Page contents

Reopening timelines and key information 
Guidance
Test and trace and GDPR
Eat Out To Help Out
Catering VAT reduction 
Free member-only HTA and APL consultation 
Catering support eLearning
HTA - engaging with Government to support our sector

Guidance  

 

In England, the Government, in consultation with all three Devolved Governments, has published safe trading guidelines for Restaurants, pubs, bars and takeaway services.  

The Scottish Government also published guidance for the hospitality sector on 18 June.    

The Northern Ireland Executive have published their guidance on working safely in Restaurants, Pubs, Bars and Food Services

The Welsh government's guidance for hospitality can be found here.  

We’re Good To Go trust mark 

“We’re Good To Go” is the official UK mark to signal that a tourism and hospitality business has worked hard to follow Government and industry COVID-19 guidelines and has a process in place to maintain cleanliness and aid social distancing. How to apply
 

 Test and Trace and GDPR (England, Wales and Scotland)

Click to expand for the HTA briefing

Government guidance  

The latest government guidance in Scotland, Wales  and England can be found here:  

England: https://www.gov.uk/guidance/maintaining-records-of-staff-customers-and-visitors-to-support-nhs-test-and-trace  

Scotland, including signage you can display in your business: https://www.gov.scot/publications/coronavirus-covid-19-tourism-and-hospitality-sector-guidance/pages/collecting-customer-contact-details/=

Wales: https://gov.wales/keeping-records-staff-customers-and-visitors-test-trace-protect 

What information should I collect? 

In England, Wales and Scotland you should collect the following: 

Staff: 

  • the names of staff who work at the premises 

  • a contact phone number for each member of staff 

  • the dates and times that staff are at work 

customers and visitors: 

  • the name of the customer or visitor. If there is more than one person, then you can record the name of the ‘lead member’ of the group and the number of people in the group 

  • a contact phone number for each customer or visitor, or for the lead member of a group of people.  

  • If a customer does not have a telephone number then you may give them the option to provide a postal or email address instead.  

  • date of visit, arrival time and, where possible, departure time 

  • if a customer will interact with only one member of staff , the name of the assigned staff member should be recorded alongside the name of the customer 

You should not collect any additional data for the purpose of test and trace.  

Collecting, storing and safely destroying   

You should store the data securely for 21 days. 

In both England and Scotland, it is recommended by Government that you collect the data electronically if possible, but if not a written record or register is okay so long as it is kept out of public sight and stored securely.  

After 21 days you will need to destroy any data collected solely for the purposes of test and trace.  

What if someone doesn’t wish to provide their details? 

Providing details is voluntary and if customer has a right to decline to provide details if they wish. 

It is also within the rights of individuals to request to access the data held on them, or to request that it is deleted or corrected.  

Can I use this information for marketing?  

No, you can only use personal data provided for the purposes of test and trace for that purpose. You cannot legally collect personal data for test and trace and then use it for marketing purposes without the informed consent of the customer.  

For example, you cannot force customers to consent to receive marketing through the test or trace process, nor provide customers with pre-ticked ‘consents’ to receive marketing as part of any proformas you use to collect data for test and trace.  

The GDPR and Privacy and Electronic Communications Regulations (PECR) continue to apply to the use of personal data for marketing purposes. More information on this is available from the Information Commissioner’s Office web site. https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/  

What if I want only a loyalty scheme members to attend my restaurant?  

If you’re already collecting personal contact data through a loyalty scheme or booking-only system then you can use that data so long as you let people know their data will be provided as test and trace. For example this can be via a notice on your website or on the premises.  

In line with Government advice and GDPR, customers have the right to opt out of you sharing their loyalty card or booking data with test and trace. You will need to be able to exclude their personal data from being shared if they chose to opt out.   

What happens if the NHS contact me?  

NHS England or Scotland will contact you either if someone who has tested positive for COVID-19 has listed your premises as a place they visited recently, or because your premises have been identified as the location of a potential local outbreak of COVID-19. 

They will work with you to provide them the data in a secure way and what next steps you may have to take, which may include staff having to self-isolate but not necessarily.  

Please be aware of fraudsters, NHS test and trace and NHS Scotland will never ask for any financial details or other information not related to test and trace or test and protect. 

