Stay Safe Diary Frequently Asked Questions

How much does StaySafeDiary cost as a Business Owner? 

For business owners on the early adoption trial the registration fee for StaySafe Diary is free for the duration of the trial including the initial 3 months. If, after the initial 3-month period any charges are introduced, we will send communications out to every business using StaySafe Diary with information and clear next steps. 

For customers downloading the StaySafeDiary app, it’s free forever! 

How much will StaySafe Diary cost me as a Customer? 

As a customer, your favourite businesses, organisations and venues will be using StaySafe Diary. You can download the app for FREE from UK Google and Apple App Stores and start checking-in at your next visit.  

Once you’ve downloaded the StaySafe Diary app from the relevant app store, all you need to do is scan the QR code on the outside of your favourite business to check in – remembering to check out too when you leave. The app then keeps a log of all the places you’ve visited too. 
Tip: if you don’t give permission to access your camera accidentally, don’t worry, just head to your Settings, find the StaySafe Diary app, and enable your camera there! 



What does ‘privacy-first’ really mean? 

Here at StaySafe Diary, we put privacy first. At no point is any personal data collected by StaySafe Diary. No names, email addresses or phone numbers – nothing! So, you can be assured that your privacy is protected at all times. 
Under the UK Data Protection Act 2018 (GDPR), there is no justification for collecting personal information from individuals if it is not necessary and we’ve engineered StaySafe Diary to work without personal data.  See: 

The only information stored in the app is a list of venues visited and the timings of those visits. This information is stored on the customer’s device and not sent to any remote server. 

How does contact tracing work with StaySafe Diary? How will I know if there is an instance of infection in my business, or as a customer? 

StaySafe Diary is a privacy-focused solution. 
Here is how the process works; 

StaySafe Diary works by a user scanning a QR from their device at the venue or business they are visiting. This code creates a record of the time and establishment name/location on the user’s device. When the user leaves the location, they check out giving the duration of time they were there. (If you forget to check out, then this will happen automatically after a business defined period of time). These three pieces of data are assembled into a record which is kept on the user’s phone securely within the app. 

Should that person test positive for COVID 19 they can then provide this record of places, times and duration to the contact tracing team. If this data is of interest to the tracing teams or if the NHS advises of infection at a certain location they then send a push notification with a key, which will notify all those who were in the same place at the time of interest, this matching is carried out on the device itself by comparing the location in the key with visited locations recorded on the device, if there is a match an alert is generated providing advice to the user. 

These people then provide their contact details to contact tracers assisting them to do their work. This creates a data relationship directly between the user and the contact tracer, with the place as common entry allowing registers to be made by place, without those facility owners having to develop systems and training for sensitive information during a time of pressure.

Details of what information the government requires a business to retain can be found here –

Does StaySafe Diary give me a list of people who checked-in at my business? How do I keep track of guests coming and going? 

Businesses registered with StaySafe Diary will notreceive or be able to access a list of customers who visited their location. Rather, the visits will be stored individually in customers’ phones. Each customer will have a log of every business venue they visited

StaySafe Diary searches for an ID match of the venue searching all customer apps (with a date and time range). This broadcast is checking each log for whether that device was checked-in at that venue. If there is a match, an alert is sent via the app to the customer, then it’s up to the customer to get in touch with NHS track and trace services. 

If you are looking for a way to keep a tally of numbers of visitors in your venue at any one time, StaySafe Diary was not designed for this purpose, nor to take attendance. 

If I register with StaySafe Diary will my business meet government guidelines? 

StaySafe Diary has been designed to help businesses meet their obligations under the ‘Reopening your business safely during coronavirus’ guidance in the UK, but it is up to you as a business to determine whether you are fully compliant or not.  

However, StaySafe Diary can complement your existing safety plan and demonstrates to customers that you take their safety seriously. You can be assured that visits are recorded in the individual StaySafe Diary app logs on your customers’ phones as part of your responses to the following questions:

  • “What will be done to manage risks from restarting business after lock-down?” 
  • “How will you operate your business in a way that keeps workers and others safe from exposure to COVID-19?” 
  • “How will you manage an exposure or suspected exposure to COVID-19?”

To understand the government requirements for safely reopening your business visit the government site for the latest advice;

As a customer, does StaySafe Diary give the NHS or other government departments my information?

No. The server only sees the list of venues and times of a possible infection.  

Let’s use an example to illustrate our point here: 

If there was a customer at ‘Cafe Safe’ who was reported to the NHS to have a possible infection, and they visited the Cafe today at 6pm, the server sends that information to all the StaySafe Diary apps on all customers’ phones. The app then cross-checks the local logs to see if the customer was there within a date and time range that includes today at 6pm. If determined by the app that the customer was there, the app will alert the customer with instructions on how to notify NHS track and trace. 

