What legal documents are needed?

Felix Letellier Merida -

There are two basic requirements to sign up with the Food Assembly as a supplier:

  1. You must have a legal status which allows you to sell food as a business (eg. sole trader/ partnership, limited company, cooperative society etc.). If you don’t have one yet the easiest option is to sign up with HMRC as a sole trader. This is free and will require you to fill in a self-assessment tax return once a year. Read more here.
  2. You must be registered with your local council as a food business (unless you’re a producer of primary products and only sell directly to customers in small quantities). This can easily be done online. If you have received a Food & Hygiene rating this should ideally be a 4 or 5.

What legal documents are needed?

We work with a payment service provider (Mangopay) who creates an e-wallet for you to handle payments. For this we will need you to upload a few documents. Below is a list of the legal documents we need you to upload.

If you don’t have a scanner you can just take a picture of your documents with your phone. If you only have a digital version, you can take a screenshot.

If you are a farmer or grower of primary products and don’t process any food or butcher animals you are exempt from providing the local council food business registration.

NOTE: please fill in your company information section first. The required documents will be adapted according to what your legal status is.

The required legal documents from each producer are:

From Limited companies/ CICs:

  • Bank statement showing IBAN and BIC of your business’ registered bank account
  • Scan or photo of valid ID Card (driver’s licence or passport) of a company’s legal representative
  • Registration with local council as a food business (Food Business Registration Form OR Food and Hygiene Rating) → take a screenshot of your food and hygiene rating here: http://ratings.food.gov.uk/
  • Proof of legal entity (limited company or CIC) showing shareholder information,  eg. annual report or company incorporation (if you’re a CIC limited by guarantee memorandum of association)→  can be downloaded from company' s house website

From sole traders:

  • Bank statement showing IBAN and BIC of your business’ registered bank account
  • Scan or photo of valid ID Card (driver’s licence or passport)
  • Registration with local council as a food business (Food Business Registration Form OR Food and Hygiene Rating) → take a screenshot of your food and hygiene rating here: http://ratings.food.gov.uk/
  • Proof of legal entity: HMRC registration letter as Sole Trader or self assessment tax return (showing UTR) or a relevant certificate of registration for value added tax (showing VAT number & confirming that you’re a sole trader). This could also be a screenshot of your HMRC online account showing your UTR.

From partnerships:

  • Bank statement showing IBAN and BIC of your business’ registered bank account
  • Scan or photo of valid ID Card (driver’s licence or passport) of one partner
  • Registration with local council as a food business (Food Business Registration Form OR Food and Hygiene Rating) → take a screenshot of your food and hygiene rating here: http://ratings.food.gov.uk/
  • Proof of legal entity: Document showing the type of legal entity (partnership) and names of partners--> could be HMRC registration of partnership, tax return or partnership statement, screenshot from HMRC online account

From registered societies (co-operative societies, community benefit societies)

  • Bank statement showing IBAN and BIC of your business’ registered bank account
  • Scan or photo of Valid ID Card (driver’s licence or passport) of treasurer/  representative
  • Registration with local council as a food business (Food Business Registration Form OR Food and Hygiene Rating) → take a screenshot of your food and hygiene rating here: http://ratings.food.gov.uk/
  • Proof of legal entity (registered society) → registration with Financial Conduct Authority

Please also upload any type of label or certification, ie. Soil Association Organic Product Certification, as we will then be able to display the label on your product pictures.

Also note that it is important to have public and product liability insurance as you are solely liable for your products.

 

If you are doing one of the below please upload the following, too:

If you process food:

  • Food and Hygiene Rating

Note: Having an HACCP (Hazard Analysis and Critical Control Point System) or equivalent in place is critical for everyone that processes food.

If you handle products of animal origin (you butcher on your site/ produce milk on your site):

  • Establishment Approval under EU regulation (EC) 853/2004

If you produce alcohol:

  • HMRC License as Alcohol Producer/ Brewer
  • Personal Alcohol Licence, issued by local council

If you are a beekeeper:

  • British Beekeepers Association: Certificate of Proficiency in Apiculture
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