Organic Food, Organic Feed, and Organic Pet Food

VegaVend limits the addition of new Vendors in certain categories to ensure a high level of quality so that customers are able to buy with confidence from all Vendors on VegaVend. In order to sell organic foods, you will have to meet the requirements listed below. While our site-wide selling guidelines still apply, please note the additional requirements for this type of product.

This material is for informational purposes and you should not take it as a substitute for legal advice. We encourage you to consult your legal counsel for any concerns about the laws and regulations concerning your product. This material only reflects the position at the date of writing and requirements across the EU and in the UK may change – particularly in light of the developing position with Brexit. You should refer to current UK Brexit guidance about your products (see below) to learn more about changes that may affect you following the end of the transition period.

I. EU Requirements

Vendor Requirements

• • You must provide acceptable documentation (for example, valid invoices) and other information we request about the products you intend to sell.
  • Your business must be physically present in the EU.
  • Your products must be shipped to VegaVend (FBV) or to the customer (MFN) from within the EU.
  • Your business must be certified in its own name according to EU Regulations 834/2007 and 889/2008, as amended. You must submit your certificate to the email address below.
  • Your certification details must be included on your Vendor Page ( Settings > Your Info & Policies > About Vendor ) using the template provided below:

• • [Your business name as indicated on your certificate] is certified to sell organic foods by [the name of the control body who issued the certificate,] ([the control body’s code]). Our certificate is available from our control body under the certificate reference [your certificate’s unique number].
  • You must have a Valid Subscription to the Business Plus package.

Missing, incorrect, or incomplete information may lead to suspension of your listings or account. For more information, please contact any one of the control bodies who has been appointed by your government’s competent authority. Contact details, including control body codes, are available here .

Certificate Exemptions

In certain EU countries, and under very specific circumstances only, certain businesses may be exempt from certification. If this applies to you, please get a written confirmation from one of the control bodies appointed to make such statements. The list of appointed control bodies is available on the Europa OFIS website. The statement must clearly refer to the online sale of food products, via VegaVend warehouses for FBV Vendors or via a third-party website for MFN Vendors. VegaVend cannot accept statements from authorities not listed in the above list.

Suggested template: [The name of the control body] confirms that [your business name] is not required to be certified under EC 834/2007 and EC 889/2008 when [shipping organic foods to VegaVend] [listing organic foods on the VegaVend websites].

Spain-based Vendors only: if your business is registered in Spain and you do not manufacture or otherwise own the product’s brand, VegaVend will not require proof of certification until further notice*. Instead, please provide a screenshot of the (AESAN website) proving that you are registered as a food business in Spain and confirm in writing that you hold and verify the certificates of the organic foods you list on VegaVend.

*If you do hold a valid organic certificate in your name, you may still provide your certificate if you want to, as a complement to your food business registration.

Certificate requirements

• • The name of the business on the certificate must be the same you have registered with on VegaVend. If the name is different, you must provide a valid explanation (for example, the certificate is in the name of your brand instead of your business name).
  • The business address on the certificate must be the same as the one you are registered on VegaVend with. The address must be an EU address.
  • The scope of products or product types listed on your certificate must match.
  • The control body number and address must be present.
  • The certificate must not be expired.
  • After the initial un-gating, and before your certificate expires, you must submit your new certificate to VegaVend.

Product requirements

• • The products you sell must be new.
  • All products must be intended for sale in the EU and compliant with all of the EU (or local country’s) Laws and Regulations.
  • For each product, a valid barcode (product identifier) registered and associated with the product is required.

• • Note: If the manufacturer of your product does not issue product identifiers (EAN, UPC or JAN), you can contact Vendor Support to request an exemption. Or if you are the brand owner, apply for the VegaVend Brand Registry to obtain GCIDs unique to your products.
  • The products must bear all applicable organic marks.

• • The VSIN’s “item_name” attribute must include one of the words legally prescribed to describe organic foods (Annex of EC 834/2007), in the language of the website your listing appears on.
  • The following VSIN attributes must be set as follows:
    • contains_food_or_beverage = true
    • speciality = Organic
  • The VSIN’s certification marks must be visible and legible on the detail page, either as text or as a product image.
  • The detail pages must match exactly the information on the pack. Any reference to the “organic” status of the product must be reflected in the VSIN text and descriptions.

