CPNP – for Responsible Persons and Distributors

CPNP
Cosmetic Products Notification Portal

CPNP – for Responsible Persons and Distributors

 CPNP
Cosmetic Products Notification Portal

System Requirements

The following items are required in order to connect to CPNP:

 An Internet connection;
 A computer screen resolution of at least 1024 X 768 pixels.

CPNP is optimized for use with recent versions of Microsoft Internet Explorer, Mozilla
Firefox or Google Chrome (JavaScript and cookies enabled).

Registration

In order to access CPNP, the user needs a user login, a password, an organisation,
a role and a profile.

Two systems are needed:

 EU Login.
The European Commission Authentication Service (formerly known as 'ECAS') with
which people can access different applications and services offered by the European
Commission.

 The SAnte Authorisation System (SAAS).

This system provides the user with an organisation, a role and a profile for having
the access rights for a specific European Commission application, in this case
CPNP.

CPNP – for Responsible Persons and Distributors

 CPNP – for Responsible Persons and Distributors

Starting CPNP

To start CPNP, just type the following URL in the address bar of your browser:
[Link]

The first time you will connect to CPNP, you will see the following tutorial:

– This tutorial allows learning how to use the EU Login and SAAS authentication
systems, and how to and access CPNP. You can skip it by clicking .

– Select the Do not show again check box if you do not wish to see this tutorial again
when connecting to CPNP . In this case, the tutorial will remain accessible only via
the useful links menu as long as you do not delete your cookies.

CPNP – for Responsible Persons and Distributors

 CPNP – for Responsible Persons and Distributors

Meeting the Interface

The CPNP Home Page

Depending on your user profile (i.e. Responsible Person or Distributor), the home page
and subsequent screens may slightly differ. This is detailed throughout this user
manual.
On the CPNP home page you may occasionally notice an information box. It is used to
announce any new information concerning the application (e.g. new features available,
tips, guidance, maintenance interventions).

Interface Components

The following menus may be displayed on the home page, depending on the user
profile:

Menu bar
The menu bar contains the following menus: Home, Products, Distribution,
Nanomaterials, Contact persons, Admin and Useful links.

Home ( )
Use this menu to go back to the home page.

Products
The Products menu contains the following menu options i.e.
 My notifications
This menu option displays an overview of all products (i.e. Draft and Notified) which
are specifically attached to your RP/organisation.

CPNP – for Responsible Persons and Distributors

 CPNP – for Responsible Persons and Distributors

 Notify a product
This menu option allows the Responsible Persons to create notifications for single or
multiple component products.
 Simple search
This menu option allows you to search for products or components, using keywords.
 Advanced search
This menu option allows you to search for products or components on the basis of
several criteria.

Distribution

The Distritbution menu is available for Reponsible Person and Distributors. If you are a
Distributor, using this menu will allow you to enter distribution notifications and to search
for notifications that you have already entered in the system.

Contact persons
The Contact persons menu is available for Responsible Persons only. If you are a
Responsible Person, using this menu will allow you to manage (create, modify, delete)
and search for the contact details of all contact persons associated to your organisation.
For details, please refer to 'Managing Contact Persons', p. 45.

Nanomaterials
The Nanomaterials menu is used to notify nanomaterials. Regulation (EC) No
1223/2009, Article 16, requires that, in addition to the notification under Article 13,
cosmetic products containing nanomaterials shall be notified to the Commission by the
Responsible Person by electronic means six months prior to being placed on the
market. Please note that this specific module will not be described in this manual but in
another dedicated manual that can be consulted from the Useful links > ART. 16
menu.

Admin
The Copy your products to another Responsible Person option in this menu can be
used, if required, to transfer your products to another Responsible Person (for example
in case of merger or Responsible Person change of name). A copy of the selected
products will be saved, in DRAFT, under the new designated Responsible Person.
Please note that all the information is copied, except the packaging and labelling
information, as well as the contact person details.
And an additional Move products option will be available in the Admin menu as well,
for users belonging to an organisation with sub-organisations. This options is used to
move products from a main organisation or from one of its sub-organisations to another
one of the sub-organisations or to the main organisation.

Useful links
This menu provides links to the Tutorial, the Frequently Asked Questions (FAQ), Q&A
on nanomaterials, documentation about Article 13 (i.e. user manual, frame formulations,
Cat./Frames/Triggered questions + an instruction package for using the upload
webservice) and Article 16, external links (SAAS, CosIng), Regulation (EC) No
1223/2009 on cosmetic products, release notes.

CPNP – for Responsible Persons and Distributors

 CPNP – for Responsible Persons and Distributors

Top link bar

The top link bar provides quick access links to the following: Privacy Statement,
Contact, Profile and Logout.

Privacy Statement
This hyperlink opens the CPNP privacy statement.

Contact
Use this hyperlink to send an email to the CPNP functional mailbox.

Profile
Use this hyperlink to check your CPNP profile, including your name, email adddress,
language, postal address; the ID, name, contact email address, profile and any other
known information about your organisation.

Logout
Use this link to log out of the system.

Language selection box

Use the language selection box at the top right of each page to change the interface
language.
Note:
The CPNP interface and this User Manual are originally in English. In case of doubt,
please use the English version as reference and do not hesitate to report to grow-
cpnp@[Link] any inconsistency you would find in any other language.

CPNP – for Responsible Persons and Distributors

Using CPNP
Responsible Persons – Managing Notifications
Pursuant to Articles 13(1) And 13(2)

Notifying Products

As per Article 13(1) of Regulation (EC) No 1223/2009, Responsible Persons are

required to submit a number of information to the CPNP prior to placing any cosmetic
product on the EU market; as per Article 13(b), the Responsible Person is further
obliged, when the cosmetic product is placed on the market, to notify to the CPNP the
original labelling, and, where reasonably legible, provide a photograph of the
corresponding packaging.
These two requirements are accommodated for Responsible Persons through the
Notify a product option in the Products menu.

