Back to business with the NHBF: test and trace FAQs

Since 24 February 2022, most of the remaining COVID-19 guidance in England will end. This means that you no longer need to:  

• ask every customer or visitor aged 16 or over to ‘check in’ by scanning the NHS COVID-19 QR code poster using the NHS COVID-19 app, or by providing their name and telephone number.
• keep a record of all staff working on your premises, including their shift times and dates, and contact details.
• keep records of customers, visitors, and staff for 21 days to support NHS Test and Trace.

As people no longer need to check in, please remove any NHS COVID-19 QR code posters or any systems that you use to collect contact details (for this purpose) at your venue.

A number of wider questions have also come up about what to do if a client or team member tests positive for the virus or has symptoms. The following FAQs apply to England and explain: 

• What client information do I need to record?
• How does Test and Trace work?
• Do I have to put a QR poster up in my salon or barbershop?
• Is it compulsory for employees to download the Test and Trace app?
• How do I deal with an outbreak (more than one case) in my salon or barbershop?
• What should I do if an individual member of staff develops symptoms of coronavirus after being in my salon/barbershop?
• What should I do if an individual member of staff tests positive for coronavirus after being in my salon/barbershop?
• What should I do if an individual client develops symptoms after being in my salon/barbershop?
• What should I do if an individual client tests positive for coronavirus after being in my salon/barbershop?
• Test and Trace has contacted me. What should I do?

• Are staff entitled to sick pay if they test positive or have to self-isolate?

• What if my employee’s child is sent home from school due to a coronavirus outbreak?

• Can I insist on my staff being vaccinated?

• Can I chose to only recruit people who have been double vaccinated?

• Can I ask an employee to show proof of double vaccination?

• Can I record and hold employee’s COVID vaccination information?

These FAQs apply to England. Read the government guidance for England. 

What client information do I need to record? 

There are no longer specific requirements on the taking and maintaining of client records. If you have records of customers, visitors, and staff that you have collected to support NHS Test and Trace, please delete this data. You must delete this data in a way that does not risk unintended access. For example, permanently deleting electronic files and shredding paper documents. It is important you do this to meet your General Data Protection Regulation (GDPR) obligations. Find out more about maintaining records for contact tracing purposes.

How does Test and Trace work? 

The government is encouraging everyone in England and Wales to download the  COVID-19 app. Find out more on the government website. 

At present, if you come into contact with someone who tests positive for COVID-19, you should self-isolate. This applies to other staff members, clients or people outside the business. 

From 16 August, under 18s and people fully vaccinated will not have to self-isolate if they have been in contact with a positive case. Further guidance on this will be released soon.

Individuals will be alerted by the NHS Test and Trace service if they have been in close contact with someone who has tested positive for coronavirus. The alert will usually come by text, email or phone call. Those who have been in close contact will be told to: 

• Begin self-isolation for 10 days from the last contact with the person who has tested positive.
• If they develop symptoms of coronavirus they must book a test and other members of their household must self-isolate immediately at home for 10 days. 

If your staff or clients are contacted, the NHS Test and Trace service and/or your local health protection team can provide further advice about what you should do next to protect your team and clients. You can find your local health protection team by entering your post code on this page of the government's website. 

Find more detailed information on the NHS website. 

Do I have to put a QR poster up in my salon or barbershop?

The legal requirement to display the official NHS QR code poster is removed from 19 July. As people no longer need to check in, please remove any NHS COVID-19 QR code posters or any systems that you use to collect contact details (for this purpose) at your venue.

Is it compulsory for team members to download the Test and Trace app? 

No. Employees cannot be forced to download the app. 

How do I deal with an outbreak (more than one case) in my salon or barbershop? 

The government guidelines that currently apply to England and Northern Ireland say: 

As part of your risk assessment, you should ensure you have an up-to-date plan in case there is an outbreak of coronavirus in your salon or barbershop. 

This plan should name the person who would be responsible for contacting your local health protection team where necessary. 

You may be informed of a confirmed case of COVID-19 by NHS Test & Trace, an employee, customer or your local Public Health England Health Protection Team (PHE HPT). When you are informed of more than one confirmed case, contact your local health protection team.

You can find your local health protection team by entering your post code on this page of the government's website. 

Download an Action Card from the government's website. This provides a step-by-step guide for salons and barbershops on how to manage an outbreak. Find out more about outbreak management and how the Action Cards can help.

Find out how the government plans to manage local outbreaks in England.

What should I do if an individual member of staff develops symptoms of coronavirus after being in my salon/barbershop? 

If a worker develops symptoms, they should  request or buy a test a test as soon as their symptoms start. If symptoms start while they are at work they should be sent home.

Once they have ordered the test, they’ll be asked by the NHS Test and Trace service to provide details of anyone who they have been in close recent contact with. 

