Documentation Supply Policy

Professional Use and Liability Disclaimer

Perfume Extract supplies raw materials, ingredients, and products strictly for professional formulation, research, or manufacturing purposes. Customers acknowledge that these materials are not finished consumer products and that Perfume Extract does not certify, approve, or assume liability for the safety, regulatory compliance, or suitability of any finished products formulated from these materials. Customers are solely responsible for ensuring compliance with all applicable laws, including chemical, cosmetic, labeling, and safety regulations. Where regulatory or safety assessments are required, customers must engage qualified professionals, such as members of the Royal Society of Chemistry (RSC) or the British Toxicology Society (BTS).

General Documentation Availability

Documentation (where available) can be downloaded by customers who have purchased the corresponding raw materials, products, or ingredients. These documents are attached to completed orders in your account dashboard, not on the individual product pages.

Limited Availability & Responsibility

While we aim to provide documentation, some materials—particularly rare or hard-to-source items—may not have datasheets available. Products sold without documentation are provided for educational and evaluation purposes only, and no refunds will be issued if documentation is missing or unavailable.

Customers acknowledge that no claims, cancellations, or refunds will be accepted based on missing, incomplete, or unavailable documentation. This includes SDS, CLP information, Certificates of Analysis (CoA), IFRA Certificates, allergen declarations, and Annex VIII / PCN composition data.

If you plan to use our raw materials to create finished products requiring a cosmetic safety assessment, safety report, or similar, it is your responsibility to verify the availability of the necessary datasheets before purchase.

In cases where a datasheet is not available on the product page, you agree to contact us prior to purchase to confirm availability. You accept that failure to do so means you cannot claim a refund if documentation is later unavailable.

Documentation Responsibility and Risk

Customers acknowledge that availability of any documentation cannot be guaranteed, and that all purchases are made with the understanding that Perfume Extract is not responsible for regulatory compliance, finished product safety, or suitability of materials for any application. No claims, cancellations, or refunds will be accepted based on missing, incomplete, or unavailable documentation, including but not limited to SDS, CLP information, Certificates of Analysis (CoA), IFRA Certificates, allergen declarations, or Annex VIII / PCN composition data. Customers are responsible for verifying the availability and adequacy of documentation prior to purchase, particularly where regulatory assessment, finished product testing, or cosmetic safety evaluation is required.

If documentation for any material, ingredient, or product—including items in a kit or gift set—is not available on the product page, please do not purchase that item, as we may be unable to supply the necessary information.

Customers acknowledge that availability of documentation cannot be guaranteed. Purchases cannot be cancelled or refunded on the basis of missing or unavailable documents.

Definition of “Datasheets”

For the purposes of this policy and product page references, the terms “Documents” and “Datasheets” refer specifically to Safety Data Sheets (SDS) where available.

The term “Datasheets” does not imply the availability of any of the additional documentation:

  • IFRA Certificates

  • Certificates of Analysis (CoA)

  • Allergen Declarations

  • Annex VIII / PCN composition data

  • Technical dossiers

  • Compositional breakdowns

  • Regulatory declarations beyond CLP classification

Additional documentation is supplied only where explicitly stated and where made available by the manufacturer.

SDS / REACH / CLP Information

PLEASE NOTE:

Safety Data Sheets (SDS)

SDS are supplied in accordance with UK REACH (Registration, Evaluation, Authorisation, and Restriction of Chemicals) and GB CLP (Classification, Labelling and Packaging). The SDS contains information about the hazards of a substance, safe handling procedures, and first aid measures.

Safety Data Sheets (SDS) provided support CLP classification only and may not contain the compositional detail required for Annex VIII poison centre notification. We do not provide Annex VIII composition data, PCN-specific datasets, or expanded constituent concentration ranges beyond those stated in the SDS.

Under UK chemical legislation, including REACH, CLP, and COSHH, raw materials must be handled, stored, and disposed of safely. Customers are responsible for engaging fully trained and qualified personnel for safe handling, including qualified assessors (e.g., RSC or BTS members) where regulatory compliance or finished product safety requires it.

Limitation of Liability for Finished Products

SDS and related documentation provided support only safe handling and classification of raw materials. Perfume Extract assumes no liability for the formulation, stability, safety, or regulatory compliance of any finished products. Customers must ensure that all materials are suitable for their intended use and must conduct any necessary testing or engage qualified professionals to verify regulatory compliance. Reliance on documentation for any purpose other than raw material handling is at the customer’s own risk.

Whilst it is not mandatory, we recommend that users create an online account to be able to track and download available documents at any time. In the absence of an account, SDS will still be supplied, but only following receipt of a valid proof of purchase and users should allow up to 14 days for available documents to be issued.

Annex VIII / Poison Centre Notification (PCN)

Our essential oils, absolutes, CO₂ extracts, resinoids, and related natural materials are supplied as UVCB substances (substances of Unknown or Variable composition, Complex reaction products or Biological materials).