 To notify a product
1. In the Products menu, select Notify a product.
Result: The Add a new product start page prompts you to select the type of product that
you wish to notify:

2. Select the type of product that you want to notify.

3. Complete the product detail page with all information you have about the product
(for details about each tab/field, see the following pages).
4. To save the notification as draft (i.e. if it does not contain all mandatory
information), click Save as draft and answer the confirmation message (only if you
have specified that the product contains CMR susbstances and/or nanomaterials –
see 'Product details' tab, p.17'):
Please note that at least a product/component name and the corresponding
language must be filled (as indicated by "**").
Or,
When the information on the notification is complete and all mandatory fields
(indicated by a "*" have been filled in), click Notify. The information will then be
made available to Competent Authorities and Poison Centres. Please note that it
will no longer be possible to delete the notification by that time. Only updates will be
possible.
I. Notifying a single component product

A single component product refers to a

product that is composed of one single
element (e.g. a single bottle of shampoo).

'General information' tab

The General information tab allows the Responsible Person to enter the following
information about the product:

Industry The reference given to the product by the industry (only for industry's
Reference internal use).

Product Name

The product name is a crucial element of the notification since it will be

often used by Competent Authorities or by Poison Centres to search
for a product in the CPNP.
 Important
The product name must be detailed enough to enable the specific identification of the cosmetic
product. It should include the trade mark/brand, the product line and the specific name of
the product as they appear on the product. The complete name should include the function
unless it is part of the specific name of the product.
Examples:
1. Trade Mark / Brand
2. Product Line
3. Specific name (function included)
The complete name of the product is:
Trade Mark / Brand + Product Line + specific name (function included), e.g.:
– Niveo / Repair & Shine smoothing cream
– Niveo / Repair & Shine smoothing shampoo silk
– Elisa / Erden Five Minutes Cream Intensive lip repair balm
– Chenal / Hydra Star Serum Hydratant Repulpant Intense
– Yves St Vincent / Opium Bleu Eau de parfum

Language

When the product is made available on the market with a name translated in different
languages, each of these names has to be mentioned in the notification together with the
corresponding language (selected via the selection box).
The next to the language selection box allows the Responsible Person to add
product name translation(s) and to select the corresponding language(s).
For example:

Should you need to delete a product name translation, just click next to the
corresponding language.
If the product name is the same in all languages, you can indicate this name only once
and select ‘Multilingual’ in the selection box. Please note, however, that 'Multilingual'
cannot be used if the product name is the same in some languages, but different in
others. In this case, all linguistic versions of the product name have to be entered
individually in the system. Even when the name is the same for some languages, it has
to be repeated indicating for each one the corresponding language.

Shades To avoid unnecessary notifications, you can notify the different shades of a product (e.g.
(if applicable) different shades of a lipstick) into one single notification. This can be done only if all
these shades are fully covered by the information contained in the notification.
 The different shades shall be indicated in the shades field and shall be clearly separated
by a " / " preceded and followed by a white space.
The Shades field is limited to 2000 characters for reasons of lisibility.
The translations of these shades in the different languages have to be indicated in the
shades field just below the corresponding linguistic version of the product name.
Please note that when some shades of a cosmetic product are not fully covered by the
information contained in the notification (e.g. different composition information), they
must be notified separately.

Is the product Please select Yes or No to specify here whether the product is specifically intended for
specifically children under 3 years of age.
intended for
children under 3
years of age?

Responsible The notification shall contain at least the name and the address of the Responsible
person Person. This information appears on the left part of the screen under 'Responsible
person' and is automatically retrieved from SAAS on the basis of the login of the user.

Important
When the Responsible Person needs to update or correct its details, this has to be done in
SAAS. Access to SAAS is available from the 'profile' item located at the top right of the CPNP
screen. Only local administrators can modify the Responsible Person details. Never change the
name or country in SAAS; this would lead to the creation of a new Organisation and would
imply new product nofitication!!

Contact person For each notification, the Responsible Person has to indicate the contact details of a
contact person i.e. a physical person to contact in case of necessity.
Pull down the selection box to see the list of all the contact persons that are currently
linked to the Responsible Person, and then select the desired contact person.
If the desired contact person does not appear in the selection box, you can add it. The
person will then become available for linking to this notification and to future
notifications.
 To do so:
1. Click the Add contact icon.
2. Enter he contact person's details on the Add contact person page i.e. first and last
name, phone, postal address, email address, etc.
(Please note that all mandatory fields are indicated by a *).
3. Click Add at the bottom of the page to add the new contact person to the notification.

Result: The new contact person is automatically selected for this notification. At
the same time, an e-mail is sent to this contact person, with information
on data protection.
 Important
All telephone and fax numbers in CPNP need to include the international country calling code.
For example: +32 2 296 93 62.

Please note that contact persons are further managed in the dedicated Contact
persons menu (available for Responsible Persons only):

Every contact person that you create / modify on a notification is immediately added
to / modified in the Contact persons modules, and vice versa. For details, please refer
to 'Managing Contact Persons', p. 45.

Product no Check this box if the product is no longer manufactured.

longer
manufactured

Product ready to Check the 'Product ready to go on the market or already on the market' box if the
go on the market product is ready to go on the market or already on the market.
or already on the Please note that you will not be abe to notify the product if you select this box without
market providing any information about its orginal labelling and packaging in the 'Orginial
labelling & original packaging' accordion of the 'Product details' tab.

Important
To fulfil its legal obligations, the Responsible Person has to notify once the original labelling,
and, where reasonably legible, a photograph of the corresponding packaging at the latest when
the product is placed on the market.

Is the product Select the appropriate option button to indicate whether the product is imported in the
imported in the European Community. If you select Yes, an additional Country of origin selection
Community? boxes will appear to select i) the country of origin and ii) the end date of responsibility:

Please note that there may be rare cases where the same product is imported from
several countries. In such cases, please make one notification per country of origin and
mention the country of origin into brackets in the product name.
Examples: Trade Mark / Brand Repair & Shine smoothing cream (United States)
Trade Mark / Brand Repair & Shine smoothing cream (China)
There may also be rare cases where the same product is both imported and not
imported. In such cases, please make 2 different notifications, i.e. one notification for the
imported version of the product (specifying the country of origin into brackets in the
product name) and another notification for the non-imported version of the product.

