Government guidance for wedding receptions published on 13th August requires venue managers to keep an accurate record of guests and suppliers for 21 days.
Our Track & Trace app offers a simple solution specifically designed for wedding venues. It is already in use by over 270 venues and is recommended by the Meeting Industry Association.
From the experts
This is a fantastic system, easy to set up and use and gives great peace of mind for both us as a venue and our clients and guests. We know that the information is properly stored in line with GDPR and easily available to the relevant bodies should it be needed.Heritage Venues, UK
This solution works in three ways:
It asks guests and suppliers to confirm that they don’t have symptoms and aren’t required to self-isolate.
It keeps a secure list of suppliers and guests involved with the event, in line with government requirements.
If anyone develops symptoms after the event, the host is notified. We send details if requested to NHS contact tracers. Venues aren’t required to notify attendees but 98% of those asked said they’d like to be notified at the first opportunity and you can do that in two quick steps.
Using the system
The venue, wedding planner or couple can set up an event by adding basic details.
The software generates unique links to send to suppliers and guests 24-48 hours before the wedding.
Those attending click the link, add their contact details and complete a short COVID declaration.
The venue has a complete list of suppliers and guests attending. If anyone arrives having not completed the online check in, you can either add their details or send a link to complete their details on their phone.
There is a quick, secure option to send a message to guests and suppliers after the event if anyone shows symptoms.
Is it GDPR compliant?
Guest privacy and the security of data is really important and the app addresses this in several ways:
The link can be sent to the couple to share, so doesn’t require them to share their guests’ contact details with their venue.
The app only stores data on those who are actually attending the event.
Guest contact details are hidden at all times.
The data is stored on a secure server, using full industry security.
All personal data on guests and suppliers is permanently deleted after 21 days.
Our Track & Trace was approved and added to the Crown Commercial Service catalogue of recommended COVID-19 related services on 29th June 2020.
Who should be using the software?
The software was developed with venues and ultimately they are responsible for collecting data in line with government requirements. Wedding planners, caterers and the couple can also use it.
Download it now:
Track and Trace is available online and with the convenience of an App under our brand name Trusted Trace.
Note: The apps (below) takes you straight to the log in screen. If you use the App without first registering for an account online, please use the menu bar to select REGISTER and set up an account the first time you use the app.
Guests and suppliers want to feel safe. This solution complies with government guidance and gives them the added reassurance and security they need.
Decreases the chance of Covid being brought into your premises.
Gives an early warning if guests or suppliers are exposed.
Identifies those who weren’t exposed, decreasing the need for self-isolation.
How is Trusted Trace an industry leader?
Trusted Trace is listed on the Cabinet Office’s Crown Service Catalogue (ID: 20200625-161909-6D7EA6)
Trusted Trace is already being used by over 270 venues.
Trusted Trace is recommended by the Meeting Industry Association (MIA) for meetings and events as part of their AIM-secure standard.
Is it really free?
The software is currently free of charge and you can use it for unlimited events and unlimited guests.
We’ll need to charge a nominal amount in the future but hope that businesses who value their customers’ privacy and GDPR laws will be happy to invest a little in an ethical solution once they’ve had a chance to try it out.
Why can’t we use our booking system or a clipboard?
Any method used must be GDPR compliant and must follow privacy laws.
You need to assign a Data Protection Officer who’ll be responsible for collecting and storing personal data securely, within the regulations.
You need permission to use personal data for anything other than the purpose for which it was supplied. For example, you can’t use booking details for contact tracing, without additional consent.
Data must be collected and stored securely; clipboards that other visitors can see or photograph are not compliant.
The fine for breaching GDPR is capped at €20 million, or up to 4% of annual turnover, whichever is greater.
Using Trusted Trace as an event organiser or premises
Setting up your account
Your venue can instantly set up an account.
You’ll be assigned a unique code for your clients to use at any time.
