing, and can be disposed of after 28 days.

Download the SafeWA App from the Apple App Store or Google Play.

Paper-based registration

Businesses also have the option of using a manual method of contact registering, such as a paper-based register. Download a free printable contact register form. Contact registers of people visiting the premises must record the visitors’:

  • name
  • phone number
  • location
  • date
  • arrival time

It is important that contact details are collected in a way that protects them from viewing by other patrons. This could include placing completed paper slips into an enclosed container.

All businesses, including those using the SafeWA App, must make an alternative method (such a paper-based or another digital registration solution) available for visitors who cannot or do not wish to use an electronic contact register — for example, customers who do not have a compatible smartphone.

Other electronic registration methods

Businesses can also use other digital or electronic sign-in methods of contact registration, providing they comply with legal requirements, including storing the information for 28 days and making it available on demand to the Department of Health WA.

If you choose to use your own digital or electronic sign-in method, you will still be required to provide patrons with a SafeWA QR code.

Key dates

Contact registration must be in place for businesses and venues (specified above) by Saturday 5 December 2020 or 2 February 2021.

The SafeWA contact tracing app is now available for download for compatible Apple and android devices. Businesses are encouraged to register for the SafeWA app to receive their welcome pack.

More information

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