What is the ODS Licensing System?
The new Regulation (EU) 2024/590 established a general bans on ODS in the EU, with a few exemptions. To prevent circumvention, which could harm the environment and result in unfair competition, strict control measures are essential. Such control is partly ensured through obligatory ODS trade licences, as well as annual reports to the Commission from undertakings trading or using ODS where this is still allowed. Additionally, these measures enable the EU to comply with its licensing and reporting obligations under the Montreal Protocol.
To obtain a trade licence, or to be able to report, undertakings first need to register in the ODS Licensing System. Through this online platform run by the European Commission, undertakings can request licences for the types of imports and exports of ODS that are still permitted in the EU. It also serves as the first entry point for undertakings that need to submit an annual report using a dedicated reporting tool by the EEA.
Undertakings must get their licence validated by the Commission before they can start trading; simply requesting one is not sufficient. Licences vary depending on the intended use and the specific substance involved (e.g., Licence for import of substance for feedstock use – substance HCFC 22). The same undertaking can hold multiple licences, each covering all shipments related to a specific type of exempted ODS use and substance. These licences are valid for up to three years.
Please note that the ODS Licensing System does not cover fluorinated greenhouse gases. If you want to know about licensing of those gases, please consult the F-gas Portal.
ODS Licensing System
| When to go to the ODS Licensing System? | How to use the ODS Licensing System? |
|---|---|
Log-in to the ODS Licensing System if you want to:
| Manuals for the ODS Licensing System: If you need more information on the ODS Licensing System, please consult the manuals |
Who needs to register?
Registration in the ODS Licensing System is required for those that need a trade licence and/or need to submit an annual report.
Import and export (including transit) of bulk ODS
If your undertaking is importing or exporting (including transit) ODS for the following uses, you must obtain the necessary trade licences and submit your annual report:
- Feedstock uses
- Process agent uses
- Essential laboratory and analytical applications
- Critical uses of halons
- Destruction or reclamation of ODS
- Emergency use of methyl bromide
Import and export (including transit) of ODS-containing products and equipment
If your undertaking is importing or exporting (including transit) ODS products and equipment for the following uses, you must obtain the necessary trade licences
- Products and equipment containing halons for critical uses
- Products and equipment containing ODS for destruction
- Products and equipment containing ODS for essential laboratory and analytical uses
While undertakings must obtain licenses for the import, export, or transit of these products and equipment, they are not required to fulfil any reporting obligations.
Other entities that need to report
In addition to importers and exporters, the following undertakings dealing with ODS in bulk must register in the ODS Licensing System for reporting purposes:
- Producers of ODS
- Destruction facilities that destroy ODS
- Feedstock users that use ODS
- Process agent users that use ODS
In cooperation with the European Commission, the European Environment Agency (EEA) collects and verifies the annual reports submitted by undertakings in the Business Data Repository. The Commission compiles non-confidential data at EU level and send it to the Ozone Secretariat of the United Nations Environment Programme (UNEP), in compliance with the Montreal Protocol.
To ensure full compliance, please refer to the detailed rules outlined in the new Regulation (EU) 2024/590 on ODS.
How to register
Step 1: Create your EU Login
- Action: Create a personal EU login.
- Details: Visit the European Commission login page to create an account.
Step 2: Log in to the ODS licensing system
- Action: Log in with your EU login credentials.
- Details: Access the ODS licensing system directly with your new EU credentials.
Step 3: Complete and submit your registration
- Action: Fill out the registration form.
- Details: Choose whether you are an EU undertaking, non-EU undertaking, customs authority, a Member State competent authority or a non-EU national ozone unit. A targeted registration form will appear to provide all required details and documentation. Once ready, submit the registration request.
Step 4: Commission review
- Action: The Commission checks your registration request.
- Details: Your registration is reviewed for completeness and accuracy. The Commission aims to do so within 10 working days.
Step 5: Feedback and correction
- If complete and accurate:
- Outcome: The Commission validates your registration request.
- Notification: You (as the account manager) receive a notification confirming the registration.
- If incomplete, incorrect or additional information needed:
- Outcome: The Commission identifies issues or requests additional information and returns the registration request. The account manager receives a notification by e-mail that further input is needed. The details are available in the registration request in the ODS Licensing System.
- Correction required: You will need to correct or provide the requested information.
- Resubmission: Afterwards, submit the registration request again.
Compliance checklist
- Keep your registration updated
- Failure to update your registration may result in cancellation.
- EU companies
- Must provide their organisation details (full organisation name, address, phone number and EORI number).
- Must provide contact details (name and email of a contact person).
- Must indicate their activities with ODS and/or ODS products and equipment
- Must provide a registration statement signed by an authorised representative
- Non-EU companies
On top of the data required to EU companies, undertakings located outside the EU must fulfil the following requirements:
- Appoint an only representative based in the EU. The only representative assumes full responsibility for compliance with the Ozone Regulation.
- Provide a financial identification form and VAT number.
- Both the only representative and the represented company must sign the registration form.
The EU Single Window Environment for Customs
To enforce Regulation (EU) 2024/590, authorities responsible for ODS and customs in Member States have access to the ODS Licensing System. This system is linked to the EU Single Window Environment for Customs, so when a trader declares an import or export at customs, officers are automatically alerted to stop the shipment if the trader lacks the necessary ODS licence. In addition, each time a licence is used, the amounts of ODS involved are recorded in the ODS Licensing System. For more information on the EU Single Window, visit our dedicated customs taxation web pages.
If you are a customs authority, you can find all information on registering and using the ODS Licensing System in our manual.
Withdrawal of the United Kingdom and EU rules in the field of import/export licenses
Following Brexit, the Windsor Framework applies to ODS trade:
- No licence is required for ODS trade between EU Member States and Northern Ireland.
- A licence is required for ODS trade between Great Britain and the EU or Northern Ireland.
- Undertakings located in Northern Ireland can register in the ODS Licensing System without appointing an EU only representative.