 

 

Eat Out to Help Out

(Updated 7 August) 

A 'Eat Out to Help Out' scheme has also been announced by the Chancellor. Meals eaten at any participating business, Monday to Wednesday, will be 50% off, up to a maximum discount of £10 per head for everyone, including children. 

To register you'll need a range of information including Government Gateway ID and password, name and address of each establishment, bank details, VAT registration, PAYE and corporation tax. Once registered you must wait 7 days before making a claim. 

It could take quite a lot of administration time to apply and it may take some time to get the discount refunded, so if you are planning on using the scheme I would advise you to get the details together of the stores you are planning on registering as soon as possible and once registration opens on Monday submitting as soon as you can.  

Making a claim  

The claim service is now open for applications. Login to the Government Gateway to do so.   

You can make up to 5 claims prior to the 30th September, when the scheme closes to applications.  

To make a claim you will need: 

  • total number of diners who have used the scheme discount in your establishment. 

  • total value of all eat in food and non-alcoholic drink sold where the scheme discounts were given. 

  • total value of scheme discounts you’ve given and claimed for. 

If you are using the scheme for more than one establishment, you must keep these records for each. 

'Look out for the logo' campaign

The Government has launched a lookout for the Eat Out To Help Out logo, to encourage consumers into participating restaurants and cafes.

If you are participating in the scheme we would encourage you to make sure that you are displaying the logo in your premises and other relevant areas such as your website.   

Materials and the logo can be found here.

Full details on how to apply can be found here. Along with further information here

Catering VAT reduction 

On the 8th July the Chancellor announced a VAT reduction of 15% on eat-in or hot takeaway food and non-alcoholic drinks from restaurants and cafes from the 15 July 2020 to 12 January 2021.

For further details see the Catering, takeaway food (VAT Notice 709/1).

You can read our response to the Chancellor's statement here

Free member-only HTA and APL consultation 

Citation is running free consultations for all HTA and APL members to help support your business adjust to the ‘new normal,’ including catering operations. Find out how to book your appointment here.  


Catering support eLearning

With both indoor and outdoor catering able to open again this weekend in England we have put together a resource library to help support you navigate this transition. Find out more here

HTA – engaging with government to support our sector  

As well as the HTA checklist, member-only Citation consultations and keeping you informed of the latest timelines and guidance, the HTA is also engaging with government on catering reopenings in our sector.  

The HTA has already successfully challenged the Government in England on its regulation and has obtained clarity that all Garden Centre cafes and restaurants can re-open. Previously the regulations could have restricted any instore cafes from opening, with only those with direct access to the outdoors able to open.   

We are continuing to seek clarity from governments in England, Scotland, Wales and Northern Ireland on your concerns ahead of re-openings, such as those around test and trace and social distancing.  

If you have any questions or any concerns ahead of you re-opening your catering premises please let us know at policy@hta.org.uk   

Reopening timelines and key information  

 

Re-opening date

Social distancing restrictions and guidance 

England 

4 July – Confirmed 

Distancing: 2m, or 1m with risk mitigation where 2m is not viable, is acceptable

Guidance: An advisory set of guidelines have been published

Compulsory rules: Cafes and restaurants will have to contribute to the Government's test and trace and apply by wider social distancing rules 

HTA Checklist applicable in England? Yes 

Scotland 

Outdoor seating –6th July – confirmed ​

​​

Indoor seating – 15th July - confirmed​

Distancing: 2m or 1m with restrictions from the 10th July.   

Guidance: Initial guidance published on the 18th June. UK Government's guidance also applicable. 

Compulsory rules: Catering premises will have to contribute to the Government's test and trace program 

HTA Checklist applicable in Scotland? Yes

Wales 

Outdoor – 13th July – confirmed

Indoor – 3rd August – Confirmed

Distancing: 2-meter social distancing is law in Wales, although a Welsh Govt review is 'ongoing'.   

Guidance: Welsh Government guidance. UK Government's guidance also applicable. 

Compulsory rules: Cafes and restaurants must comply with test and trace. 

HTA Checklist applicable in Wales? Yes

Northern Ireland 

3 July - confirmed 

Distancing: 1m from the 3rd July with restrictions 

Guidance: An advisory set of guidlines have been published. UK Governments guidance also applicable.   

Compulsory rules: TBC

HTA Checklist applicable in NI? Yes  

*This grid will be updated regularly so check back for the latest developments*