FAQ, KemiDigi

A company’s managing director or substitute managing director, the company’s signatory or a self-employed person entered into the Trade Register can log in to KemiDigi directly at Select login method - KemiDigi.

If the person logging in does not have any of these roles, the company must first authorise the user to act on behalf of the company in KemiDigi. The authorisation is performed by granting the user the mandate for transactions related to “Chemical data management” in the Suomi.fi service: e-Authorizations - Suomi.fi

If a company, association or some other organisation cannot independently grant mandates in Suomi.fi e-Authorizations, an authority can register the mandates on the basis of a mandate application: Authorisation with an application - Suomi.fi

More detailed instructions for providing authorisations can be found in the Suomi.fi service instructions.

Login takes place in the “Log in via Suomi.fi” section, and authentication with the system is done using a certificate card, Mobile ID or online banking details.

The Suomi.fi Public Service Info can be contacted in any authorisation-related issues by phone at +358 295 535115.

See the guide Starting to use KemiDigi at a company (PDF, 2,3 MB).

The person who first logs in to KemiDigi as the company’s representative will automatically become the company’s KemiDigi main user and will receive full access rights to all KemiDigi functions.

The main user can assign access rights to other users in KemiDigi. The main user can also assign the main user access rights to other users. A company can have several main users.

The following users will not receive any access rights to KemiDigi functions on their first login. The main user must add the necessary access rights to other users, including other main users.

Once a user has been granted the authorisation, and they have logged in to KemiDigi for the first time, their name can be found among the company’s KemiDigi users, but they have no access rights to any functions. The main user must add the necessary access rights to the user. 

The company’s information can be accessed by clicking the company’s name at the top. If you are a main user, the company information includes the “Users” tab with the button “Edit access rights”.

Certain functions are company-specific, and access rights to them are assigned in the top-row. Please note that some of the access rights are granted for a specific office such as the access right to the list of chemicals, and the right to fill up the quantities about chemicals for which chemical notification is submitted, and quantitative information related to biocides and plant protection products. In this case, the office must be selected under the user for which the user is allowed to edit the list of chemicals. For quantitative information, the company can choose whether it wants to report quantities under the main office on a single report or as a compilation collected from several offices. In the standard situation, quantitative information is reported for the main office, and in this case, the main office must be added to the user information; i.e. under “Office” the main office must be added, and the “Quantitative report compiler” access right must be selected.

The user will be able to use the assigned access rights when they log in the next time.

See the guide Starting to use KemiDigi at a company (pdf, 2,3 MB).

See the guide on reporting quantitative information regarding chemical notifications on ‘Instructions’ in front page after logging in.

The company must grant authorisation for acting on behalf of the company in KemiDigi for users who cannot log in to the system directly. The authorisation is performed by granting the user the mandate for transactions related to chemical data management in the Suomi.fi service. More detailed instructions for providing authorisations can be found in the Suomi.fi service instructions.

Once a user has been granted the authorisation, and they have logged in to KemiDigi for the first time, their name can be found among the company’s KemiDigi users (‘users’ is seen by the main user only), but they have no access rights to any functions. The main user must add the access rights to the necessary KemiDigi functions for the user. The user will be able to use the assigned access rights when they log in the next time.

The company can authorise the users it wants, such as a consultant or a consulting firm.

See the guide Starting to use KemiDigi at a company (pdf, 2,3 MB).

Adding a main user:

• Foreign user needs a foreigner’s user identifier (UID). Go to the Finnish Authenticator Identification Service - Suomi.fi and follow the instructions to get the UID.
• Go to Suomi.fi e-Authorization service Authorisation with an application - Suomi.fi and follow the instructions. Authorisation is performed by granting you a Right to grant a mandate (Mandate type) related to Chemical data management theme in the Suomi.fi service.
• When you have Right to grant a mandate (Mandate type) related to Chemical data management theme in the Suomi.fi service, you need mandate yourself for transactions related to Chemical data management theme in the Suomi.fi service. You may also mandate company’s other KemiDigi users. A company representative is not required to be a staff member of a company, externals are allowed.

Adding a user:

• Foreign user needs a foreigner’s user identifier (UID). Go to the Finnish Authenticator Identification Service - Suomi.fi and follow the instructions to get the UID.
• The company needs to mandate foreign user for transactions related to Chemical data management theme in the Suomi.fi service.