If you receive an alert, it is entirely up to you to get in touch with NHS track and trace and of course we highly recommend that you do! 

How does checking in and out of a business work? 

As a business owner when you register, you can set the likely duration that visitors to your business or venue are likely to spend there. That way, if your visitor or customer forgets to check out, the time you set will be the default check out time and the app will check them out for you. 
If you are a visitor, you can check in and manage your check out with the free StaySafe Diary app. 

I have multiple businesses/venues, can I do this with one registration? 
No. You will needone registration per business venue or location. Each business is assigned a unique ID, and therefore will need a unique QR code. You’ll need to register each of your businesses/venues separately. It’s quick and easy so you’ll be done in no time! 

If you have a large number to register get in touch and we can help get it set up for you.

You’ll also need to register each of your businesses using a unique and different email address. 

I’m not a hospitality business, can I register my organisation with StaySafe Diary?

Yes! StaySafe Diary as a privacy-first solution is not exclusive. You can use it for any venue that requires visitors or staff to check in and check out.  It also demonstrates as a business you put your customers safety first and go above and beyond what may be required. 

I registered my business with StaySafe Diary but can’t find my QR code! 

Once you have registered your business with StaySafe Diary and have downloaded and printed your QR code, you’re all set. Put that up outside your business and encourage visitors to download the free StaySafe Diary app and check in! 

If you can’t find your QR code any longer and require a reprint check your email as your QR code would have also been sent via email – if you are unable to locate the email, please contact us to obtain a replacement code.  

I registered my business and have my QR code, but I’d like to change the business name on it. 

Yes, we can make that change for you.  Please reach out to us at and we can arrange to make that change for you. In the meantime, you can use the existing QR code you already have up outside your venue. 

I don’t have a printer. 

Your business could display your unique QR code on a digital screen so that customers can scan it from there. However, we strongly recommend that you locate a printer or find a printing service in your local community and print out your unique QR code for the most reliable way your customers can scan and check in to your business. 

The QR code can be printed as is (in colour) and will work perfectly well if printed in black and white. 

I want to check in to my favourite business, but I can’t find the StaySafe Diary app! 

It can take a while for the apps to be searchable on stores, so here are direct links to the apps there: 


I’m a business owner, how do I sign up for StaySafe Diary? 

StaySafeDiary is now live! 

You can now sign up your business venue by clicking the “Get Started” button here: 

You can also tell your customers to find links to the apps in Apple App Store and Google Play Store on this page. 

I want to register for StaySafe Diary, but how will my customers know to download the app to check in to my business? 

We are excited by the amount of people who have already registered with StaySafe Diary as a business and customers who have downloaded the app ready to check in. We believe that loyal customers have been watching to see what their favourite businesses are doing to enable a safer environment for their customers. 
We’d suggest you do what other businesses have already done by taking to their Social Media channels and marketing to let their customers know that they’re using StaySafe Diary and encouraging their customers to download for free!  Contact us if you would like some assistance. 
It is super quick, easy and FREE for customers to download the StaySafe Diary app and they won’t even need to be connected to the Internet to check in to your business, so if they see your StaySafe Diary QR code in the window of your business, it’ll just take a couple of minutes for them to download the app, check in and check out. There is also a note on the bottom of the QR code that asks your customers to download the app and check in before they enter your business.  

What if my customers don’t have smartphones? 

We anticipate that most customers will be able to use the StaySafe Diary app to check-in, but we know there are people that don’t have a phone, have too old a phone, don’t have a smartphone or simply have a flat battery. These people will not be able to use StaySafe Diary. There will always be some businesses which will need a manual method to timestamp their visitors and visits. 

As a customer, what happens if I delete my StaySafe Diary app? 

As a customer, you can delete the log of all the places you’ve checked in using the StaySafe Diary app or the app itself, anytime you like. However, if there was a possible infection at a venue you visited and you’ve deleted your history or deleted the app, NHS “Track and trace” will be unable to alert you of that instance. 
So, if you’ve downloaded StaySafe Diary for free and are using it to check in at your favourite businesses, it is in your best interest to keep the app and logs for three months. 

As a business, should I ask my staff and our suppliers to check in? 

Your staff and suppliers are part of the ecosystem of your business, and they should be encouraged to check in and out just like your customers. Ensure that your QR code is prominently displayed where your staff or suppliers enter and leave your venue, and train your staff to confirm that suppliers have checked in. 

What is a QR code and how does it work? Does my phone need anything special to scan QR codes? 

A QR code is similar to a barcode that’s used in stores, but barcodes work best with barcode scanners whereas QR codes work better with phone cameras. 
To use StaySafe Diary, customers need a smartphone that has a working camera and the StaySafe Diary app installed. As long as your customer’s phone has a camera and can download the app, they’re all set. There’s a QR scanner built into the app.