Member State of Pull down the selection box to select the Member State of first placing on the market.
first placing on
the market
'Product details' tab
The Product details tab contains 4 different sections:
Carcinogenic, Use this section to specify whether the product contains substances classified as
Mutagenic or carcinogenic, mutagenic or toxic for reproduction (CMR), of category 1A or 1B, under Part 3
toxic for of Annex VI to Regulation (EC) No 1272/2008.
Reproduction
(CMR)
substances

If the product does contain such substances, and you answered Yes to the question, you
will then be prompted to identify each of these based on their INCI/Chemical/IUPAC, CAS or
EC Number:

To help you enter this information, the Names, CAS and EC numbers can be retrieved from
CosIng, when available. To do so, proceed as follows:
1. Type the first characters or digits of the searched INCI/Chemical/IUPAC, CAS or EC
Number in the related input box.
2. Select the appropriate substance in the list of matching substances:

3. To add more substances, click the and proceed likewise.

Important
Please note that the list of ingredients retrieved from CosIng cannot be filtered to include only
CMRs 1A or 1B. Please note as well, that the list of ingredients retrieved from CosIng may
include ingredients which are not intended for use in cosmetic products! You remain responsible
for checking the completeness and the exactness of the information provided, and for changing it
where necessary.
Nanomaterials Use this section to specify whether the product contains substances classified as
nanomaterials under Article 2(1) of Regulation (EC) No 1223/2009 on cosmetic products.

If you answer Yes to this question, the following additional option group will appear:

CPNP will first ask you to answer two questions on the exposure conditions:
- Is the product a rinse off or a leave on product?
- What is the exposure route (dermal, oral and/or inhalation)?

 To add a nanomaterial to the notification

1. Click Add.
Result: A pop up page will appear for you to search for the nanomaterial into
CosIng:

2. To help you enter this information, the INCI, IUPAC, INN, CAS or EC Number can be
retrieved from CosIng, when available.
To do so:
– type at least the first 2 characters or digits of the searched INCI, IUPAC, INN, CAS
or EC Number in the input box. All matching items will show from CosIng,

Important
Please note that the list of nanomaterials from CosIng may include ingredients which are
not intended for use in cosmetic products! You remain responsible for checking the
completeness and exactness of the information provided, and for changing it where
necessary. The CosIng search feature will look for nanomaterials and nanomaterials under
Art.16.
– click the next to the desired item in the search results table:

– check the information about the selected item and the click Add:

Please note that the information about the 'Colorant', 'Preservative' and/or 'UV Filter'
functions is automatically retrieved from CosIng; the 'Other' option is automatically
retrieved from Article 16 of CPNP (Nanomaterials  Notify a nanomaterial).
At least one function is mandatory; a popup will show if you add some functions (e.g.
'Preservative'):
Or,
If the searched nanomaterial is not found, you can add it using the Add new nanomaterial
button at the top right of the Search nanomaterials page:

You will then be able to enter all details of the nanomaterial on a new page:
Editing Nanomaterials
Please note that you can edit old or newly created nanomaterials using the icon
next to a selected nanomaterial:

Please note, however, that only empty boxes and Functions can be edited:
Category & The Category & Frame formulation accordion is used to enter the following information:
Frame
formulation

Category of You have to select here 3 category levels, starting by the Level 1, followed
cosmetic subsequently by Levels 2 and 3:
product

Important
In some rare cases, products may have several 'functions' that may make them
fall under different categories. In these cases, it is the primary function that has
to be considered for the categorisation of the cosmetic product.

The choice of a category at Level 1 determines the categories available at

Level 2; the choice of a category at Level 2 will determine the categories
available at Level 3.
All existing categories are available under the useful links tab of CPNP.

Physical Pull down the selection box to select the physical form of the product.
form Note: 'Liquid' includes formulations (e.g. solution or milks) with low
viscosity, typically below 10.000 cp

Is the Select Yes or No to indicate whether the product is presented in a typical

product non-pressurised cosmetic packaging (e.g. bottle, jar, or sachet) or rather
presented in in a special applicator or packaging. This information might allow Poison
a special Centres to modulate their risk assessment in case of emergency medical
applicator/p treatment.
ackaging? You can view the possible choices in terms of special applicators and
packaging by clicking the .
If you answer Yes, select the appropriate applicator/packaging from the
selection list:

If you select Other in the selection list, you will be invited to suggest an
applicator / packaging denomination (preferably in English). All applicator /
packaging suggested names will be taken into consideration by the CPNP
maintenance group in order to create new applicator/packaging names, or
update the existing ones, where necessary:

Formulation Please note that the Formulation name selection box is enabled only
name after you select category levels in the Category of cosmetic product
section above. Depending on the levels selected, you will be offered a
corresponding list of possible formulation names for selection. Pull down
the selection box and select the appropriate formulation name. The
formulation name provides a more detailed product categorisation, which
is made available to poison centers only.
Important
Choosing a formulation name does not mean that you will be notifying his product
using a predefined frame formulation. After having selected a formulation name
you will still have the choice to notify using a predefined frame formulation, an
exact concentration declaration or a concentration ranges declaration.

If you select Other, you will be invited to suggest a formulation name

(preferably in English). All suggested names will be taken into
consideration by the CPNP maintenance group in order to create new
formulation names, or update those existing, where necessary.

Shouldn't you have any suggestion for any formulation name, you can
then simply repeat the name selected for the Level 3 category.

Please In the majority of the cases, the selection box will offer 3 options, i.e.
choose the Predefined frame formulation, Exact concentrations or Concentration
notification ranges.
type
The reminds you that all ingredients names must be expressed using
INCI names, when available, and that all ingredients quantities shall be
expressed using % w/w

In some cases, depending on the categories of cosmetic products

selected, there may be no existing predefined frame formulation. In such
cases, only two options will be available, i.e. 'Exact concentrations' or
'Concentration ranges'.
Predefined frame A set of predefined frame formulations have been elaborated by an
formulation expert group composed of representatives from Poison Centres,
Competent Authorities, industry trade associations and
Commission’ services. These are available for consultation in a
separate document.
If you select Predefined frame formulation in the 'Please choose
the notification type' selection list, CPNP will automatically propose
the corresponding predefined frame formulation on the basis of the
category and formulation name that you selected. This predefined
frame formulation will be linked to the notification as a PDF
document. Please check the relevance of the selected predefined
frame formulation for the product being notified by clicking the little
icon.:

Important
– The term 'additional ingredient' used in some predefined frame
formulations does not abrogate from the obligation to indicate
substances falling under any of the rules set out in the Appendix to this
User Manual (see p.55) with their exact concentration. Furthermore, it
cannot cover any ingredient that would contribute in a significant way to
the toxicity profile of the cosmetic product.
– A notification via predefined frame formulation can be done only if
the composition of the cosmetic product completely falls within the
concentration ranges mentioned in this frame formulation. In
particular, if any ingredient concentration is higher than the maximum
levels indicated in the predefined frame formulation, or if any ingredient
is not covered by the predefined frame formulation content, this
predefined frame formulation must not be used for the notification.

