Product Information File (PIF)

What is a PIF?

A Product Information File (PIF) is an essential document required for the registration of cosmetic products in the European Union (EU) and the United Kingdom (UK). It is a compilation of all the necessary information and data regarding the safety, quality, and efficacy of a cosmetic product.

A PIF is a very important document that is needed for compliance with the EU and UK cosmetic regulations, and it should be prepared with utmost care and attention to detail. The PIF must be kept available at all times by the Responsible Person, for up to ten years after market launch. The file should be updated regularly, as it is subject to inspection by the Authorities.

What should be included in a PIF?

A PIF should among others include the following information:

• Product description: It should include the name, brand, and intended use of the cosmetic product.
• Composition: The PIF should contain a list of all the ingredients used in the product, including their concentration, function, and source.
• Manufacturing method: It should cover the method used to produce the product, including the equipment used, the batch size, and the quality control procedures.
• Stability testing: The PIF should contain information on the stability of the product, including the methods used and the results obtained. This is essential to ensure the quality and safety of the product.
• Packaging: Information about the packaging of the product should be part of the PIF, including the materials used and their compatibility with the product.
• Safety assessment: The safety assessment is a critical part of the PIF, and it should include a detailed analysis of the potential risks associated with the product and the measures taken to mitigate those risks.
• Claims: The PIF should include all the claims made about the product, including its efficacy claims and any therapeutic or medicinal claims.
• Labeling: The labeling of the product is crucial, and it should comply with the EU and UK labeling regulations. The PIF should contain a copy of the label, including the product name, ingredients, warnings, and instructions for use.

Examples of non-compliant PIFs

Missing or incomplete information: A PIF that is missing or has incomplete information is considered non-compliant. For instance, if the PIF does not contain the composition of the product or the safety assessment, it is considered non-compliant.

Incorrect information: If the information provided in the PIF is incorrect or misleading, it is also considered non-compliant. For instance, if the PIF claims that the product contains an ingredient that is not actually present, it is considered non-compliant.

Outdated information: If the PIF contains outdated information or no longer relevant data, it is also considered non-compliant. For example, if the stability tests were conducted several years ago, and the product has undergone significant changes since then, the PIF is no longer valid.

In 2022, the European Commission fined a cosmetics company €320,000 for failing to provide a complete and accurate PIF for a hair dye product. The company had omitted information about the product's composition, which led to concerns about safety.

In March 2021, the European Commission fined a multinational cosmetic company €27.6 million for imposing a minimum sales price on its products in some European countries, which violated EU competition rules. This penalty was not specifically related to non-compliance with PIF regulations, but it does demonstrate that regulatory authorities in the cosmetic industry are actively enforcing rules and regulations.

Additionally, in 2021, several cosmetic companies were subject to product recalls due to non-compliance with PIF regulations. For instance, in June 2021, the UK’s Medicines and Healthcare products Regulatory Agency (MHRA) issued a recall of several hand sanitizer products due to non-compliance with the labeling requirements.

Thus, it is essential for companies to ensure that their PIFs are up to date and meet all regulatory requirements to avoid potential sanctions.

The risks of non-compliance

As demonstrated in the examples above, non-compliance with the EU and UK cosmetic regulations can have severe consequences for the manufacturer and/or the Responsible Person. If a non-compliant PIF is discovered during an inspection, the manufacturer may be subject to fines, product recalls, or even legal action. Moreover, non-compliant products pose a risk to consumers, which can result in serious health issues or even death. Therefore, it is crucial to ensure that the PIF is compliant with the regulations to protect both the manufacturer and the consumers.

The preparation of a compliant PIF is essential for the registration of cosmetic products in the EU and UK. The PIF should contain all the necessary information and data regarding the safety, quality, and efficacy of the product.

It is vital to ensure that the PIF is complete, accurate, and up-to-date, as any non-compliance can result in severe consequences for the manufacturer, Responsible Person and consumers. By following the guidelines and including all the necessary information in the PIF, a Responsible Person can ensure compliance with the EU and UK cosmetic regulations and ensure the safety and quality of their products. Furthermore, they should regularly update the PIF as new information becomes available to ensure continued compliance and safety of their products.