At the time of writing, bars and restaurants across Australia are either gradually reopening or have now been open for quite some time.

It’s a challenging time for everyone in the industry, and as concern about further coronavirus outbreaks grows, some new guidelines have been issued for the sector.

In all states, hospitality businesses are being asked to keep a register of the guests who enter their venue. And with Victoria venues tentatively set to reopen Nov.1, it will be important for guest registration to be fully set up. Thankfully, this is pretty straightforward – particularly if you download our free guest registration form guide.

Am I allowed to hold guest data? What about data privacy rules?

Data privacy rules still apply when collecting any form of personally-identifiable data. Therefore, you’ll need to remain compliant when asking guests for their details as part of the COVID-19 tracing program.

You must make it clear why you’re asking for guest details and what you’ll be doing with them. In this case, it’s to comply with the government’s guidelines and assist in containing the spread of COVID-19. Most guests should appreciate your efforts in this regard, thus making the collection process relatively straightforward.

The data you collect shouldn’t be used for any other purposes unless you obtain explicit content from the guest to do so. Equally, the records should only be held for as long as the tracking program is in place, after which they must be destroyed.

What data needs to be collected?

It’s recommended that you simply collect the names, email addresses, phone numbers and postal addresses of guests. However, you can collect more data if you wish, such as the arrival and departure time.

One of the best ways to do this is to create a simple Google document and link a QR code to it. That means guests simply have to scan the QR code with their smartphones in order to access the document and fill out their details.

The process for creating such a form and QR code is detailed in our free guide.

We all have our part to play

Limiting the spread of COVID-19 is something in which we can all play a role and influence. The quicker COVID-19 is kept at bay, the more wholesomely the hospitality industry can reopen.

It’s a long road ahead, but we’re all in this together. We hope our free guide to creating a guest registration form helps you play your role.


H&L POS – working with you to help you grow your business 

H&L POS has been delivering POS solutions with extensive back of house and staff management systems to the hospitality industry for more than 30 years. As hospitality people at heart, H&L understand the critical requirements for each food and beverage operation. We have staff in every state of Australia providing direction and advice as you grow and as technology changes.

Call us at 1800 778 340, email or fill in the form below to discuss your venue’s needs.