Depending on the product categories, the physical form and the

formulation name selected, additional information will be asked by
CPNP on specific ingredients of concern and/or the pH value of
the product.
The rules that CPNP applies have been elaborated by an expert
group composed of representatives from poison centres,
competent authorities, industry trade associations and
Commission’ services and are available for consultation in the
Appendix to this User Manual (see p.55). The links between the
categories of cosmetic products and the rules triggered by CPNP
are available under the useful links tab of CPNP.
The following first question will be asked:

Please carefully go through the whole list of ingredients by clicking

on each of the + to expand each section.
Either select Yes, see below, check the box of the relevant
ingredient(s) and indicate its (their) concentration(s) in the product,
or select No as appropriate.
For the other questions, you will usually have the choice between
answering the question in the dedicated field(s) or selecting the
Not applicable check box:
To facilitate the entry of names of ingredients, a link is made to
CosIng to retrieve the information. You can also enter an ingredient
name if the appropriate one is not included in CosIng.

Important
In the case of ethanol and/or isopropanol, 'Not applicable' means
that these ingredients are not present in the product!
In the case of all other ingredients of concern, it means that the
ingredient is either not present in the product, or is present in the
product but under the concentration of concern (according to the
rules set out in the Appendix to this User Manual (see p.55)).
All ingredient names shall be expressed using INCI names, when
available.
Where the information on pH is required and the pH could not be
measured in the product directly, but through an aqueous solution,
extract or dispersion (e.g. for solid formulations), the user should
mention this in the field dedicated to "Any other information of
significance for poison centres" using the expression "pH (aqueous
extract/solution/dispersion)" in English only.
All ingredient quantities shall be expressed using % w/w. The symbol
% w/w shall not be indicated in the answering field.
Please use the English notation for numbers, for example: 0.3, and
NOT 0,3.
For ethanol and/or isopropanol, an updated notification is
required when the content of either ingredient or the sum of both
ingredients changes by more than 5, if the value declared
previously is <30%, or by more than 10, if the value declared
previously is ≥ 30%
For all other ingredients of concern, an updated notification is
required when the concentration of the ingredient changes by
more than 20% of the value previously declared (see Appendix to this
User Manual (see p.55) for further details).
An updated notification is also required when the product does
not fall anymore in the predefined frame formulation, when a new
ingredient of concern enters in the composition of the product or
when an ingredient of concern no longer enters the composition
of the product.

In the lower text box, please also mention any other information on the
product that would be of significance for Poison Centres (using English
only). Such additional information refers in particular to additional
information to identify the product or assess its risk in a poisoning
scenario (e.g. colour, taste, smell, other information to help poison
centers in the assessment of a case):
Exact concentra- If you select Exact concentrations in the 'Please choose the
tions notification type' selection box, you will be asked whether you
want to upload a file for the qualitative and quantitative
composition:

 If you answer Yes, you will be asked to attach the

corresponding file. Please note that only PDFs are allowed.

Important
No hand-written document is allowed.
Only clear and legible electronic PDF text format documents are
allowed.
In order to facilitate poison centres reading in emergency situations,
it is recommended that the exact concentration document starts by
mentioning the ingredients of concerns and their concentration
(according to the rules set out in the Appendix to this User Manual
(see p.55)) and then lists all other ingredients by decreasing order of
their concentration in the product.
All ingredient names shall be expressed using INCI names, when
available.
All ingredient quantities shall be expressed using % w/w.
Please use the English notation for numbers. For example: 0.3, and
NOT 0,3.
Where the information on pH is required and the pH could not be
measured in the product directly, but through an aqueous solution,
extract or dispersion (e.g. for solid formulations), the user should
mention this in the field dedicated to "Any other information of
significance for Poison Centres" using the expression "pH (aqueous
extract/solution/dispersion)" in English only.
For ethanol and/or isopropanol, an updated notification is required
when the content of either ingredient or the sum of both ingredients
changes by more than 5, if the value declared previously is <30%, or
by more than 10, if the value declared previously is ≥ 30%.
For the other ingredients, an updated notification is required when
the concentration of an ingredient changes by more than 20% of
the value declared previously, when a new ingredient enters in the
composition of the product or when an ingredient no longer
enters the composition of the product.

 If you answer No, you have to enter the ingredients one by

one.
To facilitate the entry of names of ingredients, a link is made to
CosIng to retrieve the information. You can also enter an
ingredient if its name is not included in CosIng.
Here too, it is recommended that you start by mentioning the
ingredients of concern, and their concentration (according to
the rules set out in the Appendix to this User Manual (see
p.55)) and then lists all other ingredients by decreasing order
of concentration in the product.

Important
All ingredient names shall be expressed using INCI names, when
available.
All ingredient quantities shall be expressed using % w/w.
The symbol % w/w shall not be indicated in the answering field.
Please use the English notation for numbers. For example:
0.3, and NOT 0,3.
 In the lower text box, please also mention any other information
on the product that would be of significance for Poison Centres
(using English only). Such additional information refers in
particular to additional information to identify the product or
assess its risk in a poisoning scenario (e.g. colour, taste, smell,
other information to help poison centers in the assessment of a
case):

Concentra- If you select Concentration ranges in the 'Please choose the

tion ranges notification type' selection box, you will be asked whether you
want to upload a file for the qualitative and quantitative
composition.

 If you answer Yes, you will be asked to attach the

corresponding file. Please note that only PDFs are allowed.

