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  https://www.kemidigi.fi/kirjaudu.

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. In the mandate service provided by officials, a person can be authorised to act on behalf of a company that does not have a managing director, authorised Finnish representatives or board members entered in the Trade Register. 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 0295 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.

The main user can assign access rights to other users in KemiDigi.

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. When adding a foreign user to the system, the main user can add their access rights at the same time.

The company’s information can be accessed by clicking the company’s name at the top. 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 access rights. Please note that some of the access rights are granted for a specific office such as the access right to the list of chemicals, the right to fill up the quantitative report for chemical notifications, 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 for the person with the quantitative information access right; i.e. under “Office” the main office must be added, and the “Quantitative information” 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 must remove users that are no longer employed by the company. The mandate granted to the user must be removed at the Suomi.fi service, after which the user can no longer log in to KemiDigi.

A user who has been granted a mandate cannot be removed directly within KemiDigi, but all access rights to KemiDigi functions can be removed from them. However, it should be noted that even though the user does not have the right to edit chemical notifications, they can see all the company’s chemical notifications even without the editing right if the mandate for logging in has not been removed from them.

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

The company must remove users that are no longer employed by the company. The main user can remove a foreign user in the system by clicking the user’s name, so that the “User information” tab opens. At the top of this tab, the button “Remove user” can be found.

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

The notifications are not updated but are made again for the new company. After the new business ID has been recorded in the Business Information System, the company information connected to the new business ID will be automatically transferred to KemiDigi.

The company with the old business ID will also remain in the KemiDigi system as a terminated company, and the chemical notifications recorded for it will remain in the company’s information. However, the chemical notifications must be inactivated, as the placing on market will end for this company. They will not be automatically inactivated when the business ID ceases to be valid.

So the new company information will appear in KemiDigi with the new business ID, and the necessary chemical notifications need to be made with this company’s information as new notifications. (See the section “How can I transfer chemical notifications from one company to another?”.) 

A chemical notification must also be made for biocides and plant protection products when the criteria for the notification obligation are met, by the company obligated to make the chemical notification.

The first company with a Finnish business ID in the chemical supply chain is obligated to submit a chemical notification about the chemical it has placed on the Finnish market. This company is not necessarily the authorisation holder for the biocide or plant protection product but its Finnish importer.

The obligation to make a chemical notification follows the obligation to prepare a safety data sheet. A chemical notification must be submitted whenever it is required to provide a safety data sheet on a mandatory basis or on request in accordance with Article 31 of the REACH Regulation or Annex I to the CLP Regulation.

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.

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.

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.

A draft is an unfinished chemical notification that is only visible to the company itself. Once the chemical notification has been published, it is visible to the company, the authorities and other users, based on what the notifier has chosen as the notification’s publicity level. (The publicity level means the notification’s visibility to users of the system.)

When opening an already published chemical notification for editing, it should be noted that the published version is still visible to other users, while the new draft of the notification is only visible to the company. The new version of the notification becomes public after the new draft has been published. At the same time, the previous published version is moved to the notification’s version history.

Only the latest published version of the chemical notification is visible to other users and can be selected for a list of chemicals. However, old versions remain in the database in the version history of the chemical notification and are visible to the authorities and the company. If another company has in its list of chemicals a chemical notification for which a new version is published, a notice will appear on the list indicating that a newer version of the chemical notification is available.

When a chemical is removed from the market, the notifier inactivates the chemical notification. The inactivated notification remains in the system and is visible to the company itself and the authorities in the inactivated status.

If an inactivated notification is part of another company’s list of chemicals, it remains on the list (the status changes to inactivated). A chemical may still be in use by other companies after e.g. the importer has stopped placing the chemical on the market. However, an inactivated notification is no longer visible to other companies when they create a list of chemicals (meaning that they cannot select inactivated notifications in their list).

Transferring chemical notifications from one company to another is not automatically possible in the system. However, the CSV function available in the system can be used for transferring chemical notifications.

For instructions, see the KemiDigi guide on the use of a CSV form for chemical notifications. Instructions related to the use of KemiDigi can be found after login in the “Instructions” section on the KemiDigi front page.

A list of chemicals included in invoicing can be obtained from KemiDigi. The invoice includes the invoicing number, i.e. the Tukes reference for the invoice. Tukes charges the annual processing fees in one instalments. The invoicing reference is 1/20XX. In the advanced search, the invoicing number in question can be found in the search options for the search criterion “Invoiced, Tukes reference”. By using this search option, all chemical notifications included in the invoicing in question can be listed. The invoicing list can also be exported from the system into Excel, with the selected columns included in the list.

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 in accordance with section 22 of the Finnish Chemicals Act to Tukes via KemiDigi.

In the future, 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 a purpose other than the notification to Poison Information Centres through the PCN portal.

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 obligatory chemical notifications that were published in the register during the year being queried. The report includes the latest version of a notification published during the year being queried.

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.

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%. 

Quantities are requested at the beginning of the year retrospectively for chemicals that have been on the market during the previous year according to the company’s notification, i.e. for which the company has published a chemical notification.

Chemicals cannot be added to the quantity report because a past date cannot be entered as the publication date of a chemical notification. The date on which the company published the notification on KemiDigi will be the publication date of the notification.

Nor can a chemical for which a notification was published during the previous year be removed from the quantitative information report, because the date on which the company inactivates the notification on KemiDigi will be the inactivation date in the system.

The checkbox “Not manufactured or imported” can be selected on the quantity report, if the chemical was not placed on the market during the year in question.

The information is not transferred from the quantity report to chemical notifications, so the chemical notification needs to be inactivated in the chemical notification section if the placing of the chemical on the market has ended.

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.

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 business ID, you can log in to KemiDigi using the Suomi.fi identification service.  Instructions for using the Suomi.fi service can be found on the KemiDigi login page.

If the company does not have a Finnish business ID, login to the KemiDigi system takes place using a username and password, with a one-time SMS authentication. On application, Tukes grants a username that is sent to the email address indicated on the company’s power of attorney. A login-specific password is sent as a separate text message to the mobile number provided for each login to the system. 

Usernames are personal, and each company is responsible for the management of their access rights, usernames and passwords. A request for a username is sent to the address kemidigi(a)tukes.fi.

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.