You can also set up events for specific dates with a unique link.
You can add a custom field such as seat or table number. This helps identify who each customer may have been in contact with.
How do guests and suppliers register?
Ask your couples to send out the personal link the software generates for you.
Guests and suppliers click the link and complete a short declaration. They can include others in their party.
They’ll be sent a confirmation to show when they arrive.
If they complete it more than 24 hours in advance they’ll be emailed the day before to remind them that they should not attend if they should be self isolating.
Do we have to check guests in?
Your online guest list shows who has registered.
When guests arrive they show you their confirmation on their phone. It displays your venue name, the date and their name but no other details.
Alternatively, you can use the online guest list to check them in. Marking them as arrived will add a time stamp to further help identify who may have been in contact with each other.
What happens if a guest or supplier hasn’t registered before the wedding?
Guests and suppliers can register on arrival in less than 60 seconds using your unique venue code, by scanning a QR code or can be added manually to the guest list.
How far in advance of the wedding can guests and suppliers register?
They can register as soon as you have set up the wedding on the system.
If they register more than 24 hours in advance they’ll be emailed a reminder the day before the event to check they are still symptom-free.
Can we use the data for marketing purposes?
Customers prefer this software as they know they won’t receive unwanted marketing. They can leave their correct contact details with complete confidence that they won’t be abused.
54% say they’d be annoyed by venues using contact details for marketing purposes.
A further 34% would prefer their details weren’t used.
They’ll all be visiting your premises so you’ll have an opportunity to sign them up for marketing then. What’s more, they’ll be more responsive as you will already have developed trust.
How we record and store data
Is Trusted Trace GDPR Compliant?
We have taken great care in ensuring that our system is compliant with all government regulations and GDPR.
Data is stored for 21 days after the event on a secure server.
Personal contact details are hidden from the wedding venue with only their name showing.
This protects their privacy and enables the venue to check all attendees have completed a declaration.
We are the data controller so the risk and responsibility lies with us, not your team.
What happens if guests give incorrect details?
Guests want to know if they have been exposed to Covid-19, so it’s in their interest to give correct details.
They know that their data won’t be used for marketing so there is no reason for them to give false details.
There is no government requirement to check the details, guests giving incorrect details won’t receive notifications.
What happens if someone develops coronavirus
What happens if a customer or staff member develops symptoms?
We ask customers to email you if they develop symptoms or have a positive test.
Our system allows you to instantly contact all other attendees with the click of a button.
Simply write your message and notify attendees of the increased risk. It’s important to respect privacy so your message should not identify the person with symptoms.
Should we wait until they have been tested?
In many areas it takes up to 48 hours to get test results.
We encourage your visitors to contact you if they develop symptoms so you can notify staff and visitors as soon as possible.
Once they have the results of the test you can send another message to let contacts know that the results were positive and they may hear from NHS contact tracers, or to tell them that the results were negative.
Should I tell people to self isolate?
It is the job of NHS contact tracers to decide who needs to self isolate, not you.
However, 98% of people want to know that they may have been exposed and the sooner you can do that, the sooner they can take sensible precautions to protect those around them.
Should I contact all visitors?
You can pinpoint just the group of customers who may have been exposed to reduce false alarms. This can be done by date, time and any pinpoint option you have set up, such as seat or table number.
How do I send data to NHS Test and Trace?
We handle that for you, using our secure server.
When anyone tests positive, NHS Test and Trace will ask them for a list of people they have recently been in contact with.
We need to know the name of the person with the positive test and can send contact tracers the securely encrypted data.
They will identify anyone who needs to self isolate and will let them know.
About the author
Written by: Alison Hargreaves
Alison founded Guides for Brides in 1995 and has been advising brides and businesses ever since. She has an unrivalled knowledge of the wedding industry and is part of an international network of wedding professionals and entrepreneurs. Alison frequently appears on podcasts and expert panels as well as judging various wedding awards.