Compliance - Responsible Person Service - FAQs
Overview
In this guide, we will detail the most commonly asked questions that we get asked regarding our Responsible Person service, which we hope will assist in answering any questions you have and help you may require.
Please read through and should your query not be answered, feel free to contact us and we'll be happy to help.
Compliance - Responsible Person - FAQs
Question | Answer |
How many SKU’s can I add to my Responsible Person? | You can add upto 30 parent SKUs, to your RP service with us here at Expandly. There is no limit on the number of variants that are included - these will all be included within the Parent SKU for you |
What do I do if I have more than 30 parent SKUs, that I need you to cover for RP? | If you need more than 30 SKUs to be covered, that's no problem! Please reach out to your Business Development Manager, who you had initial contact with when agreeing to our label/RP service. If you need more support on who the best contact would be, we would suggest emailing grow@expandly.com, and the Team will be happy to help |
| I want to add another SKU to my RP service? Is this possible? | If you already have RP with us, and have not taken advantage of using your allocated 30 parent SKU limit then we can add this to your service with no additional charges, specifically for RP. However, it is important to note that in these instances, if it is a new parent SKU, we will need to carry out a label check, which would be chargeable in accordance to our rate card. Please reach out to your Business Development Manager, who you had initial contact with when agreeing to our label/RP service to discuss in more detail. If you need more support on who the best contact would be, we would suggest emailing grow@expandly.com, and the Team will be happy to help |
How long will this process take? | The RP approval takes 2-3 weeks (this is in working days) to be reviewed, once all required documentation has been provided to us |
When will I receive the RP application form? | Once you have been handed over to On-boarding, you will receive an introduction email, detailing what information we need based on the services you have purchased. The RP Application will be included within this handover. Please Note however that whilst you can submit the application at any time, we would recommend that you hold off from doing this for RP until your label check has been completed, and confirmed as compliant to ensure that the information provided is accurate, and does not need to be resent at a later time based on your labels |
Can you confirm what Responsible Person Documentation is necessary for my product? | The Responsible Person Documentation needed, will vary dependant on your product category. Once your label has been reviewed, if you are also using Expandly for RP service, you will receive an RP Application Form via email - based on your product category, this will list the documents needed to be collated |
What information do I need to provide on the RP application form? | The information you need to provide will be dependant on the product category (you can find this on the Label Report if you are unsure). Information that is deemed mandatory based on category will be highlighted to you so the information needing to be provided, should be quite easy to follow. Any questions, please ask |
I have not received any emails from On-Boarding to proceed with the services. What do I do? | If you have not received your RP application form, please let us know and we will be happy to resend this |
Do I need to upload all the products now or can I upload some later? | This is completely upto you. You can upload RP for any products which we have carried out a label check for so when you decide to do that, and whether this relates to all products in one go, is your call |
Who will the application form be sent to? | The application will be sent to the primary contact associated with your account, and who we were in contact with throughout the label check process. If you need the form for RP to be sent to a different contact, please let us know and we will be happy to update our records and send this to the right person |
Which Responsible Person address should I use? | Dependant on what RP service(s) you are signed up for, you will be required to use our UK/EU or Both for RP. Please click here for more information |
When can I use your RP address? | It is extremely important to note that you can only use our RP address(es) for products that we have approved. The address can only be added once approval has been provided. Expandly will send a confirmation email once approval is granted, and this will detail the SKUs which the approval also relates to. |
What happens if I use your address, and the RP has not been approved? | In these instances, should there be any issues with the products, and we have not approved the RP, the consequences and liability would be your responsibility, as we have not approved to represent the SKU(s) in question |
What is the Responsible Person address I need to add to my labels? | Please click here to view the address(es) for RP |
Please explain the difference in the two addresses you provided or is there no difference? | The UK address is for UK RP and the EU Address is covering all countries within the EU. You only need RP in one member state, which will represent you for the whole of Europe, in our case, this address is in the Netherlands |
Can I include both the UK and EU address on each label or only one for each region? | This will depend on where you are selling the products online. To save time in printing however, you may wish to use both, if we represent you in the UK and EU |
Can I shorten the RP address at all? | Yes, you can do this! You will just need to make sure our Company Name, First line of the Address and Postcode is visible |
How do I add your Responsible Person information into AMZ? | Please click here for instructions on how to add the information to Amazon |
Amazon are asking for a phone number and email address to be added? What are these details and do I need to show these on my label too? | The information to add in Amazon is as follows: Tel No: 0203 9491980 Email Address: support@expandly.com Whilst this information does need to be uploaded to Amazon, it is not required for these details to also be shown on the labels |
Do I need to provide product samples for RP? | No, the documentation that we request and approve is sufficient enough so we will not need any product samples to be sent in from you |
Can you elaborate on what the UKCA DoC and CE DoCs are? | We will require a Declaration of Conformity if your product has electrical components. This is a document that proves your product is safe and compliant to be sold and can be requested from your manufacturer |