Important
No hand-written document is allowed.
Only clear and legible electronic PDF text format documents are
allowed. For ingredients that are not of special concern only the
following concentration ranges are allowed:
≤ 0.1%
> 0.1% - ≤1%
> 1% - ≤ 5%
> 5% - ≤ 10%
> 10% - ≤ 25%
> 25% - ≤ 50%
> 50% - ≤ 75%
> 75% - ≤ 100%
In order to facilitate poison centres reading in emergency situations, it
is recommended that the exact concentration document starts by
mentioning the ingredients of concerns and their concentration
(according to the rules set out in the Appendix to this User Manual
(see p.55)) and then lists all other ingredients by decreasing
order of their concentration in the product.
Where the information on pH is required and the pH could not be
measured in the product directly, but through an aqueous solution,
extract or dispersion (e.g. for solid formulations), the user should
mention this in the field dedicated to "Any other information of
significance for Poison Centres" using the expression "pH (aqueous
extract/solution/dispersion)" in English only.
For ethanol and/or isopropanol, an updated notification is
required when the content of either ingredient or the sum of both
ingredients changes by more than 5, if the value declared
previously is <30%, or by more than 10, if the value declared
previously is ≥ 30%.
 For all other ingredients of concern, an updated notification is
required when the concentration of an ingredient changes by
more than 20% of the value previously declared (see Appendix to
this User Manual (see p.55) for further details).
An updated notification is also required when an ingredient falls
in a concentration range different from the one previously
declared, when a new ingredient of concern enters in the
composition of the product or when an ingredient of concern no
longer enters the composition of the product.

As for predefined frame formulations, depending on the product

categories, the physical form and the formulation name selected,
additional information will be asked by CPNP on specific
ingredients of concern and/or the pH value of the product. The
rules that CPNP applies have been elaborated by an expert
group composed of representatives from poison centres,
competent authorities, industry trade associations and
Commission’ services and are available for consultation in the
Appendix to this User Manual (see p.55). The links between the
categories of cosmetic products and the rules triggered by the
CPNP are available under the useful links tab of CPNP.
The following first question will be asked:

Please carefully go through the whole list of ingredients by

clicking on each of +.
Either select Yes, see below, check the box of the relevant
ingredient(s) and indicate its (their) concentration(s) in the
product, or select No as appropriate.
For the other questions, you will usually have the choice between
answering the question in the dedicated field(s) or selecting the
Not applicable or See attachment check box(es):

Important
In the case of ethanol and/or isopropanol, 'Not applicable' means
that these ingredients are not present in the product!
In the case of all other ingredients of concern, it means that the
ingredient is either not present in the product, or is present in the
product but under the concentration of concern (according to the
rules set out in the Appendix to this User Manual (see p.55)).
'See attachment' can be used to answer a specific question only
when the information requested on the ingredient of concern is
provided in the qualitative and quantitative composition document
attached.
All ingredient names shall be expressed using INCI names, when
available.
The quantities of all ingredient of concern shall be expressed using %
w/w. The symbol % w/w shall not be indicated in the answering field.
Please use the English notation for numbers, for example: 0.3, and
NOT 0,3.
  If you answer No, you will be asked to enter the ingredients
and the corresponding concentration ranges one by one by
decreasing order of concentration in the product. To facilitate
the entry of names of ingredients, a link is made to CosIng to
retrieve the information. You can also enter an ingredient if
the name is not included in CosIng:

In the lower text box, please also mention any other information
on the product that would be of significance for Poison Centres
(using English only). Such additional information refers in
particular to additional information to identify the product or
assess its risk in a poisoning scenario (e.g. colour, taste, smell,
other information to help poison centers in the assessment of a
case).

Original Use this section to attach the original labelling and a photograph of the original packaging (where
labelling & reasonably legible).
original
packaging

Only PDF, JPG or JPEG format are accepted.

Please note that 'Original' means the one corresponding to the first placing on the market in the EU.
The submission of the original labelling and of a photograph of the original packaging (where
reasonably legible) is mandatory at the latest when the product is placed on the market.
Various situations may occur:
Example 1:
A single component product without any secondary packaging (e.g. a standalone bottle of
shampoo)
→ The original labelling of the bottle and, if reasonably legible, the photograph of the bottle shall
be submitted.
Example 2:
A single component product with a secondary packaging (e.g. a bottle of shampoo in a box)
→ The original labelling of the box (outer packaging) and, if reasonably legible, the photograph of
the box shall be submitted.
→ Optionally, the original labelling and the photograph of the bottle can also be submitted.
Example 3:
A multi-component product (e.g. a set composed of three bottles)
→ The original labelling of the set and, if reasonably legible, the photograph of the set shall be
submitted.
→ Optionally, the original labelling of each bottle and the photograph of each bottle can also be
added to the notification at the component level.

Important
The labelling shall include any text, symbols, pictures etc. (e.g. art work). It shall cover notably all the
mandatory elements mentioned in Article 19 of Regulation (EC) N°1223/2009. In cases where, in
accordance with Article 19(2), some mandatory information is mentioned on an enclosed or attached leaflet,
label, tag or card, this leaflet, label, tag or card shall also be included in the notification.
If the notification covers several pack sizes or shades, the most legible original labelling & original
packaging are to be attached to the notification, usually the biggest pack size.

 To add an image of the original labelling or a photograph of the original packaging:

1. Click
Result: A pop up will appear where the documents can be uploaded.
2. Click Browse in the Add Document pop up and select the document in the folder structure.
3. Click Save.
4. If necessary, use the to upload additional documents.

Important
The size of all attached documents (labelling, photograph of the packaging, composition document) cannot
exceed 2 MB.

The labelling can also be submitted by using the free text box. This is however limited to the very
specific cases where the labelling is exclusively composed of text.
II. Notifying a multi-component product

A multi-component product refers to a collection of

components sold as set and intended to be used as a mix
or sequentially (e.g. hair colouring kit, skin peeling kit,
permanent styling product, etc.).

A notification that relates to products composed of several components (e.g. hair dye sets, make-up sets) that are not
marketed separately will be different from that of a single component product.

Important
– The notion of single or multi component product has nothing to do with the fact that the product contains several
ingredients/substances in its composition!!
– Please note that sets do not need to be notified as multi-component products provided that all components that compose this
set have been notified individually.

A multi-component notification page is composed of 3 different tabs i.e. 1 General information kit and 2 Component tabs:

'General information kit' tab

The General information kit tab allows the Responsible Person to enter some general information about the product
(e.g. kit, set, etc.).
Except for the group of questions in the block starting with Do the components of the product need to be mixed?,
the information to be entered in the General information kit tab is identical to the information requested in the
General information tab of a single component product. So, for a description of the common fields, please refer to 'I.
Notify a single component product', 'General information tab', p. 13).

The additional, multi-component product-specific questions are grouped in the block starting with Do the components
of the product need to be mixed?
The first question is this:

If you answer Yes to this question, you will be asked whether the product is a hair dye:

If you answer No to the question about hair dye, you will be asked whether the pH is lower than 3 or higher than 10:

If you answer Yes to the question about the pH, you will be prompted to specify the pH range. The pH range cannot
exceed 1 pH unit.