Due to their inherent variability and upstream supplier limitations, these materials are supplied without Annex VIII / Poison Centre Notification (PCN)-supporting compositional concentration data. In accordance with Regulation (EC) No 1272/2008 (CLP), Annex VIII, responsibility for ensuring that sufficient information is available to support PCN submission rests with the downstream user placing mixtures on the EU market. Customers are responsible for determining the regulatory suitability of these materials for their intended use.

Certificates and Documentation

IMPORTANT:

There is no legal requirement to supply the following documentation, and we do so in good faith only when it is passed on to us by our suppliers. If we have the documentation, it will be made available as a download along with the SDS for customers who have purchased the corresponding materials:

Certificates of Analysis (COA)

Certificates of Analysis are documents issued by a manufacturer or supplier that detail analytical test results for specific batches of a material. They are widely used in regulated industries (e.g., pharmaceuticals under EU GMP guidelines) and in supply chains where purchasers require batch-specific quality verification.  

However, there is no standalone legal requirement under UK or EU chemical or cosmetics legislation that raw materials such as single aroma chemicals or essential oils must be supplied with a CoA. 

CoAs are generally contractual or quality assurance documents supplied at the discretion of the manufacturer/supplier, not a statutory obligation. 

If a CoA is made available by a supplier for a particular raw material, it will be provided alongside the SDS where possible.

Accordingly, unless additional documentation is explicitly stated as available, the SDS represents the complete and only documentation supplied.

Customers must verify documentation availability prior to purchase. Any use of materials without confirming regulatory or safety documentation is at the customer’s sole risk. We do not accept claims for missing documentation after purchase, regardless of the reason.

Commercial and practical reasons include:

  • Supplier confidentiality: CoAs often contain detailed compositional or purity information, considered proprietary. Sharing this could reveal manufacturing or sourcing details.
  • Legal and liability considerations: Providing a CoA could be misinterpreted as a guarantee for the batch received, or as confirmation of compliance at the finished product level.
  • Operational consistency: Not all suppliers issue CoAs for raw materials, so our policy ensures fairness and avoids confusion over missing documentation.

IFRA Certificates

IFRA certificates provide guidance relating to fragrance compounds’ compliance with IFRA’s voluntary standards for safe use, particularly regarding potential allergens and restrictions.

  • IFRA standards are voluntary industry guidelines, not mandated by law.
  • Certificates are generally only applicable to finished fragrance mixtures, not individual raw materials.
  • Customers using raw materials to create finished formulations must assess suitability and safety personally or consult a chemist if unsure.
  • IFRA Certificates: https://ifrafragrance.org/safe-use/ifra-certificates
  • IFRA Standards: https://ifrafragrance.org/standards

Allergen Certificates

Allergen declarations are required by law only at the finished cosmetic product level, not for individual raw materials. Under EU Regulation (EC) No 1223/2009 (Annex III), cosmetic products containing listed fragrance allergens above defined thresholds must include these in their labeling. The UK’s retained version in Schedule 34 of the UK Cosmetics Regulation 2019 has the same requirement. These obligations do not extend to raw chemical ingredients supplied for formulation.

Voluntary Documentation

Where no legal obligation exists, documentation may be provided voluntarily and in good faith where supplied by upstream manufacturers or distributors. This may include COA, IFRA Certificates, or allergen information.

Customers acknowledge that voluntary documentation availability cannot be guaranteed, may change without notice, and that we accept no liability for loss, delay, or regulatory impact arising from missing, incomplete, or unavailable documentation.

Voluntary Documentation and Customer Responsibility

Any additional documentation, including CoAs, IFRA Certificates, allergen declarations, or compositional data, is provided voluntarily and only when supplied by upstream manufacturers. Customers acknowledge that such documentation may not be available for all materials or batches, and that Perfume Extract accepts no liability for missing or incomplete documentation. Customers are responsible for confirming documentation adequacy for regulatory, safety, or commercial purposes prior to purchase. Failure to review available documentation does not constitute grounds for cancellation, return, or refund.

Liability

We accept no liability for any loss where you purchase raw materials, products, or ingredients for which safety documentation is not available, including but not limited to: SDS/MSDS, CLP, Allergen, IFRA, Annex VIII / PCN, or COA.

Use of Products / Customer Responsibility

Our products (perfume and candle making raw materials and ingredients) are sold on the understanding that buyers have suitable knowledge and experience to use them safely and competently.

We do not provide formula instructions, consultation, or guidance on evaluating or using any materials or products.

Manufacturer Information

Unless explicitly stated in the product description, we do not provide manufacturer information. Only purchase items where the manufacturer is clearly listed if this is important. No refunds will be given for materials purchased in error.

Third-Party Manufacturer References

Where manufacturer names, trade names, brand identifiers, or fragrance house references are used in product descriptions, such references are provided strictly for identification purposes only.

Perfume Extract is an independent raw material supplier and is not affiliated with, endorsed by, sponsored by, or an authorised distributor of any third-party manufacturer unless explicitly stated in writing.

We do not represent ourselves as acting on behalf of, or under appointment by, any fragrance house, aroma chemical manufacturer, multinational supplier, or brand owner.

Documentation availability is limited to what is lawfully distributable within our supply chain and should not be interpreted as equivalent to purchasing directly from the original manufacturer.

