New General Product Safety Regulation (GPSR) requirements: Key obligations for manufacturers and importers

In April 2023, the European Union adopted the General Product Safety Regulation (GPSR) – a new regulation on the safety of consumer products. This regulation replaced the previous Directive on General Product Safety (2001/95/EC) and adapts the regulations to current market needs, especially in the context of globalization of trade, the development of e-commerce and new technologies such as the Internet of Things (IoT).

In this article, we will discuss in detail what each GPSR product must have, referring to the key areas indicated in the attached graphic material.

Manufacturer information and contact details

Manufacturer identification obligation

According to the GPSR, every product placed on the EU market must contain legible and durable information about the manufacturer. This data should include:

• Name of the manufacturer (company or individual),
• Company headquarters address ,
• Contact details enabling the consumer or regulatory authorities to quickly contact the manufacturer.

Importance for safety and responsibility

This obligation aims to ensure full traceability of a product in the event of a safety issue. If a product is found to be defective or non-compliant, market surveillance authorities will be able to quickly locate the manufacturer and take appropriate action.

Information about the importer/seller and their contact details

When does the importer take over the obligations of the manufacturer?

Where the manufacturer is based outside the EU, the importer is responsible for ensuring the product complies with the GPSR requirements. Importers must:

• Include your contact details on the product, packaging or documentation,
• Ensure that the manufacturer has conducted a risk analysis and provided appropriate documentation.

The role of sellers

Retailers and distributors are also required to cooperate with market surveillance authorities and monitor whether the products they sell meet safety requirements. If necessary, they are required to withdraw products from the market.

Safety information

Key Security Requirements

Any product subject to GPSR must be safe for the user under foreseeable conditions of use. This means that manufacturers must:

• Provide warnings about potential hazards associated with the use of the product,
• Provide clear markings indicating compliance with safety requirements, e.g. CE symbols or other certificates.

Increased requirements for IoT products

Internet-connected products (e.g. smart devices) must meet additional requirements, such as resilience to cyber threats, to prevent, for example, unauthorized access to user data.

Instructions – if the use of the product requires it

Language localization of documentation

GPSR introduces the obligation to provide user manuals and product information in the language of the country where the product is sold. This means that:

• Consumers must have access to documentation in their native language, including both paper and digital instructions,
• Failure to comply with this requirement may result in the product being withdrawn from the market.

When is instruction required?

Instructions for use are required for products that:

• They have complicated operation,
• They can be dangerous if used incorrectly (e.g. power tools, children's toys).

Technical documentation, including risk analysis

Risk analysis as the basis for documentation

The manufacturer is required to conduct a comprehensive risk analysis for each product. This analysis should include:

• Identification of possible hazards associated with the use of the product,
• Risk minimisation measures, such as additional safeguards or warnings.

Technical documentation

For market surveillance purposes, the manufacturer must prepare full technical documentation of the product, which includes:

• Technical description and product specifications,
• Safety test results,
• List of harmonized standards applied.

Summary

The introduction of the General Product Safety Regulation (GPSR) significantly increases the requirements for manufacturers, importers and sellers, placing an emphasis on safety and transparency. Key requirements, such as providing instructions in the local language or a thorough risk analysis, aim to protect consumers and increase trust in products available on the EU market.

Companies operating in the EU must adapt their processes to meet the new requirements. Failure to comply with the obligations can result in financial penalties, product recalls, and even reputational damage. Therefore, it is worth conducting a compliance audit and implementing appropriate procedures now.

How does ICEberg CMS 5 support GPSR compliance?

The new requirements resulting from the General Product Safety Regulation (GPSR) pose numerous challenges for manufacturers, distributors and online retailers. These include the need to manage and deliver technical documentation, user manuals and safety data in a compliant manner. In this context, content management systems such as ICEberg CMS 5 are becoming a key tool to support companies in meeting the GPSR requirements.

Below I present how ICEberg CMS 5 can help various market players:

For manufacturers and distributors

Manufacturers and distributors are responsible for ensuring that their products meet the GPSR requirements, including providing appropriate documentation and technical information. ICEberg CMS 5 offers a number of features that facilitate these responsibilities:

1. Central management of documentation and instructions

   • Ability to store all operating instructions, technical documentation and safety data in the system.
   • Built-in tools enable easy document updating and versioning, allowing you to quickly make changes in line with regulatory requirements.

2. Publish and share via API

   • ICEberg CMS 5 allows you to publish and automatically share documentation and other product parameters via API to various sales channels and trading partners.
   • This feature allows manufacturers to share updated instructions and product data in real time with online stores, wholesalers and other entities.

3. Automatic language localization

   • The system supports multilingual content management, which is key in the context of the GPSR requirement to provide instructions in the language of the country where the product is sold.
   • ICEberg CMS 5 allows you to prepare and distribute translations within one central database.

4. Maintaining compliance with standards

   • Through integration with quality and compliance management systems, ICEberg CMS 5 helps manufacturers monitor and document compliance with harmonized standards.

For online stores

Online stores must provide consumers with access to full product information, including user manuals and safety information. ICEberg CMS 5 supports merchants in achieving these goals by:

1. Automatic product data synchronization

   • Online stores can use the ICEberg CMS 5 API to automatically download and sync product data, including manuals and other documents from manufacturers and distributors.
   • Synchronization also includes updates, eliminating the risk of offering consumers outdated or incomplete information.

2. Integrated product content management

   • The system enables easy presentation of complex product information on store pages, such as instructions, technical data or certificates, which increases transparency towards consumers.
   • Possibility to present documents in various formats (PDF, download links, video) tailored to user needs.

3. Ensuring Compatibility with Local Languages

   • Stores can automatically present content in the user's language based on data provided by manufacturers, simplifying the implementation of the multilingual requirement under GPSR.

4. Easy product recall management

   • In the event of a product recall, ICEberg CMS 5 allows you to quickly identify related content and automatically remove it from your sales channels.

Benefits of implementing ICEberg CMS 5 in the context of GPSR

1. Fulfillment of legal requirements

   • By centrally managing and automating the processes related to publishing and updating documentation, ICEberg CMS 5 helps manufacturers and resellers avoid potential penalties for GPSR non-compliance.

2. Saving time and costs

   • Automating processes such as translating, updating and synchronizing data reduces workload and minimizes the risk of errors.

3. Increased transparency and consumer trust

   • With easy access to complete and understandable product information, customers feel more secure, which translates into greater loyalty and higher sales.

4. Scalability and flexibility

   • ICEberg CMS 5 is suitable for both large manufacturers and smaller retailers, making it a universal solution in a dynamically changing market.

Summary

ICEberg CMS 5 is a comprehensive tool that can significantly facilitate manufacturers, distributors and online stores to adapt to the new GPSR requirements. This system allows you to manage documentation, product data and their distribution in an efficient and compliant manner, supporting companies in building compliance and protecting consumer interests.

Implementing ICEberg CMS 5 not only makes it easier to comply with regulatory obligations, but also raises the standards of customer service and transparency, which is crucial in the competitive e-commerce environment.