If you indicate that the product is a hair dye, CPNP will directly ask the pH range. The pH range cannot exceed 1 pH
unit.

'Component' tabs
The 'Component' tabs allow you to provide information about each of the components separately (for guidelines
about completing each tab, please refer to the same information relating to single component products p.13).
Except for the Component name(s) in one or more languages, the information to be entered in the Component tabs
of a multi-component product is similar to the information requested in the General information tab of a single
component product. So, for a description of the common fields, please refer to 'I. Notify a single component product',
'General information tab', p. 13).

Important
The component name is a crucial element of the notification, as it might be used by competent authorities or by poison
centres to search for a specific component in the database.
Example:

(*)Disclaimer:
The Marine HAIRCARE* kit contains 3 components:
The product
 Component 1 illustrated here is
Name (EN): HairShock Revitalising Mousse not a real product;
the name and all
 Component 2 its markings have
Name (EN): HairShock Restructuring Fluid been invented for
 Component 3 the sole purpose
Name (EN): HairShock Volumising Cream of clarification.

The component name must be detailed enough to enable its specific identification.
Only in cases where the component has no name (e.g. certain make-up set components) the component name shall be
understood as the description of the component that enables its specific identification.

By default 2 Component tabs are displayed, but additional ones can be added to the notification if necessary using the
Add component button.
Editing Products

The Edit product option is available for Responsible Persons only.

As Responsible Person, you can edit a notification that you have previously entered in
the system.

 To edit a notification:
1. Perform a Simple or an Advanced Search to look for the desired product (see
'Using the Search Tools', p.51).
2. Either:
Click Edit product next to the desired product in the search result list:

Or:
Click on the desired product hyperlink in the 'Product Name' column of the search
result list.
Or:
Click the View product next to the desired product in the search result list, and
then click Edit on the product detail page.
3. Make the required changes and save.

Important
Where any of the information set out in paragraphs 1, 3 and 4 of Article 13 of Regulation 1223/2009
changes, the responsible person or the distributor shall update its notification without delay.

Once the change(s) made, the system will ask you to specify which type of
modification you have made (update or correction) and which specific information
was modified:
 Important
It is important to make a clear distinction between an update and a correction. It is particularly
important to make this distinction when it concerns the formulation.
An ‘update’ of the formulation means a change of previously valid information. The original data are
related to the older product formulation while the updated dataset relates to the new formulation.
Poisons centre must evaluate both formulations in case they cannot reliably decide which formulation
version is involved in an exposure case.
A ‘correction’ of the formulation means change of erroneous or incomplete product information
without changing the (real world) formula. Poisons centre need only evaluate the corrected dataset.

As a Responsible Person, you have the possibility to add some comments (in English
only) in the lower free text box if you wish to provide further details on the modification
that you made.
Click Save to notify the changes in the system. They will then be made available to
Competent Authorities and Poison Centres.

Important
Only an update (not a correction) of the formulation and/or category will create a new version of a
notification. All other changes will simply result in a new timestamp of the same version of the
notification.
Duplicating Products

The Duplicate product option allows Responsible Persons only to duplicate products
that they have notified. This may be useful when very similar products have to be notified
separately i.e. you will not have to enter the same information again.

 To duplicate a product:
1. Perform a Simple or an Advanced Search to look for the desired notified product
(see 'Using the Search Tools', p.51).
2. Either:
Click Duplicate product next to the desired product in the search result list:

Or:
Click on the desired product hyperlink in the 'Product Name' column of the search
result list, and then click the Duplicate product button at the top or bottom of the
product page
Or:
Click the View product next to the desired product in the search result list, and
then click the Duplicate product button at the top or bottom of the product page.
Result: The duplicated product is displayed. CPNP duplicates all data except the answers
to questions relating to ingredients of concern, attached labelling (and packaging
where appropriate) and the Product ready to go on the market or already on the
market checkbox.

3. Click Save as draft and make the required adjustments to the duplicated product.
 Copying Products To Another Organisation

The Copy your products to another Responsible Person option in the Admin menu is
used to copy a selection of your products to another Responsible Person (in case of
merger, for instance). The selected products will then be copied to the designated
Responsible Person's user interface, with new CPNP Product References, a DRAFT
status and a special icon showing that they are coming from another Responsible Person.
The recipient Responsible Person will then be able to edit these products with its own
information. (All information is copied from the source, except for packaging and labelling
information, and contact person details).
In your own interface, the original products will remain unaffected; there will be just
another special icon indicating that they have been copied to another Responsible
Person.

 To copy products
1. In the Admin menu, select Copy your products to another Responsible
Persons.
2. In the Search box, enter either the unique ID of the Responsible Person to which
About Responsible you wish to copy products or the first letters of its name.
Person IDs:
Every Responsible Result: A list of matching organisations is displayed:
Person is uniquely
identified by a system-
assigned ID in CPNP.
This ID is part of a
Responsible Person's
profile and can be
consulted using the
Profile hyperlink in the
Top link bar (see p.10)

3. Click on the desired organisation in the list to select it.

Result: The full name and address of selected organisation will show:

4. In the lower table, select the check boxes for each product to be copied:

5. Should you wish to copy products that you did already copy to another organisation
in the past, please select the Including products previously copied to anohter
Responsible Person check box. This will instantly refresh the lower list to include
such products as well.
6. Click Copy products.
7. Answer the confirmation message.
Result: The selected products are immediately made available to the recipient Responsible
Person in his CPNP user interface. A special icon (i.e. door with arrow pointing
inside) appears next to those products to indicate that they come from another
organisation:

Simultaneously, another special icon is displayed next the products that you have
copied to another organisation: (i.e. door with arrow pointing outside).
Moving Products To a Sub-organisation

The Move products option in the Admin menu is used to move one or more products
from your organisation or one of its sub-organisations to another one of your sub-
organisations or to your main organsiation. The selected products will then show as
DRAFT in the designated Responsible Person's user interface, with the same CPNP
Product References. Please note that all the information is copied, except for packaging
and labelling information, and contact person details.