The company itself must remove users who no longer represent the company in KemiDigi. The authorisation granted to the user must be removed in the Suomi.fi service, after which the user can no longer log in to KemiDigi. The user can log in to the system for as long as the authorisation is valid.

The main user can remove a user in the system by clicking the user’s name in the “Users” tab to open the specific user’s information. The “Remove user” button is in the top corner of the page.

Note that even though the user has been removed from KemiDigi users, they can log in to the system and will be returned to the company’s users without any rights to functions if their authorisation is not removed in the Suomi.fi service.

After the new business ID has been registered in the Business Information System, the company’s information under the new business ID will be automatically entered in KemiDigi when the company’s first user logs in to the system. The company will also remain in the KemiDigi system with the old business ID as a discontinued company, and the chemical notifications recorded for it will remain in the company’s information. 

The information contained by chemical notifications can be copied from the old business ID to the new one automatically in the system if required. However, attached SDS’s will not be transferred.

Chemical notifications under the old business ID must be inactivated, if the placement of chemicals on the market will end regarding this company. They will not be inactivated automatically when the business ID ceases to be valid or after the system has automatically copied chemical notifications to the new business ID. 

A chemical notification must also be submitted for biocidal and plant protection products subject to a authorisation if the obligations set for chemical notifications are fulfilled. The obligation to submit a chemical notification follows the obligation to prepare and submit a safety data sheet.

The chemical notification must be submitted by the Finnish manufacturer or an importer of the chemical that has a Finnish business ID. This company is not necessarily the holder of the authorisation for the biocidal or plant protection product but the Finnish importer. 

The company that prepares the chemical notification must search for the product’s information in the biocides or plant protection products register when preparing the notification. Once the information has been searched for using the product’s trade name or authorisation/registration number, a link between the chemical products register and the registers in question will also be generated. This makes it easier to update the product’s information in the chemical products register.

See the “Instructions” section on the front page of KemiDigi after logging in.

According to point 3 of Article 3 of the REACH Regulation, an “article” means “an object which during production is given a special shape, surface or design which determines its function to a greater degree than does its chemical composition”.

 To determine whether the product meets the definition of an article according to REACH, the product’s function and its shape, surface or structure must be examined.

The product’s shape, surface and structure must not be confused with physical characteristics that are the result of the chemical properties of the material(s) used in the manufacture of the product. Examples of these properties or characteristics of the material include propensity to split, density, flexibility, electrical conductivity, hardness, magnetism and melting point.

If the product is a combination of a substance/mixture and an article (the substance or mixture is delivered in a vessel or carrier), a chemical notification must be made regarding the substance/mixture included in the product as necessary (such as detergent contained in a cleaning wipe, a candle, or ink contained in a printer cartridge).

However, if the product is considered an article to which the substance/mixture belongs integrally (the substance/mixture is a fixed part of the article), a chemical notification is not required (e.g., battery acid contained in a car battery).

See also ECHA’s guidance on REACH (Guidance on requirements for substances in articles).

The system collects information on which it is necessary to perform searches. The fields to be completed in the system have been selected based on which information various authorities need in their work. The field can be used for different search functions to find information the authorities need and for creating reports. Search functions cannot be used on an attached PDF file, which is why the information that needs to be searched for has to be separately entered in the system.

There is currently no known technical solution that is sufficiently reliable and cost-effective to move data from an attached PDF file to the system. The matter will be reconsidered if a suitable technical solution for implementing the function is found.

Each company placing a chemical on the market is responsible for the delivery, content and language requirements of the safety data sheet even if the company did not prepare it.

If there are any defects in the safety data sheet, the company must contact the party that prepared the safety data sheet and ask them to make the corrections or prepare its own safety data sheet with the appropriate information.

A draft is an incomplete chemical notification, which is only displayed to the company’s users who have the right to prepare chemical notifications for the company. Once the chemical notification has been published, it will be available to all users of the company, the authorities and other KemiDigi users based on the notification’s publicity level selected by the submitter (the publicity level means the notification’s visibility to users of the system).

The published version will be displayed to other system users, even if a new version of the chemical notification has been created for editing. A new draft of a published chemical notification will only be displayed to the company’s users who have the right to prepare chemical notifications.

The new version of the chemical notification will be displayed to other users after the new draft has been published. At the same time, the previously published version will be transferred to the notification’s revision history.
 