When do I need a Declaration of Conformity? | This will only be needed in instances where a CE mark is present. This mainly relates to products within the Electrical, Medical or Devices categories |
General Products | General Products |
I believe we are a General Product, but it also has batteries and electrical components, so I’m not positive it doesn’t also belong in the Electrical Responsible Person Categories. Can you advise? | The label report should have categorised your product for you - please check this as this should answer this question for you |
How do I complete the product template? | All we will need from you is a list of the Product SKUs, Names and Description, so providing this information should be fairly straight-forward. We will send you a file to fill in these details, which will look like this: This is required for the Compliance Team so they can be really clear on what it is that they are having to review to make the process as simple as possible for all |
Will I need to upload any compliance images to Amazon? | In instances where your products have warnings (i.e. Supplements) for use, you will be required to upload very specific images to the Compliance section within Amazon, for their compliance records. Upto 6 images can be provided however please note that these are for compliance purposes only and will not be associated with the listings, or shown to sellers when viewing your products |
What label do I need to upload? | It will be the compliant label, following our initial Label Check and Report being provided. If marked as compliant, no changes will be needed before you proceed to RP however if you need to make changes, these will need to be done, and applied to the label and this is what will need to be uploaded for RP review |
What types of product information am I meant to be submitting? | If you go on to the application form and selection your product category, the requested documents will reflect what we need you to submit |
If we have multiple documents related to one of the listed documents, such as PRODUCT NAME Label, should we combine all of those into the same PDF or add a suffix to the name explaining in more detail what each label is for? | We will only require one label for each parent product to show you have followed instruction from your label reports - the documents must be named clearly. Please do not upload multiple as this will become confusing for the Team |
What is a manufacturing accreditation? | This is a document which shows your manufacturer is working compliantly and safely - some of the most commonly recognised/known audits could be an ISO certificate or GMP. If your manufacturer does not have this, they can provide an internal formal audit such as a Risk Assessment (RA) that they have had carried out, or some form of health and safety inspection as an example. |
| Can I provide an historical accreditation from my manufacturer? | Unfortunately not. This would need to be valid and in date and cover the date period in which our RP service is active with you (1 year). We would also ask, that should you wish to renew your RP service with us once the initial year contract comes to an end, that updated accreditation documentation is provided to us, for our records and due-diligence, for each year that we represent you |
I do not have a manufacturer as I make the goods myself, what do I upload here? | We would recommend booking in a call with our Compliance Team to discuss this in more detail. We may be assist with providing a Risk Assessment (RA) template, however this may be dependant on the goods you are selling and the category they belong to |
On the application form it says “link to storefront” – what does this mean? | This is a link to the store front, or product, for your specific product(s). This is to provide absolute clarity to the Team, on what they are reviewing and it also helps for us to review the product(s) and how these are being sold and marketing to consumers |
Electrical Products | Electrical Products |
What is an accepted declaration of conformity and how do I get it? | You will need an EU declaration of conformity however please be aware that this cannot be issued by a lab. If you do not have this, contact us and we can discuss the next steps |
Food
Products | Food Products |
What is a Certificate of Analysis and where can I find this? | A certificate of analysis is a formally prepared document, commonly issued by the manufacturer, that gives actual test results for the batch of product that you are exporting. The test results are usually reported against the typical specification. This can be requested from your manufacturer. |
What
is a SPEC sheet and where can I find this? | The SPEC sheet gives guidelines of the physical and maybe chemical parameters of a product, and works in conjunction with the CoA. Again, this should be readily available from your manufacturer |
What is a BPA free packaging certificate? | BPA-free means that a product does not contain the chemical compound Bisphenol A (BPA). BPA is commonly used in the production of polycarbonate plastic, but due to safety concerns, many manufacturers have committed to making BPA-free products. The BPA Free certificate will provide proof that your product is free of this compound, and can be provided from your manufacturer. Please Note: You do not need to worry about this, if your product is not made of plastic |
I sell organic produce. Do I need to make you aware of this? | If you sell organic food, we would recommend providing us with your organic certification. We would suggest booking in a call with our Compliance Team to discuss in more detail |
Chemicals | Chemicals |
What is a material safety data sheet and where can I find this? | A Material Safety Data Sheet is a data sheet which holds all relevant information about a chemical, whether solid, liquid or gas. |
What
is a REACH registration and when would I need this? | REACH is a regulation which controls hazardous chemicals. Certain products require REACH tests to determine the presence of heavy metals. And REACH registration is required when importing hazardous chemicals over 1 metric tonne per annum. |
Medical Devices | Medical Devices |
How do I obtain UDI codes? | |
How long will this process take? | As long as all the forms are signed and in our possession, this will take 3-5 working days from the point of submission. It is essential we are provided with the correct UDI codes otherwise there will be delays to these timeframes |
Need more help?
If you need more help, no problem. Contact Us and we'll be happy to help!
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