Anyone who has been in close contact with the affected team member does not need to take a test or self-isolate unless the NHS Test and Trace service asks them to do so – but they must avoid high-risk individuals and take extra care to ensure social distancing and good hygiene. 

If the person with symptoms tests positive for COVID-19, the NHS Test and Trace service will notify their close contacts and instruct them to self-isolate. 

If the person with symptoms needs clinical advice, they should go online to NHS 111 or call 111 if they don’t have Internet access. In an emergency, call 999 if they are seriously ill or injured or their life is at risk. They should not visit their GP, pharmacy, urgent care centre or a hospital. 

You can notify other employees that there has been a suspected case in your salon or barbershop, but do not identify the member of staff affected as this could breach strict data protection laws (GDPR). It may be difficult to conceal the identity of the team member who is affected if they are the only one off work. In this case, try to get the affected team member’s permission to pass on the information to the rest of the team. 

Make sure you are following stringent cleaning and hygiene routines and carry out additional cleaning after someone with symptoms has been in your salon or barbershop. 

What should I do if an individual member of staff tests positive for coronavirus after being in my salon/barbershop? 

If a staff member tests positive for COVID-19, the NHS Test and Trace service will notify their close contacts and instruct them to self-isolate. 

Make sure you are following stringent cleaning and hygiene routines and carry out additional cleaning after someone with coronavirus has been in your salon or barbershop. 

What should I do if an individual client develops symptoms after being in my salon/barbershop? 

Anyone who has been in close contact with the affected client does not need to self-isolate – but they must avoid high-risk individuals and take extra care to ensure social distancing and good hygiene. 

If the client tests positive for COVID-19, the NHS Test and Trace service will notify their close contacts and instruct them to self-isolate. 

If the person with symptoms needs clinical advice, they should go online to NHS 111 or call 111 if they don’t have Internet access. In an emergency, call 999 if they are seriously ill or injured or their life is at risk. They should not visit their GP, pharmacy, urgent care centre or a hospital. 

Make sure you are following stringent cleaning and hygiene routines and carry out additional cleaning after someone with symptoms has been in your salon or barbershop. 

If a client shows symptoms while in your salon, avoid standing within two metres of them. Ask them to leave and encourage them to go home and contact NHS 111. Clean any surfaces they have been in contact with.

What should I do if an individual client tests positive for coronavirus after being in my salon/barbershop? 

If the client tests positive for COVID-19, the NHS Test and Trace service will notify their close contacts and instruct them to self-isolate. 

Make sure you are following stringent cleaning and hygiene routines and carry out additional cleaning after someone with coronavirus has been in your salon or barbershop. 

Test and Trace has contacted me. What should I do? 

NHS Test and Trace will contact you if they need to see your client contact details. 

NHS Test and Trace will carry out an assessment and work with you to understand what actions need to be taken on a case-by-case basis. 

Depending on the circumstances and the length of time that has elapsed, this could include arranging for people to be tested, asking them to take extra care with social distancing and/or – in some circumstances – asking them to self-isolate. 

NHS Test and Trace will give you the necessary public health support and guidance. Your staff will be included in any risk assessment and NHS Test and Trace will advise them what they should do.

Are staff entitled to sick pay if they test positive or have to self-isolate? 

Your employee will be entitled to Statutory Sick Pay from day one of their illness or self-isolation plus any other contractual sick pay they may be entitled to.  Find out more about Statutory Sick Pay rules on the government website. You can also check to see if you can claim back Statutory Sick Pay paid to employees due to coronavirus. 

Unfortunately regular periods of self-isolation may result in absence levels being high.  However, you can include any absences relating to self-isolation when managing attendance levels.  Members can seek more detailed advice on managing absence from the legal helpline or by downloading the managing absence guide. 

What if my employee’s child is sent home from school due to a coronavirus outbreak? 

If your employee’s child is sent home from school because of a coronavirus outbreak, your employee will have the right to a reasonable amount of emergency leave to deal with the situation. This is unpaid unless the employment contract states that emergency leave will be paid. 

A ‘reasonable amount of time’ must be judged on a case-by-case basis. Two days is often considered the norm, but a longer length of time may be considered reasonable during the current coronavirus outbreak. Your employee could also consider taking annual leave or you could agree a flexible working arrangement with them. NHBF Members can contact our legal helpline for expert advice with this. 

Parents of the child will not be considered as self-isolating unless the NHS has told them to self-isolate or they have symptoms or test positive.

Can I insist on my staff being vaccinated?

Members are advised to seek legal advice from the NHBF Legal helpline before taking any action.

Can I chose to only recruit people who have been double vaccinated?

Members are advised to seek legal advice from the NHBF Legal helpline before taking any action.

Can I ask an employee to show proof of double vaccination?

This is a Data Protection issue.  Further information is available from the ICO here.

Can I record and hold employee’s COVID vaccination information?

This is a Data Protection issue.  Further information is available from the ICO here.