When the company ends the placement of a chemical on the market, the chemical notification can be inactivated. The inactivated chemical notification will remain in the system and be displayed to the authorities and the company itself, but not to other system users. 

If an inactivated chemical notification is part of another company’s Chemical list, it will remain in the list (the status changes to inactivated). It is possible, that a chemical is in use by other companies, even if the importer has stopped its placement on the market. However, another company cannot select/add an inactivated chemical notification anymore in their Chemical list.

When preparing a chemical notification, the notifier must select how the notification information are displayed to other KemiDigi users from three confidentiality levels: 1) information cannot be selected for another company’s Chemical list; 2) the chemical’s information regarding sections 1 (submitter) and 2 (classification and labelling) is available to other users in their Chemical list; or 3) information regarding sections 1 and 2, but also sections 3 (ingredient information), 9 (physical form and pH) and 14 (number for the transport of dangerous goods) is available to other users in their Chemical list. 

In addition, the submitter can select whether the attached safety data sheet is transferred to other companies’ Chemical list by selecting 1) not displayed to others; 2) displayed to other logged-in users (other companies); or 3) displayed to all users (also available in the public register).

Only the latest published version of the chemical notification is displayed to other users and can be selected for other companies’ Chemical list. If another company has a chemical notification in its Chemical list of which a new version has been published, a message will be shown in the list to indicate that a newer version of the chemical notification is available. However, the old version of the chemical notification will remain in the Chemical list for as long as the company creating the Chemical list updates the chemical information in their list.

Information contained by chemical notifications can be automatically copied/transferred from one company to another in the system, although the attached safety data sheets will not be transferred with the information. Chemical notifications will remain in the transferring company’s information and needs to be inactivated if the company no longer places these chemicals on the market. 

The CSV function available in the system can also be used to transfer information contained by chemical notifications.

See the “Instructions” section on the front page of KemiDigi after logging in.

For a list of chemical notifications included in invoicing, use the advanced search in KemiDigi. 

The advanced search includes “Invoiced, Tukes reference” as a search criterion and “Invoice reference” in search terms in the “Chemicals” section. The “Invoice reference” is displayed in the invoice. 

By using the correct reference, all chemical notifications included in the specific invoice are listed. The invoicing list can also be exported from the system into Excel, with the selected columns included in the list.

Note that all billable chemicals are listed, but the maximum invoiced amount is €5,200.

No, it does not. 

The notification to Poison Information Centres has previously been implemented in Finland when the company has submitted a chemical notification of any dangerous or hazardous chemicals to Tukes via KemiDigi.

At the present, a notification in accordance with Annex VIII to the CLP Regulation will be made to Poison Information Centres through the PCN portal, following the transitional periods included in the Annex. 

The national obligation to submit a chemical notification to the Chemical Products Register through KemiDigi remains unchanged, and it is used for other purposes than the notification to Poison Information Centres.

The amount is reported in tonnes as follows:

• From 0 to 0.1 tonnes and for biocidal products and plant protection products, quantity is reported at a precision of 0.001 tonnes.
• From 0.1 to 1 tonne, quantity is reported at a precision of 0.1 tonnes.
• From 1 to 100 tonnes, quantity is reported at a precision of 1 tonne.
• From 100 to 1.000 tonnes, quantity is reported at a precision of 10 tonnes.
• From 1,000 tonnes upwards, quantity is reported at a precision of ± 10%. 

Quantitative information is requested at the beginning of the year for all chemicals placed on the market in the previous year. The quantity report is generated automatically in the system. It cannot be modified subsequently. 

The report includes the published chemical notifications in the register on the year being queried. The report includes the latest version of a published notification. Quantity information is not requested regarding chemicals for which a chemical notification was submitted voluntarily.

The company’s chemical notifications should be regularly updated. Before the end of the year, a check can be made to verify that all chemicals placed on the market during the year have been registered to ensure that the quantity report will include all the necessary information after the turn of the year.

Quantities are requested regarding chemicals that have been available on the market during the requested year, i.e. regarding chemicals for which the company has had a published chemical notification on the register during the year in question.   

The quantity report is generated automatically in the system, and it cannot be edited.

If a chemical was not placed on the market during the year, even though its chemical notification was published in the register, the “Not manufactured or imported” checkbox can be ticked on the quantity report. However, the information will not be transferred from the quantity report to chemical notifications, i.e. the chemical notification must be inactivated in the chemical notification section if the company has ended the placement of the product on the market.

