Olton Friary - Corona Virus (COVID-19)

Guidance and Policy

Olton Friary has implemented Track and Trace Policy in line with NHS and Department of Health and Social Care guidance for the Autumn & Winter period 2020 / 21. This contact tracing requirement will remain in place for as long as government guidance considers it necessary. The NHS Test and Trace App will be the primary method of collecting attendance information with an additional secure online form for those who cannot for any reason use the app.

Primary Method - NHS Test and Trace App


The NHS and the Department of Health and Social Care have launched a Test and Trace app to help make tracing contacts more effective should a person test positive for COVID-19. Olton Friary are adopting this method of Test and Trace as the primary method for our church for the following reasons:

  • The app is totally secure and data never leaves your phone except where you test positive for COVID-19 and the NHS send you a code asking you to release your anonymous contact and venue codes.

  • Use of the app only involves a limited role from Olton Friary, displaying prominent QR code posters so that you can register your attendance and assisting the NHS in the event of a positive COVID-19 test in the parish.

  • It does not require any wardens or stewards to collect information or come in close contact with parishioners causing issues for social distancing.

The NHS COVID-19 Test and Trace app can be installed on all iPhones running iOS 13.5 or later or Android 6.0 (Marshmallow) or later although Android 9.0 is recommended. We ask where possible to install and setup this app on your phone as this will allow you to be alerted if you sit within 3 metres of someone who tests positive for COVID-19.

Most importantly for Olton Friary is that you can register your attendance at every Mass, Service or time of Prayer in the Church. This is done by opening the app and clicking the Venue Check-in > as shown in the Test and Trace App image on this page and pointing the camera at the QR code displayed. Your attendence is automatically registered. This should be done each time you attend church. If you go into anywhere other than the church for example, the Hall or Parish Office a seperate QR code will be displayed there and you will need to scan again. This ensures that the Church is kept seperate from the rest of the building. 

Further information on the NHS Test and Trace App including links to the Apple and Android Store can be found on the official website here:

NHS COVID-19 Official Site

The following link is a short video into how the NHS Test and Trace app works. (This is the trial period video)

NHS Test and Trace Introductory Video (Youtube)

Secondary Method - Olton Friary Attendance Tracking Form

It is recognised that not everybody will have a modern smartphone to adopt the NHS COVID-19 Test and Trace App described above and therefore we are providing a secure Microsoft Form within the Olton Friary Microsoft Office 365 system for anybody attending the chruch to register their attendance. The Microsoft Office 365 system is a GDPR compliant secure area. The data will be deleted after 21 days.

This data where requested, within the 21 day period, could be shared with NHS Test and Trace in the event of a positive outbreak in the parish. A combination of the official NHS Test and Trace app and the Olton Friary Form should hopefully bring us close to 100% coverage. This form can be filled out on a smartphone, tablet or standard PC or MAC. You can fill this out on the same day as attending church. If you forget you can fill it out a day or two later. However please remember that the data will be kept for 21 days from completion of the form and not your attendance at Olton Friary.

The link to the form is as follows: 

Olton Friary Test and Trace Form

The image below is also a link.  

Olton Friary COVID-19 Form

Conclusion and Call for Help

In conclusion it is recognised that a small number of parishioners will not have access to a smartphone or computer and therefore may not be able to acces this information.

To make Olton Friary attendance tracking effective, we need it to be paperless, so that the data is held securely in line with GDPR and additionally in the event of action needing to be taken, such as co-ordination with NHS Test and Trace, can be undertaken remotely by the parish contact tracing co-ordinator.

I therefore would ask parishioners to assist parishoners that don't have access to technology to submit their attendance  on the form above with their permission.

The aim of this endeavour is to protect everyone in the parish and to contain and manage any outbreak that could happen this winter. Information is key to protection and this system will help us to ensure everyone is informed in the event of a COVID-19 positive case in the parish and this allows each individual to take any action necessary to protect themselves, their families, friends or vulnerable contacts.

A special COVID-19 email address has been setup and any information or assistance can be directed to this address. This email can also be used to report an attendance at church where it will be entered into the database and the email deleted in line with GDPR.

The email address is as follows:

Olton Friary COVID-19 Email Address

Hopefully, together we can work collectively to keep each other safe this Autumn and Winter.

Many thanks

Martin Hayden

Olton Friary Covid-19 Contact Tracing Co-Ordinator

Page updated: 24 September 2020