Advice to sports facilities on contract tracing.

Contact tracing is the identification of all individuals that have come into contact with a person with a confirmed, probable or suspected case of COVID-19. Contact tracing is a fundamental precaution against the spread of the virus in the community.

Contact Tracing is undertaken by the Ministry of Health and District Health Boards. Sports facilities, sports grounds and Sport, Play & Recreation providers (Providers) must ensure they comply with requirements to keep records to enable contact tracing.

This advice provides guidance to Providers about their responsibilities to retain certain information from people participating in their activities to assist the Ministry of Health if contact tracing is required.

Providers may able to open at Alert Level 3 or may choose to open at Alert Level 2. A Provider can only open if they are able to meet the WorkSafe Guidelines for COVID-19 and adhere to the COVID-19 Public Health Response Act 2020, COVID-19 Public Health Response (Alert Levels 3 and 2) Order 2020 and any other legal requirements at Alert Level 2 and 3.

Requirements of providers

NZ COVID Tracer QR Codes

The Ministry of Health has created a tracing app — NZ COVID Tracer. This app works by scanning a QR code on a poster at participating businesses. The app then keeps track of where someone has scanned so they know where they have been.

Under Alert Level 2 and 3 every facility that is open must ensure that a copy of the QR code for the facility is displayed in a prominent place at or near the main entrances to the workplace.  This requirement comes into force at 11:59am on 19 August 2020.

Further information on the QR code and how to obtain one can be found here.

Guest/Participant Register

Providers who open at Alert Level 2 or 3 should maintain a guest/participant register (including staff and contractors) to assist the Ministry of Health’s efforts at contact tracing for COVID-19. The person responsible for holding the guest/participant register should be identified in your COVID-19 Health and Safety Plan. This person should be able to be reached 24/7 and have the ability to provide information to allow for contact tracing on request.

This information can be hard copy or electronic and must record all individuals (including staff and contractors) who have visited your facility on every day that you have been open at Alert Level 2 or 3. It must include the following information for each individual:

  • Date
  • Time in (and where possible, time out)
  • Full name
  • Phone number
  • Email address.

Guidance issued by the Ministry of Health states these details should be kept for eight weeks, and that the information collected may only be used for the purpose of contact tracing at the request of the Ministry of Health or local district health boards.

A template paper register for contact tracing can be found here.

Care should be taken in the maintenance of the guest/participant register, with the following issues being addressed:

  • Transparency: Individuals must be made aware of the reason for the register, and what will happen to the information they provide. It is suggested that the following wording be used:

“This information is being collected to assist in the management of the COVID-19 pandemic. It will be given to the Ministry of Health and/or the District Health Board on request in the event that it is required for contact tracing purposes. We will not use it for any other purpose, and will destroy it after eight weeks. It will be kept here at [name of the establishment]. You have a right to access and correct any information we hold about you.”

  • Security: Keep the information safe, in a locked area and think about how to prevent individuals seeing the information provided by others on the register, e.g. could you cover the others’ details when later individuals sign in?
  • Retention and disposal: Securely dispose of the register after eight weeks. Do not just throw it in the bin.
  • Use: The sole purpose of the register is for contact tracing. Do not use the information for any other purpose, such as building your mailing list.
  • Disclosure: Do not give the register to other parties, or let individuals look through it.

If you become aware that a suspected or confirmed COVID-19 case has visited your facility, you should contact Healthline’s dedicated COVID-19 hotline on 0800 358 5453. Health authorities will then decide whether to contact anyone else linked to the suspected or confirmed case.

If you need any further details or have any further queries regarding contact tracing and the Privacy Act 1993 please contact the Privacy Commissioner on 0800 803 909 (Monday to Friday, 10am to 3pm) or visit www.privacy.org.nz.

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