 To move products
1. In the Admin menu, select Move products.
2. Pull down the Choose the sub-organisation (FROM) selection box and select the
source organisation which currently owns the product(s).
Result: The list of products belonging to the selected organisation is displayed:

3. In the right-most column of the list, select the check boxes for each product to be
moved.
4. Pull down the Choose the sub-organisation (TO) selection box and select the
organisation to which you wish to move the selected products.
5. Click Move products.
Result: The selected products are immediately made available to the recipient sub-
organisation.
 Ensuring Follow-up Of Product Notifications

The My notifications option in the Products menu provides quick overviews of an

RP's products for easy follow-up and management purposes.

 To consult your product notifications

1. In the Products menu, select My notifications.
2. By default, the My product notifications page displays a list of all Draft as well as
Nofiied products from your RP/organisation, ordered by last modification date:

3. You can use the filter options in the upper section of the page to focus only on
Draft or Notified products, products entered during a certain period, with a certain
contact person, etc.
Viewing Product Details

To view the details of a product from a search result page, either click the desired
Product Name hyperlink (this will open the product detail page in edit mode), or click
the View Product.
In View mode, the upper section of a product detail page provides the product
header. It contains the following information:

 product name;
 product name in the interface language;
 responsible person name;
 CPNP reference i.e. the reference given by CPNP to the product;
 current version number (indicating the formula version, not the dataset version,
see below);
 date of the first notification;
 previous version(s) of the product (if any).

The lower section of a product page depends on whether the product is a single or
multi-component product.

Single-component products
The information available in the lowser section of a single-component product is
organised in the following tabs:

General information

The 'General information' tab displays some general information on the product, e.g.:
 the CPNP reference;
 the industry reference (for industry's internal use);
 the version of the notification;
 the last modification date and time stamp;
 the product name(s), shades (if applicable) and corresponding language(s), given
by the responsible person and by the distributors;
 the information on whether the product is specifically intended for children under
3 years of age;
 the responsible person details (at least name and address);
 the contact person details;
 the information on whether the product is ready to go on the market or already
on the market;
 whether the product was imported in the Community (and if so, the country of
origin);
 the Member State of first placing on the market.
Product details

The 'Product details' tab displays information on:

 the category of the product;
 the physical form of the product;
 the special applicator or packaging (if applicable);
 information on the pH of the product (if applicable);
 the notification type (i.e. predefined frame formulations, exact concentrations or
concentration ranges);
 the information on ingredients of concern contained in the product (name and
quantity % w/w).
(Note: where 'not applicable' is indicated, the meaning is indicated in the right
column, i.e. either it means that the ingredient is 'not present' in the product (in
this case 0% w/w is indicated) or is present in the product but under the
concentration of concern (in this case the concentration of concern is indicated));
 the formulation name (and formulation number in case of predefined frame
formulation);
 a hyperlink to the composition of the product (predefined frame formulation, exact
composition or composition with ranges);
 information on CMR substances of category 1A or 1B present in the product;
 information on substances in the form of nanomaterials present in the product;

 the original packaging of the product (accessible by clicking on );

 the original labelling of the product (accessible by clicking on );
 the original labeling of the product (text only).

Versions

If multiple versions exist for the same product, the 'Versions' tab indicates into
brackets the number of versions available and displays information on these different
versions of the notification (period of validity, type of change (update or correction)
and reason for change.

The following buttons are available at the top and bottom right of each tab:

 allows you to duplicate the active notified product (see

'Duplicating Products', p. 36).

 (available if you opened the product page with the View product icon)
allows you modify the information about the product (see 'Editing Products', p.34).

 allows you to create a PDF document for the notification.

 allows you to go back to the search screen.
Multi-component Products
The information avalable in the lower section of a multicomponent product is
organised in the following tabs:

General information

The 'General information' tab displays some general information on the product, e.g.:
 CPNP reference i.e. the reference given by CPNP to the product;
 the industry reference i.e. the reference given by the industry to the product (for
industry internal use);
 the version of the notification;
 the last modification date and time stamp;
 the product name(s), shades (if applicable) and corresponding language(s),
given by the responsible person and by the distributors;
 the information on whether the product is specifically intended for children under
3 years of age;
 the responsible person details (at least name and address);
 the contact person details;
 the information on whether the product is ready to go on the market or already
on the market;
 if the product imported in the Community (and if yes, the country of origin);
 the Member State of first placing on the market;
 the pH of the mixed product (if appropriate)
 the original packaging of the product (accessible by clicking on );
 the original labelling of the product (accessible by clicking on );
 the original labeling of the product (text only)

Component

Each 'Component' tab(s) display(s) information on:

 the component name(s), shades (if applicable) and corresponding language(s),
given by the responsible person and by the distributors, if any;
 the category of the component;
 the physical form of the component;
 the special applicator or packaging (if applicable);
 the notification type (i.e. predefined frame formulations, exact concentrations or
concentration ranges);
 the information on ingredients of concern contained in the component (name
and quantity % w/w). (Note: Where 'not applicable' is indicated, the meaning is
indicated in the right column, i.e. either it means that the ingredient is 'not
present' in the product (in this case 0% w/w is indicated) or is present in the
product but under the concentration of concern (in this case the concentration of
concern is indicated));
 a hyperlink to the composition of the component (predefined frame formulation,
exact composition or composition with ranges);
 the formulation name of the component;
 information on CMR substances of category 1A or 1B present in the component;
 information on substances in the form of nanomaterials present in the
component;
 other information of significance for poison centres;
 optionally, the original packaging of the component (accessible by clicking on
);
 optionally, the original labelling of the component (accessible by clicking on );
 optionally, the original labeling of the component (text only)

Versions

If multiple versions exist for the same product, the 'Versions' tab indicates into
brackets the number of versions and displays information on these different versions
of the notification (dates of validity, type of change (update or correction) and reason
for change.

The following buttons are available at the bottom right:

 allows you to duplicate the active notification (see 'Duplicating

Products', p. 36).

 (available if you opened the product page with the View product icon)
allows you modify the information about the product (see 'Editing Products', p.34).

 allows you to create a PDF document for the notification.

 allows you to go back to the search screen.
Managing Contact Persons

The Contact persons menu is available for Responsible Persons only. It is used to
manage (i.e. create, edit, delete) all contact person associated to/that can be
associated to notifications.

Every contact person that a user creates / modifies on a notification is immediately

added to / modified in the Contact persons module, and vice versa. Every new
Contact person is automatically allocated by a unique ID and is described by its
name, postal address, phone and fax numbers and email address.