Purity, Dilution, and Essential Oils

Materials may be supplied pure or diluted, and specifications will indicate the concentration and carrier/solvent.

Odour descriptions are provided by the manufacturer as a general guide. Fragrance perception is subjective, and the scent may vary between users.

Diluted Materials

By purchasing a diluted material, you explicitly request that we prepare the raw material to order at the specified ratio using the indicated carrier or solvent. This dilution service is provided free of charge for the convenience of the customer, particularly for items that may be difficult to handle, such as powders, resins, absolutes, and crystals. 

Important:

  • Any Safety Data Sheet (SDS) provided relates to the undiluted raw material unless otherwise stated.

  • Customers are responsible for verifying concentration, carrier/solvent, and suitability for their intended purpose.

  • The type of solvent used and the dilution ratio will be included on the label used when we supply any diluted materials, i.e. 10 DPG or 5 PEA etc

  • By accepting and using diluted materials, you assume full responsibility for their handling, storage, use, and disposal, including any risks associated with dilution or the carrier/solvent.

  • Customers must ensure that the material meets their requirements before purchase. No refunds will be issued for items purchased in error.

Essential Oils

Essential oils are supplied as cosmetic ingredients only. We are not required to provide warnings for topical or therapeutic use. For non-cosmetic applications, customers should seek professional advice and label products appropriately.

Acceptance

By submitting an order order with us, you accept these terms and agree to be bound by and accept the documentation supply policy terms as stated.

Scope of Responsibility Acknowledgement

By placing an order, customers acknowledge that all raw materials supplied are chemical substances intended for professional formulation use. Customers are solely responsible for ensuring the safe handling, storage, use, and regulatory compliance of all materials. The SDS constitutes the primary regulatory documentation supplied, and no refunds, returns, or claims will be accepted due to missing, incomplete, or unavailable additional documentation. Perfume Extract does not act as a regulatory consultant, Responsible Person for cosmetics, or a verifier of compliance. Customers must engage qualified professionals where required.

For the avoidance of doubt, all raw materials supplied are chemical substances. Customers acknowledge responsibility for safe handling, storage, and use, and must engage qualified assessors where required for compliance. The SDS constitutes the primary documentation supplied, and no refunds, returns, or claims will be accepted due to missing, incomplete, or unavailable documentation.

Documentation Scope Clarification (Supplementary)

Scope of Documentation Supplied

Safety Data Sheets (SDS), where available, constitute the primary regulatory documentation supplied with perfume raw materials.

Additional documentation (including but not limited to IFRA Certificates, Certificates of Analysis (CoA), Allergen Declarations, Annex VIII / PCN composition data, technical dossiers, or compositional breakdowns) is supplied only where explicitly stated on the individual product page and where provided by the original manufacturer.

We do not guarantee availability of additional documentation beyond what is listed.

No Blanket or Future Documentation Guarantees

We do not provide advance, blanket, or open-ended confirmation of documentation availability for:

  • All materials

  • Future purchases

  • Unspecified product ranges

  • Hypothetical orders

Documentation availability must be verified on a per-product basis at the time of order via the Datasheets tab and this policy.

References to “documentation” or “datasheets” should not be interpreted as a guarantee of regulatory suitability for cosmetic, food, medical, or consumer product manufacture.

Raw Material Supplier Status

Perfume Extract supplies raw fragrance materials only.

We do not act as:

  • A regulatory consultancy

  • A Responsible Person (UK/EU Cosmetics)

  • A compliance verification service

  • A formulation advisory service

Customers remain solely responsible for determining regulatory suitability, intended use compliance, and documentation adequacy for their business model and jurisdiction.

Manufacturer-Limited Documentation

Where additional documentation is offered, this is strictly limited to what is made available to us by the original manufacturer or distributor.

We are unable to:

  • Generate new regulatory documents

  • Modify manufacturer-issued documentation

  • Provide compositional disclosures beyond what is legally distributable

  • Create Annex VIII poison centre submissions

  • Issue batch-specific CoAs unless expressly stated

 

Pre-Purchase Verification Requirement

Customers whose regulatory framework requires guaranteed IFRA certification, Annex VIII composition data, allergen declarations, or batch-specific CoA for all materials must confirm availability prior to purchase.

If the documentation scope outlined does not meet your requirements, you should not proceed with ordering.

 

Acceptance of Scope

By placing an order, customers acknowledge that documentation is limited to what is published and made available under this policy and on individual product pages at the time of purchase.

No reliance may be placed on informal communications, including verbal statements, chat messages, or unverified emails, regarding documentation. Only information confirmed on the relevant product page and as set out in this policy at the time of purchase constitutes the official documentation supplied.

 

Policy Interpretation

These policies must be read in conjunction with our Terms and Conditions and product information provided at the time of purchase. Where multiple provisions apply, they shall be interpreted together and in a manner that best reflects the nature of made-to-order chemical materials, their documentation (SDS), and applicable safety, hygiene, and regulatory obligations, including REACH, CLP, and COSHH.

Nothing in this policy limits or excludes any statutory rights which cannot be excluded under applicable law.