Request Approval

If you meet all of the requirements listed above, request approval by sending your certificate via email to organic-certificate-approvals@VegaVend.com. In your request, please provide the link to your own Storefront; your company name; and, if known, your Vendor ID. By submitting your request, you confirm you have reviewed and understood the requirements listed above and you want to apply to sell organic foods. We may contact you to request additional information after you submit your request.

II. UK Requirements

For products first made available in the UK on or before 31 December 2020, you must meet the following requirements.

Vendor requirements

• • You must provide acceptable documentation (for example, valid invoices) and other information we request about the products you intend to sell.
  • Your business must be physically present in the UK.
  • Your products must be shipped to VegaVend (FBV) or to the customer (MFN) from within the EU.
  • Your business must be certified in its own name according to EU Regulations 834/2007 and 889/2008, as amended. You must submit your certificate to the email address below.
  • Your certification details must be included on your Vendor Page ( Settings > Your Info & Policies > About Vendor ) using the template provided below:

• • [Your business name as indicated on your certificate] is certified to sell organic foods by [the name of the control body who issued the certificate,] ([the control body’s code]). Our certificate is available from our control body under the certificate reference [your certificate’s unique number].
  • You must have a Valid Subscription to the Business Plus package.

Missing, incorrect or incomplete information may lead to suspension of your listings or account. For more information, contact any one of the control bodies who has been appointed by your Government’s competent authority. Contact details, including control body codes, are available here.

Certificate Exemptions

In certain EU countries, and under very specific circumstances only, certain businesses may be exempt from certification. If this applies to you, please get a written confirmation from one of the control bodies appointed to make such statements. The list of appointed control bodies is available on the Europa OFIS website. The statement must clearly refer to the online sale of food products, via VegaVend warehouses for FBV Vendors or via a third-party website for MFN Vendors. VegaVend cannot accept statements from authorities not listed in the above list.

Suggested template: [The name of the control body] confirms that [your business name] is not required to be certified under EC 834/2007 and EC 889/2008 when [shipping organic foods to VegaVend] [listing organic foods on the VegaVend websites].

Certificate requirements

• • The name of the business on the certificate must be the same you have registered with on VegaVend. If the name is different, you must provide a valid explanation (for example, the certificate is in the name of your brand instead of your business name).
  • The business address on the certificate must be the same as the one you are registered on VegaVend with. The address must be an UK address.
  • The scope of products or product types listed on your certificate must match.
  • The control body number and address must be present.
  • The certificate must not be expired.
  • After the initial un-gating, and before your certificate expires, you must submit your new certificate to VegaVend.

Product requirements

• • The products that you sell must be new.
  • All products must be intended for sale in the EU and compliant with all of the EU (or local country’s) Laws and Regulations.
  • For each product, a valid barcode (product identifier) registered and associated with the product is required. Note: If the manufacturer of your product does not issue product identifiers (EAN, UPC or JAN), you can contact Vendor Support to request an exemption. If you are the brand owner, apply for the VegaVend Brand Registry to obtain GCIDs that are unique to your products.
  • The products must bear all applicable organic marks.
  • The VSIN’s “item_name” attribute must include one of the words legally prescribed to describe organic foods (Annex of EC 834/2007), in the language of the website your listing appears on. The following VSIN attributes must be set as follows:
    • contains_food_or_beverage = true
    • speciality = Organic
  • The VSIN’s certification marks must be visible and legible on the detail page, either as text or as a product image.
  • The detail pages must match exactly the information on the pack. Any reference to the “organic” status of the product must be reflected in the VSIN text and descriptions.

For products made available for the first time in the UK after 31 December 2020, different rules apply in: (1) Great Britain (England, Scotland and Wales) (“GB”); and (2) Northern Ireland (“NI”)

In GB, you must meet the following requirements.

