9. Approval numbers
Approval Number
9.1. The CA must give a unique approval number to each food business establishment it approves, or conditionally approves, in accordance with Article 148 of Regulation (EU) 2017/625. For LA approved establishments, the convention is the LA’s two-letter code followed by a unique three digit number (E.g. AA123 for an approved business in Aberdeen City Council). For FSS approved establishments, the convention is a unique four digit number (e.g 1234).
9.2. Although, in principle, CA should use this protocol, there are exceptions to this rule. CAs may allow FBOs to retain an approval code that had been allocated by another CA, where an establishment is passed from FSS to the LA or vice versa. This would avoid the need for businesses to change their packaging, labelling etc., thereby avoiding any potential cost implications. However, the Competent Authorities are advised to consider phasing these out over a period of six months, by which time such businesses should have used up all existing stocks of pre-printed labelling materials.
9.3. This would require the approval document to indicate:
- the new approval number for the establishment;
- the old approval number that can continue to be used for a fixed period;
- clarification that only one approval number can be used at a time and, hence, once the new number is used, use of the old number MUST be discontinued.
9.4. An approval number is not transferable. For example, if an establishment ceases to operate and the approval is surrendered or withdrawn, the approval is no longer in existence. If the FBO then intends to move to a new premises, that establishment would have to be given a new approval number, unless they apply to the CA to retain the approval number when moving to a new establishment in the same LA area. More details in section 9.7 below.
Approval number - Change of Ownership
9.5. Where a premises has been re-assessed for approval due to a change of ownership of the premises and approval is granted, generally a new approval number should be given. However, to have regard to issues of risk, cost and proportionality, the approval number may not need to be changed where, other than for the change of FBO, the operations are to remain essentially the same, i.e. the type of food production and the food safety control arrangements will remain essentially the same.
Approval number - Co-located establishments
9.6. For new co-located establishments subject to dual enforcement by FSS and the LA, in order to avoid the allocation of dual approval numbers, FSS should issue the approval number relevant to all the operations.
Moving premises within the same CA area – retaining approval numbers
9.7. If an FBO of an approved establishment moves from their existing premises to a new one, the CA may allow the FBO to retain the same approval number which was provided to them for the establishment which they are vacating.
9.8. The FBO must apply for approval at the new establishment. The operation at the new premises will be subject to a new approval including application for approval, a site visit and assessment of compliance with the requirements of the legislation.
9.9. The FBO must have been granted approval prior to operations commencing in the new location. Where this move is within the same Authority boundary, the LA may allow the FBO to retain its existing approval number. For FSS approved establishments, Scotland is considered one area.
9.10. In order to ensure that the approval numbers remain unique to a single establishment, the approval must first be surrendered by the FBO and operations at the existing premises must cease. The same number can then be re-issued to the FBO at the new premises, if approval is deemed to be appropriate.
9.11. In addition to the above, re-allocation of an approval number would only be permissible where the FBO of the business remains the same, and the activities remain substantially the same, when the establishment moves to a new location.
9.12. If an FBO of an approved establishment moves to another CA’s area, the approval number cannot be retained.