Check In - customer contact information recording for NHS Test and Trace

Check In

Customer contact recording for NHS Test & Trace



Below you will find answers to the most common questions about Check In | Customer Contact Information for NHS Test & Trace. Click on the questions to view the responses.

If you can't find the answer to your question, you can submit it to us via the Contact page.


Visitors' FAQ's

arrowHow do I use Check In?

Just open the webpage for the venue you are in - there'll be posters with QR codes and text links to help you find this.

Once you've found the page, just read the brief instructions and then fill in and submit the form.

You'll see a screen confirming the successful submission and with some further information explaining what we do with the data.

It's that simple! You don't need to download an app, Check In works through the web browser on your smartphone.

arrowWhat information do I have to submit when I use Check In?

We only ask for the minimum information that would be required to assist in an NHS Test & Trace investigation.

Typically we just ask for your name and a contact number. Sometimes you may also be asked to provide information about where you are in the venue - a room name or table number, for example.

arrowDo I have to use Check In?

That is ultimately up to the venue manager. In many cases they will need you to Check In so that they can comply with Coronavirus regulations.

It makes sense to Check In if you are in a venue where a number of people are present and especially if you are indoors and unable to maintain social distancing.

After all, if you have unknowingly been close to somebody infected with Coronavirus, the sooner you are made aware of this, the sooner you can take steps to keep yourself and others safe. 

arrowHow secure is my personal information?

Very! There are only a few people who are authorised to access the data, and we have taken numerous security measures to ensure unauthorised people can't find it or access it.

Of course no system is completely unhackable, but even if your personal data were exposed, it would only be your name and contact number. We don't collect any other personal information (such as date of birth or home address).

Even the venue you attended on a given date and time is obfuscated and can only be determined by cross-referencing to data that is not stored online.

arrowWhat about Privacy?

We take the privacy of your personal information extremely seriously, and make sure we handle it in accordance with the General Data Protection Regulations (GDPR).

In addition, we will only ONLY access your data in response to a valid request for information from NHS Test & Trace.

We will NEVER use it for any marketing, profiling or similar purpose, and will NEVER pass it on to any third party (other than in response to a valid request for information from NHS Test & Trace or an overriding legal requirement).


Venue Managers' FAQ's

arrowHow much would Check In cost for my venue?

The fees for for Check In appear in the table below. We offer a discounted rate for the first 6 months and further discounts if you opt for a 12-month commitment. Your first invoice will also include a £30.00 one-off set-up fee. There are no hidden extras, the prices below are the final price you will pay.


  Set Up Fee Usage Fee Total
First Subscription (6 mths) £30.00 £60.00 £90.00
Renewal Subscription (6 mths) N/A £60.00 £60.00
Renewal Subscription (12 mths) N/A £100.00 £100.00


You can trial the service for up to 30 days before deciding whether to make the payment. If you decide not to proceed, we'll simply de-activate your venue on our system and you'll have nothing to pay.

Non-profit and community venues can use Check In completely free of charge.

arrowWhich venues can use Check In free of charge?

Non-profit and community venues can use Check In completely free of charge. This means places such as community halls, village halls, and churches.

If you are providing a service or amenity free of charge to your local community, we won't charge you to use Check In.

arrowHow does Check In help with GDPR?

The General Data Protection Regulations (GDPR) contain a number of requirements applicable to organisations that gather and store individuals' personal information. You can find the guidance on the Information Commissoners Office (ICO) website. Click Here to take a look.

If your visitors use Check In, then you don't need to get involved in any of the GDPR processes. Your visitors' data comes straight to us and you have no direct access to it.

We ensure GDPR compliance on your behalf. Harwil Associates Ltd has been registered with the ICO as a Data Protection Officer since 2008.

arrowWhat do I do if I receive a request for visitor records from NHS test & Trace?

If you pass the request on to us, we'll handle it on your behalf. We'll also confirm back to you when this has been done.

There will be NO additional charge for this service - it's included in your monthly subscription.

arrowHow do I register my venue for Check In?

Just go to our Contact Page and fill in the form. That will give us all the information we need initially. We'll get back to you within one working day to progress your application.

arrowCan I customise my Check In page?

Yes, you can; in fact you have four pages with content that can be customised for your venue.

Try the Check In Demo to see the pages and customisation options.

arrowHow will I know how many people have used Check In at my venue?

We monitor the number of successful Check In and Check Out operations. We do this by counting the activity, not by accessing the data itself, so customer privacy is maintained.

We will routinely report these numbers to you when we send out your renewal notification; if required we can arrange to provide this information more frequently but may have to make an additional charge for the extra work involved.