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Register for 2020-21 – fee depends on the value of industrial chemicals imported or manufactured in the last financial year (1 July - 30 June).

Record-keeping obligations for reported introductions

If you are introducing chemicals in the reported category, you must keep certain records.

What you must submit

You must submit a once-off pre-introduction report (and then vary this report, if necessary).

You’ll also need to submit an annual declaration by 30 November after the end of our registration year.

Why you must keep records

You must keep certain records about your chemical introductions to confirm they are authorised under our reported category. This also ensures you’re aware of any changes that could impact your categorisation. You must keep these records for 5 years, even after you’ve stopped introducing your chemical.

Written undertakings

If you’ve relied on information held by another person - such as a supplier or manufacturer - to categorise your chemical introduction as a reported introduction, you’ll need to keep a written undertaking from that person. It must confirm:

  • your introduction meets the applicable categorisation criteria
  • they will provide all relevant information, if we ask for it

You must provide this written undertaking if we ask for it.

Example of content for a written undertaking (highest indicative risk is low risk)

1. The chemical name given in your pre-introduction report, for example, Chemical A.

2. Contact details for the person who holds the information (this could be the supplier, manufacturer or someone else).

3. A statement confirming that the introduction of Chemical A isn’t covered by any of the provisions of section 25; items 1-3 of the table in subsection 28(1); or items 1-5 of the table in subsection 29(1) of the Industrial Chemicals (General) Rules 2019; and the person who holds the information will give us the records to prove this, if we ask for them.

4. A statement confirming that the introduction of Chemical A is of a high molecular weight polymer (if applicable) and the person who holds the information will give us the records to prove this, if we ask for them.

5. The outcomes of the information specified in the Industrial Chemicals Categorisation Guidelines (the Guidelines) to demonstrate the absence of certain hazard characteristics for Chemical A that would otherwise render the introduction medium to high risk.

6. A statement confirming that the person who holds the information will give us detailed information, including full study reports, of the kind specified in the Guidelines to prove the absence of the hazard characteristics for Chemical A, if we ask for them.

7. The date that the person who holds the information gave the undertaking to the introducer.

Example of content for a written undertaking (low-risk flavour or fragrance blend)

1. The name of the blend given in your pre-introduction report, for example, Blend A.

2. Contact details for the person who holds the information (this could be the supplier, manufacturer or someone else).

3. A statement confirming that the introduction of the chemicals in Blend A aren’t covered by any of the provisions of section 25 of the Industrial Chemicals (General) Rules 2019, and the person who holds the information will give us the records to prove this, if we ask for them.

4. A statement confirming that the requirements of paragraphs 27(4)(d) and (e) of the Industrial Chemicals (General) Rules 2019 have been met for the chemicals in Blend A and the person who holds the information will give us the records to prove this, if we ask for them.

5. The date that the person who holds the information gave the undertaking to the introducer.

We may ask for your records

We may ask for your records to ensure your chemical introduction is authorised as a reported introduction. If this happens, you must provide all the information we ask for within 20 working days. If you don’t meet this timeframe, any further introductions of your chemical, under the same circumstances, will not be authorised until we get the information.

In circumstances where you’ve provided a written undertaking, the person who holds the information about your chemical can give it to us directly (rather than via the introducer). We must receive this information within 20 working days, otherwise any further introductions of the chemical by you, under the same circumstances, will not be authorised.

Learn more about our laws, rules and regulations.

Information you must provide if we ask for it

In the following pages:

  • We describe the information you must provide for each reported introduction type, if we ask for it.
  • You can download our record-keeping checklists. In these checklists, we’ve indicated the type and level of information that we expect to receive (if we ask for it), to prove your chemical introduction is authorised as a reported introduction.
  • We’ve included examples showing how introducers can satisfy our request to provide records.

Next steps

Learn more about your record-keeping requirements for:

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