 To consult the Contact persons details:

1. From the Contact persons menu, select List.
2. To look for a specific person, enter the first few characters (i.e. min.3
characters) of its name or surname in the search box. All matches will be listed
in the lower section:

Or,
Select the Add contact persons hyperlink to display the list in full.

3. To edit a person in the list, click next to the person, make the appropriate
changes, and then click Save.
Or,

To delete a person, click and answer the confirmation message.

(Please note that a Contact person can not be deleted if it is already used in
connection with an existing notification. CPNP checks this when you save.)
 To add a new Contact person:
1. From the Contact persons menu, select New contact person.
Result: The Add contact person page opens:

2. Enter all required information about the new Contact person.

3. Click Save.
Result: The new Contact person is immediately available for use in notifications;
simultanesouly, he/she will receive an e-mail with information on data
protection.
Distributors Entering/Viewing/Editing Notifications
(Article 13(3))

A Distributor who makes available in a Member State a cosmetic product already

marketed in another Member State and, for that purpose, translates, at his initiative, any
element of labelling in order to comply with national law is obliged to notify this in CPNP
after finding the Responsible Person who first notified the product. All this information is
managed in the dedicated Distribution menu.

Entering New Notifications Pursuant To Article 13(3)

 To enter a distribution notification, proceed as follows:

1. Select Notify a product in the Distribution tab:

2. Select Yes or No to indicate whether you know the unique CPNP reference of the
product that you wish to notify.
3. If you have selected 'Yes', enter the CPNP Product Reference in the next input
box, and then select it in the list of matching Product References found in CPNP:

Or,
If you do not know the CPNP Product Reference and you have selected 'No' above:
– Enter (the first characters of the) name of the Responsible Person for the
product that you want to distribute.
Result: Based on this information, CPNP will display a limited list of results of
matching Responsible Person's name:

– Select the Responsible Person from the list of matching results.

 – Enter at least 5 characters of the searched product in tne Product name in the
Member State of dispatch box.
(The Member State of the dispatch is the country where the product was brought
on the market by the Responsible Person).
Result: Based on this information, a limited list of matching product names is displayed.
– Select the desired product in the list of the proposed results.

4. Select the Member State in which it is made available.

(The Member State where the product is made available is the Member State
where you are bringing the product on the market).

5. Specify an End date of distribution if required.

6. In the Comments box, enter any comments or remarks about the distribution if
necessary.
7. In the Distributor product name box, enter the name of the product as given by
the distribtor in the selected country, in the specified language. (The same product
in the same country can be distributed under different names in different
languages):

8. If the product is distributed in more than one country, the system foresees a tab per
country: click the Add country button to enter the translations per country.
9. To save the notification as draft, click Save as draft.
Or,
When the information on the distribution notification is complete, click Notify and
confirm. The information will then be made available to Competent Authorities and
Poison Centres. It will be linked to the original notification of the product being
distributed. Please note that it will no longer be possible to delete the notification by
that time. Only updates will be possible.
Consulting Notifications Pursuant To Article 13(3)

Using the dedicated My notifications option in the Distribution menu, Distributors

can look for products/notifications based on any combination of the following criteria:
Responsible Person name, CPNP Product reference, Member State in which the
product is made available by the Distributor and/or Status of the related notification
(i.e. 'Draft' or 'Notified):

Editing Notifications Pursuant To Article 13(3)

Once a search for notifications pursuant to Article 13(3) has been performed,
click next to the notification that you wish to edit, update or correct, make your
changes and then click Save.
Replying to CA/PIC Comments

Using the CAs/PICs Comments tab on a product notification page, national

Competent Authorities and Poison Centres can raise points / initiate discussions with
a responsible person in case they need any clarifications or have any queries or
comments about the product at hand. Competent Authorities/Poison Centers can only
see the discussions that they have personally initiated, as well as the feedback to
these, given by the responsible person. Responsible Persons, on the other hand, are
expected to provide feedback to any such comments left by national Competent
Authorities and/or Poison Centres on the notifications that they are in charge of.

 To reply to a comment:
1. Either click the link in the comment received notification that you have received by
email.
Or,
Perform a search and open the commented product to which you wish to reply.
2. Select the CAs/PICs Comments tab.
3. Click Reply next to the desired comment.
4. Type your reply in the Your Reply to (…) box.
5. Click Send.
Result: Your reply is added to the CAs/PICs Comments tab; simultaneously, an email is
sent to Competent Authority or to the PIC who posted the comment.
Using the Search Tools

The Products menu offers 2 search options for finding products, organisations and
notifications i.e.
 Simple search
 Advanced search

In addition to these standard product/notification search features, a dedicated Search

option is available in the Distribution menu to look for a product/notification based
on: i) the Product Name in the Member State where the Distributor made it available,
ii) the Member State where the product is made available by the Distributor and/or iii)
the status of the notification (i.e. 'Draft' or 'Notified).

Simple Search
The Simple search option in the Products menu allows you to quickly search for a
notification using key words. To reduce the amount of data returned at least five
characters must be entered and the number of results is limited to 100.

As a Responsible Person, you can find only notifications that you (or users acting on
your behalf) have entered into the system. A Responsible Person with several users
acting on his/her behalf can find any notifications entered by these users. A
Responsible Person can search for draft and submitted notifications.
The Simple search searches on product names (including Distributed Product
names), component names, responsible person names, distributor names, CPNP
references, etc.
Advanced Search
The Advanced search option in the Products menu allows you to search products
within CPNP by combining multiple search criteria.
The Advanced search criteria are organized on two different tabs i.e. General
information and Category & formulation:

 The General information tab allows you to search on the following general
information criteria about the product:

 The Category & formulation tab allows you to search on the following criteria
related to the category and the formulation of the product:

When multiple versions exist for a notification, any previous (i.e. historic) versions will
show on a row with a grey background, and the word 'Old' will appear in the Version'
column. The current version of a notification, on the other hand, is always displayed
with a white background.
At the bottom right of each search, the and buttons are available to
either reset the search criteria or launch the search based on the criteria that you have
entered.

Consulting Notifications

Once a simple search or an advanced search has been performed, CPNP will display
a list of matching notifications:

When more than 10 results are found, they are distributed over a number of pages.
Use the page browse button at the bottom of each page to quickly navigate from one
page to another:

Please note that a product can appear on several lines with the same CPNP Ref.
These are products for which the Name has been supplied in more than one
language. In the example below, the same hair product appears in English and
French:

Please note as well that the 'Category' column shows level-3 categories only.