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Record keeping for reported introductions - low-risk flavour or fragrance blend

For introductions of low-risk flavour or fragrance blends, you’ll need to keep certain records and provide them within 20 working days if we ask for them.

Before you read this page’s content, make sure you’ve already read and understood:

  • why you must keep records
  • written undertakings as records (if you’ve relied on information held by another person — such as a supplier or manufacturer — to categorise your introduction)

Go to our record-keeping overview page for this information.

Records you must keep

The following table provides information about the records you must keep for low-risk flavour or fragrance blend introductions. The type of records you must keep depends on whether you know the proper name (CAS or IUPAC) for your chemical.

Records to keep if you know the proper name for your chemical Records to keep if you DO NOT know the proper name for your chemical

1. The name of the flavour or fragrance blend that contains the chemical(s) that you have introduced into Australia.

2. The names of any products containing your flavour or fragrance blend that you have imported into Australia.

3. Records to prove your introduction is NOT covered by any of the provisions of section 25 of the General Rules.

4. Records to prove that the requirements of subsection 27(4) of the General Rules are being met for your chemical(s).

5. Records to prove the total volume that you have introduced in a registration year of either i) the flavour or fragrance blend; or ii) products containing the flavour or fragrance blend.

6. Records to prove each type of product at end use that you introduced that contained the flavour or fragrance blend (such as shampoo), and the maximum concentration of the flavour or fragrance blend in each type of product.

1. The name of the flavour or fragrance blend that contains the chemical(s) that you have introduced into Australia.

2. The names of any products containing your flavour or fragrance blend that you have imported into Australia.

3. A written undertaking from the supplier or manufacturer that the introduction of your chemical(s) isn’t covered by any of the provisions of section 25 of the General Rules, and that the person who holds the information will give us the records to prove this, if we ask for them.

4. A written undertaking from the supplier or manufacturer that the requirements of paragraphs 27(4)(d) and (e) of the General Rules 2019 have been met for your chemical(s), and that the person who holds the information will give us the records to prove this, if we ask for them.

5. Records to prove the total volume that you have introduced in a registration year of either i) the flavour or fragrance blend; or ii) products containing the flavour or fragrance blend.

6. Records to prove each type of product at end use that you introduced that contained the flavour or fragrance blend (such as shampoo), and the maximum concentration of the flavour or fragrance blend in each type of product.

Download the record-keeping checklist

Our record-keeping checklist indicates the type and level of information we expect to receive for each of the requirements in the table above, but it’s not meant to be an exhaustive list.

Download the checklist:

We aim to provide documents in an accessible format. If you're having problems using a document with your accessibility tools, please contact us for help.

Example of information you can provide on request

The following example shows how you can satisfy our request to provide records. This example applies if you don't know the proper name for your chemical(s).

Fragrance blend X introduced in formulated cosmetic products at < 1% concentration

You don’t know the proper name for the chemicals that are in fragrance blend X, so you rely on information from your supplier to categorise the introductions of 3 chemicals (A, B and C) within the blend as low-risk flavour or fragrance blend introductions.

You submit a pre-introduction report (1 pre-introduction report for chemicals A, B and C in fragrance blend X).

Your supplier has downloaded the form ‘Provide information on chemicals in a flavour or fragrance blend’ and emailed it to us with the required information on chemicals A and B, before you introduced fragrance blend X. Chemical C is on the IFRA Transparency List.

Your written undertaking from the supplier includes the following information:

  • The introductions of chemicals A, B and C aren’t covered by any of the provisions of section 25 of the Industrial Chemicals (General) Rules 2019. The supplier will give us the records to prove this, if we ask for them.
  • The requirements of paragraphs 27(4)(d) and (e) of the Industrial Chemicals (General) Rules 2019 have been met for chemicals A, B and C. The supplier will give

us the records to prove this, if we ask for them.

We then ask for your records to ensure the introductions of chemicals A, B and C in fragrance blend X are authorised as reported introductions.

You provide:

  • a spreadsheet containing the names of the products containing fragrance blend X that were imported into Australia; and the total volume of products containing fragrance blend X introduced during our registration year
  • shipping documents to support the volume of products introduced
  • the SDS for the imported product
  • technical information sheets
  • a copy of your written undertaking

The supplier provides:

  • a signed declaration dated prior to the introduction that the appropriate checks took place to ensure the chemicals A, B and C aren’t in Annex III to the Rotterdam Convention; aren’t in part I of Annex A, B or C to the Stockholm Convention on POPs; aren’t in section 71, 72 or 73 of the Industrial Chemicals (General) Rules 2019; aren’t listed on the Inventory with conditions of introduction or use that will be contravened; and aren’t on the list of chemicals with high hazards for categorisation
  • a dated record showing that information on chemicals A and B was given to us before you first introduced these chemicals
  • a dated record showing that chemical C was on the IFRA Transparency List when the pre-introduction report was submitted

 

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