Vendor requirements

• • You must provide acceptable documentation (for example, valid invoices) and other information that we request about the products that you intend to sell.
  • Your business must be physically present in the EU.
  • Your products must be shipped to VegaVend (FBV) or to the customer (MFN) from within the EU.
  • Your business must be certified in its own name by certification body authorised to certify UK goods. You must submit your certificate to the e-mail address below.
  • Your certification details must be included on your Vendor Page ( Settings > Your Info & Policies > About Vendor ) using the template provided below:

• • Your business name as indicated on your certificate] is certified to sell organic foods by [the name of the control body who issued the certificate,] ([the control body’s code]). Our certificate is available from our control body under the certificate reference [your certificate’s unique number]
  • You must have a Valid Subscription to the Business Plus package.

Missing, incorrect or incomplete information may lead to suspension of your listings or account. For more information, please contact any one of the control bodies who has been appointed by UK Government. Contact details, including control body codes, are available here.

Certificate requirements

• • The name of the business on the certificate must be the same you have registered with on VegaVend. If the name is different, you must provide a valid explanation (for example, the certificate is in the name of your brand instead of your business name).
  • The business address on the certificate must be the same as the one you are registered on VegaVend with. The address must be an EU address.
  • The scope of products or product types listed on your certificate must match.
  • The control body number and address must be present.
  • The certificate must not be expired.
  • After the initial un-gating, and before your certificate expires, you must submit your new certificate to VegaVend.

Product requirements

• • The products that you sell must be new.
  • All products must be intended for sale in GBand compliant with all UK Laws and Regulations.
  • If the product is imported into GB it must have a Certificate of Inspection. Note: If the manufacturer of your product does not issue product identifiers (EAN, UPC or JAN), you can contact Vendor Support to request an exemption. If you are the brand owner, apply for the VegaVend Brand Registry to obtain GCIDs that are unique to your products.
  • The products must bear all applicable organic marks. Note you should only use the EU organic logo for GB products if your EU control body is authorised by the EU to certify UK goods for export to the EU or if the UK and EU have agreed to recognise each other’s standards.
  • The VSIN’s “item_name” attribute must include one of the words legally prescribed to describe organic foods (Annex of EC 834/2007), in the language of the website your listing appears on.
  • The following VSIN attributes must be set as follows:
    • contains_food_or_beverage = true
    • speciality = Organic
  • The VSIN’s certification marks must be visible and legible on the detail page, either as text or as a product image.
  • The detail pages must match exactly the information on the pack. Any reference to the “organic” status of the product must be reflected in the VSIN text and descriptions.

For each product, a valid barcode (product identifier) registered and associated with the product is required.

Request Approval

If you meet all of the requirements listed above, request approval by sending your certificate via e-mail to organic-certificate-approvals@VegaVend.com . In your request, please provide the link to your own Storefront; your company name; and, if known, your Vendor ID. By submitting your request, you confirm you have reviewed and understood the requirements listed above and you want to apply to sell organic foods. We may contact you to request additional information after you submit your request.

Northern Ireland

Note that different rules will apply in NI from 1 January 2021 as a result of the Northern Ireland Protocol. In particular:

• • You should ensure that products sold in NI meet EU requirements, refer to the above mentioned I. EU Requirements section. You should follow the approval procedure set out above in the EU requirements section for NI products.
  • If you are moving your goods from NI to GB you will not need a Certification of Inspection.

BREXIT: UK Government Guidance

The UK Government has released guidance on selling products in GB and NI. This guidance provides information for manufacturers, importers and distributors regarding compliance requirements from 1 January 2021, including on:

• • appointing an authorised representative or responsible person in the UK;
  • whether your legal responsibilities will change as a result of Brexit;
  • whether you need to provide GB importer information, and methods for doing this (including transitional arrangements until the end of 2022);
  • how to deal with existing stock;
  • what documentary evidence is required to show that products have been placed in the UK or EU before the end of the Transition Period; and
  • specific rules for selling products in NI.

We encourage you to review this guidance (linked below), alongside any other specific UK Government Guidance that applies to your product. You should consult your legal counsel if you have questions about how the laws and regulations apply to your products from 1 January 2021.

The Brexit guidance referred to above can be found here:

GB

• • Placing manufactured goods in Great Britain from 1 January 2021

  • Organic food: labelling and advertising rules

NI

• • Placing manufactured goods in Northern Ireland from Great Britain
  • Placing manufactured goods in Northern Ireland from the