Create a Check In Scotland QR code poster

Last updated: 18 December 2020
If you own or manage a pub, bar, restaurant or cafe in Scotland, it's the law that you must collect and record the contact details of people who visit your venue. You must also keep these details for 21 days from the date the person visited. After 21 days, you must destroy or delete the person's details.

Check In Scotland is a way to collect the contact details of people who visit hospitality businesses, such as pub, bars, restaurants and cafes, that's designed to work with NHS Scotland's Test and Protect.

If you own or manage a pub, bar, restaurant or cafe, you must collect and record the details of customers, staff and anyone else who visits your venue. This includes pubs, bars, restaurants or cafes that may be part of another business, such as a hotel, visitor attraction or club.

One way of making sure you collect people's details is by displaying a Check In Scotland QR code poster at your venue, and asking anyone who visits to scan this QR code when they arrive.

If you already have a way of taking the details of people who visit your venue, such as your own QR code method, you can carry on using this method instead of switching to a Check In Scotland QR code poster. But, as Check In Scotland is designed to work with Scotland's Test and Protect system, we would encourage you to look at switching, if you can.

It's free to create your Check In Scotland QR code poster and you can display it on posters at your venue from 18 December. It should only take around 5 minutes to fill in your details and create your QR code poster.

If someone who visits your venue cannot use a QR code, or any other online way of logging their contact details, you must still collect their details using a pen and paper.

Where to display your Check In Scotland QR code poster

You should display your Check In Scotland QR code poster around your venue and request any visitors scan the QR code when they arrive at your venue. This includes customers, staff and anyone else who visits your venue.

If visitors in a group are all from the same household, only one person from the group needs to scan the Check In Scotland QR code and fill in their details. If there's more than one household, one person from each household should scan the QR code and fill in their details.

What visitors to your venue need to do

When a visitor first scans your venue's unique QR code, it will launch a Check In Scotland online form on their phone. Your visitor needs to enter their contact details, including their name and contact number, and click 'check in' to confirm they're at your venue. This will record the date and time they arrived.

When they leave, they should check out. If they still have the online form open on their phone, they just need to press 'check out'. If they don't have the online form open, they can check out by rescanning your venue's QR code.

If your visitor does not have a mobile phone, or cannot use the Check In Scotland service, you should take their details in another way, such as by pen and paper.

We've published help and guidance for your visitors too. In January 2021, we're launching a free Check In Scotland app. Visitors to venues will be able to download the app from Google Play and the Apple App Store. Both the Check In Scotland online form and the app have been carefully designed to give your visitors a choice in the way they submit contact details. As well as providing choice, the app service also allows for offline use if your visitor cannot connect to the internet.

If you own or manage more than one venue

If you own or manage more than one venue, you'll need to create a separate QR code for each venue. This is because when you create QR code using Check In Scotland, it is unique, and only to be used at a single venue. Anyone who scans this unique code will only be able to check in to the single venue to which it's assigned, even if the poster is displayed at another venue.

If NHS Scotland's Test and Protect service can see someone has tested positive for COVID-19 who has visited your venue, Test and Protect may choose to pull the contact details of people who visited your venue on the same date as the person who tested positive.

You will get an email telling you that the Test and Protect service is pulling the contact details for visitors to your venue and the date the person who tested positive visited.

You can respond directly to this email to let Test and Protect know you have received the email.

Test and Protect may also contact you to ask for more details about your venue, such as its layout. This may help them work out whether someone is a close contact of the person who tested positive for COVID-19.

If you have taken the contact details of some visitors using a pen and paper, Test and Protect may request these. Test and Protect are only likely to request contact details from the day the person confirmed as having COVID-19 visited.

You do not need to do anything to inform people who have visited your venue yourself, or do anything else at your venue other than to carry on following the standard COVID-19 rules for hospitality venues.

Once you've entered your details and created your QR code, you'll need to:

  • print your Check In Scotland QR code poster and privacy policy as sent to you, including the header and footer, A4 size or bigger - posters can be printed in black and white or colour and as many times as you like
  • place one poster so that its top is no higher than 130cm off the ground - this will be easier to access for wheelchair users
  • put your posters on a flat surface
  • put a Check In Scotland QR code poster on the left side of your front window or entrance, if you can
  • display the poster and privacy policy at every entrance to your venue, as well as some inside, if you can
  • make sure visitors can see your posters and that they cannot easily be removed
  • try and put posters in easy to reach places, where people can scan a QR code without causing a blockage
  • display as many posters as you need to - you can also display your QR code on a screen, such as a TV or tablet

Do not:

  • place a Check In Scotland QR code poster on sliding or revolving doors, or in areas with high glare
  • change the poster to add in your venue's logo or anything else
  • place the poster in a narrow, high or hard to see place
  • wrap the poster around a pole, as it will be harder for visitors to scan its QR code
  • place posters on glossy surfaces, such as laminate or high gloss paper
  • laminate your QR code poster - laminating can cause glare and cause issues when your visitors try to scan your QR code

If you need any Check In Scotland guidance in a PDF format, you can download the Check In Scotland Toolkit, How to Create a QR Code Poster or read about the benefits of Check In Scotland for your business.

If you need it, you can also download the Check In Scotland Privacy Policy.

Support and feedback

If you want to ask for support or to give feedback about the Check In Scotland service you can email: QRsupport@gov.scot.

Before you start

You'll need:

  • your email address - this can be your personal or business email address
  • your phone number - this can be your personal or business phone number
  • the address of your venue

Create QR code