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 - please make sure it is high quality and not blurry. 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 account name of your business’ registered bank account
  • Scan or photo of valid Photo ID Card (driver’s licence or passport) of your company’s legal representative. If you do not have either of these please upload a birth certificate and utility bill with the same name. Alternatively please find a different legal representative who has a passport or driving license - a business partner or family member.
  • Registration with local council as a food business (letter / email confirmation from your local council that your Food Business Registration Form has been accepted OR a Food and Hygiene Rating from your EHO) → 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 return showing your certificate of incorporation, confirmation statement and shareholder information →  can be downloaded from company' s house website
  •  If you’re a CIC limited by guarantee we need a memorandum of association (can be downloaded from company' s house website) and a copy of your annual return (can be downloaded from the mutuals register)

From sole traders:

  • Bank statement showing IBAN and account name of your business’ registered bank account
  • Scan or photo of valid Photo ID Card (driver’s licence or passport) of your company’s legal representative. If you do not have either of these please upload a birth certificate and utility bill with the same name. Alternatively please find a different legal representative who has a passport or driving license - a business partner or family member.
  • Registration with local council as a food business (letter / email confirmation from your local council that your Food Business Registration Form has been accepted OR a Food and Hygiene Rating from your EHO) → 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). This could also be a screenshot of your HMRC online account showing your UTR. Not sure how to find your UTR? Look on HMRC website.

From partnerships:

  • Bank statement showing IBAN and BIC of your business’ registered bank account
  • Scan or photo of valid Photo ID Card (driver’s licence or passport) of one partner. If you do not have either of these please upload a birth certificate and utility bill with the same name. Alternatively please find a different legal representative who has a passport or driving license - another partner or family member.
  • Registration with local council as a food business (letter / email confirmation from your local council that your Food Business Registration Form has been accepted OR a Food and Hygiene Rating from your EHO) → 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. Find your UTR number on HMRC website.

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

  • Bank statement showing IBAN and account name of your business’ registered bank account
  • Scan or photo of Valid Photo ID Card (driver’s licence or passport) of treasurer/  legal representative. If you do not have either of these please upload a birth certificate and utility bill with the same name. Alternatively please find a different legal representative who has a passport or driving license - a business partner or family member.
  • Registration with local council as a food business (letter / email confirmation from your local council that your Food Business Registration Form has been accepted OR a Food and Hygiene Rating from your EHO) → 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 and annual return - find this on the mutuals register.

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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