F-Gas Certification & Eligibility Policy

F-Gas Certification & Eligibility Policy

This policy explains who may buy from us, what evidence we require, and how the verification process works. Please read it before placing an order.

1. We sell to certified undertakings only

Refrigerant Solutions Limited supplies fluorinated greenhouse gases ("F-gases") in cylinders.

Under retained Regulation (EU) No 517/2014, as implemented in Great Britain by the Fluorinated Greenhouse Gases Regulations 2015, fluorinated greenhouse gases may only be sold to, and purchased by, undertakings that hold the relevant certification. We are required to verify that certification and to keep records of it.

We do not sell to consumers. We do not sell to individuals or businesses that cannot evidence current, valid F-Gas certification. Placing an order does not create a contract, and no goods will be released to you unless and until verification is complete.

2. Who is eligible

You may buy from us if you are an undertaking that holds one of the following, current and unexpired:

  • A company F-Gas certificate issued by a UK Government-approved certification body (for example REFCOM, Bureau Veritas, Quidos, or another body approved under the Regulations), covering stationary refrigeration, air conditioning and heat pump equipment; or
  • An equivalent company certification recognised for the purposes of the Regulations, where the purchase is made in the course of that certified activity.

The named account holder placing the order must be authorised to purchase on behalf of the certified undertaking.

3. What we require from you

For each account, we require:

  • The full registered name of the certified undertaking
  • Its company registration number
  • The name of the issuing certification body
  • The certificate number
  • The certificate expiry date
  • A legible copy or scan of the certificate itself
  • The name and position of the person authorised to order on the undertaking's behalf

Send this to contact@refsolutions.shop, quoting your order number.

4. How verification works

  1. You place an order. At checkout you confirm that you are ordering on behalf of a certified undertaking and that you will supply the evidence set out above.
  2. We authorise, but do not take, payment. Your card is authorised for the order value at the point of order. No money leaves your account at this stage.
  3. You send your certification to contact@refsolutions.shop. We ask you to do this within three working days of placing the order.
  4. We verify it. We check the certificate against the issuing body's public register where one is available, and we check that it is current and covers the products ordered.
  5. If verification succeeds, we accept your order, take payment, and dispatch the goods. Our acceptance of your order — and therefore the contract between us — takes effect at the point we confirm dispatch, not when you place the order.
  6. If verification fails, or we do not receive your certification within three working days, we cancel the order and release the payment authorisation in full. No charge is made. Funds held under an authorisation are released by your bank, which may take a few working days to show on your statement depending on your card issuer.

We may contact you before cancelling if something looks like a simple administrative problem, such as an unreadable scan, but we are not obliged to.

5. Repeat orders

Once your undertaking is verified, we hold your certification details on file and you will not need to resubmit them for each order. We will re-verify:

  • when your certificate reaches its expiry date;
  • if the certification body's register indicates a change in your status; or
  • if the authorised contact on the account changes.

We will contact you in advance of expiry where we can. If your certificate lapses, further orders will be held pending updated evidence.

6. Your obligations

By placing an order you confirm that:

  • you are an undertaking holding current, valid F-Gas certification;
  • you are purchasing in the course of that certified activity and not for resale to, or use by, any uncertified person;
  • the information and documents you supply to us are true, current and complete;
  • you will notify us promptly if your certification is suspended, withdrawn or expires; and
  • you will handle, store, use and dispose of the goods in accordance with the Regulations and the applicable safety data sheet.

Supplying false or misleading certification evidence to obtain refrigerant gas is a serious matter. We will refuse the order, close the account, and where appropriate report the matter to the relevant enforcement authority.

7. Records

We are required to keep records of sales of fluorinated greenhouse gases, including the identity and certification of the purchaser. We retain these records for a minimum of five years and make them available to the Environment Agency or other enforcement authority on request. Our handling of the personal data within those records is described in our Privacy Notice.

8. Refusal of orders

We may decline any order at our discretion, including where verification is incomplete, where the quantity ordered is inconsistent with the certified activity, or where we have reasonable grounds to suspect the goods are intended for an uncertified end user. Where we decline an order, any payment authorisation is released in full.