The “Time on market” column on the quantity report includes the time during which the chemical notification in question has been published in the register by the company in the year being queried, i.e. how long the publication has been in effect during the year for which quantitative information is requested.

Among other things, KemiDigi contains a biocide register, a plant protection product register and a register of chemical notifications.

The plant protection product register contains all plant protection products accepted in Finland in accordance with the Plant Protection Products Regulation.

The biocide register contains all the biocide products accepted in Finland in accordance with the Chemicals Act (599/2013) and the Biocidal Products Directive (98/8/EC) or Regulation (EU/528/2012). A biocide product can also be authorised at EU level. The biocidal products with Union authorisation are listed on the European Chemicals Agency’s (ECHA) website.

For biocide products, KemiDigi is also used to annually report the data on the amounts of biocide products placed on the market, made available on the market and placed in use in Finland in accordance with section 22 of the Chemicals Act, even when the product has not been placed on the market at all. (Ministry of Social Affairs and Health Decree on the submission of quantity information, 1118/2020) 

Holders of plant protection product authorisations are obligated to annually report the sales volumes of plant protection products they have placed on the market in Finland to the Finnish Safety and Chemicals Agency (Tukes). Sales quantities must be reported through KemiDigi regarding all plant protection products that have been in the plant protection product register during the year in question. The report must also indicate if a product has not been placed on the market at all. (The Plant Protection Products Regulation (EC) No 1107/2009, Article 67 1107/2009 and the Regulation concerning statistics on pesticides (EC) No 1185/2009 1185/2009).

If your company has a Finnish business ID, you can log in to KemiDigi using the Suomi.fi identification service.  

See the guide Starting to use KemiDigi at a company (PDF, 2,3 MB).

The Suomi.fi service’s Finnish Authenticator service must be used to identify foreign users. Previously, they logged in to KemiDigi using a username and password.

Instructions for the activation of the Finnish Authenticator application are available in the Suomi.fi service: Finnish Authenticator application - Suomi.fi. If you have problems, you can contact the Suomi.fi customer service for organisational customers by calling +358 295 53 5115.

More detailed instructions for providing authorisations can be found in the Suomi.fi service instructions.

See also FAQ section “LOGGING IN TO THE SYSTEM AND ACCESS RIGHTS”

Quantitative information for biocide products and plant protection products are reported through the KemiDigi system by the end of March in the following year. Quantities must be reported in kilograms regarding the previous calendar year.

Quantities must be reported in kilograms at the precision of one kilogram.

Quantitative information for biocide products and plant protection products is reported by a KemiDigi user logged into the system who is the authorisation holder for the biocide product or plant protection product or a party authorised by the authorisation holder.

Biocide products approved in the year in question with a national authorisation in Finland for which the user currently logged in is the authorisation holder are transferred from the biocidal biocide register to the quantitative information form.

Products approved in the year in question with a national authorisation in Finland for which the user currently logged in is the authorisation holder are transferred from the plant protection product register to the plant protection products quantitative information form.

Products cannot be added to the form. If a product is missing from the form, please contact us by email; for biocide products, at biosinfo(a)tukes.fi, and for plant protection products, at ppp(a)tukes.fi.

The “Time on market” column on the quantitative information form contains the time during which the biocide product or plant protection product has been authorised for the market in Finland in the year in question; i.e. the time of being on the market during the year for which quantitative information is requested.

Products with Union authorisation cannot be found in the KemiDigi biocide register; they can only be found on the European Chemicals Agency’s (ECHA) website.

Quantitative information for these products are only reported through a chemical notification. The first company with a Finnish business ID in the product supply chain is obligated to submit a chemical notification about the product it has placed on the Finnish market. The party who submitted the chemical notification can report quantitative information for the chemical notification.

For these biocide products as well, quantitative information must be reported on the chemical notification’s quantitative information form at the precision of one kilogram. When entering the information, please note that the collection unit for the quantitative information is 1 tonne. For example, if you have manufactured 1 kilogram of the product, it must be indicated in the Manufactured quantity [t] column by using the value 0.001.

Biocide products with Union authorisation can only be found on the European Chemicals Agency’s (ECHA) website.

When a biocide product with Union authorisation is placed on the market in Finland, the first company in the product’s supply chain with a Finnish business ID must supply a chemical notification, if necessary, after which the product’s information can be found in the chemical products register on KemiDigi.