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Rugby league clubs and facilities are required to maintain a contact tracing register of participants and spectators to assist the Ministry of Health’s efforts at contact tracing.

The register

  • can be hard copy (see template below) or electronic
  • Both electronic and manual contact tracing must be available and placed prominently at the entry point to any facility (indoor and outdoor). Click here to download and learn more about the NZ Covid Tracer app.
  • MUST record all individuals who have visited your facility.
  • MUST include the following information for each individual: Date, Time, Full name, Address, Phone & Email addresses.

Guidance issued by the Ministry of Health requires:

  • that these details should be kept for four weeks
  • the information collected may only be used for the purpose of contact tracing at the request of the Ministry of Health or local district health boards.

Care should be taken in the maintenance of the guest register, with the following issues being addressed:

  • Transparency: Individuals must be made aware of the reason for the register, and what will happen to the information.  It is suggested that the following wording be used:

“This information is being collected to assist in the management of the COVID-19 pandemic. It will be given to the Ministry of Health and/or the District Health Board on request in the event that it is required for contact tracing purposes. We will not use it for any other purpose, and will destroy it after four weeks. It will be kept here at [name of the establishment]. You have a right to access and correct any information we hold about you.”

  • Security: Keep the information safe, in a locked area and think about how to prevent individuals seeing the information provided by others on the register, e.g. could you cover the others’ details when later individuals sign in?
  • Retention and disposal: Securely dispose of the register after four weeks.  Do not just throw it in the bin.
  • Use: The sole purpose of the register is for contact tracing.  Do not use the information for any other purpose, such as building your mailing list.
  • Disclosure: Do not give the register to other parties, or let individuals flick through it.


All players, team staff and supporters who attend training will

  • need to contact trace using one of the methods outlined above.
  • Ensure that you have a system for contact tracing that works for your facility and organisation before training commences e.g. each team manager is responsible for checking in players, team staff and supporters who attend training.


All players and team staff will use online team sheets as their method of contact tracing on game days.  Click here for support note on how to enter team sheets or here to watch a recorded webinar.

Supporters who access your facility, including fields and clubrooms,

  • MUST use one of the methods outlined above.
  • Ensure that you have a system for contact tracing that works for your facility and organisation before play commences e.g. a COVID champion is identified in each team and helps their team’s supporters check in. Could your “be a sport” ambassador do this?

Should there be a suspected or confirmed COVID-19 case among someone who visited your facility, you should contact Healthline’s dedicated COVID-19 hotline on 0800 358 5453.  Health authorities will then decide whether to contact anyone else linked to the suspected or confirmed case.

If you need any further details or have any further queries regarding contact tracing and the Privacy Act 1993 please contact the Privacy Commissioner on 0800 803 909 (Monday to Friday, 10am to 3pm).

NZRL_Contact Tracing FORM – print version