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What is this?

You have received an invitation link to a packaging request from one of your customers. For the EU Packaging Regulation (PPWR), your customer needs reliable details about the packaging you supply — such as materials, weight, recycled content, and the substances it contains. This information is the basis for your customer’s technical documentation and EU declaration of conformity.

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Why is my customer asking for this?

The EU Packaging Regulation (PPWR) obliges manufacturers and those who place packaging on the market to keep technical documentation for their packaging and to issue an EU declaration of conformity. To produce that evidence, your customer needs concrete data on every packaging component — from the materials to regulated substances. That information often does not sit with the customer but with you, as the supplier of the packaging or the packaging material. That is why your customer asks you for it. Your data then feeds directly into their conformity evidence.
You need no user account and do not have to register. The link in the invitation email takes you straight to the form.

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Your role under the regulation (Art. 16 PPWR)

Your customer asking you for this data is not a favour — it is set out in the regulation itself: under Art. 16(1) PPWR, suppliers of packaging and packaging materials provide the manufacturer with all information and documentation needed to demonstrate conformity, including the relevant technical documentation. As a rule you do not have to issue the declaration of conformity yourself; your customer remains responsible for that as the manufacturer.
The regulation prescribes no particular form: paper and electronic transmission are equivalent. Through this portal you provide exactly what your customer needs for their evidence, in a structured way — which is the shortest route to fulfilling your Art. 16 duty.
Your customer uses a single link for you. If they request further packaging data later, that new request is reachable through the same link — you never get a second, parallel access. If more than one request is open, the link first shows you an overview split into “To do” and “Completed”. You work through each request separately — via “Start request” or “Continue”. If only one request is open, the link takes you straight into it. The link stays valid as long as your customer keeps using it. After a longer period of inactivity it can expire — in that case simply ask your customer for a new link.

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Security: your email address and the one-time code

Two safeguards make sure nobody can change data you have already provided just by holding your link. 1. Your email for security codes. Before you submit for good, you confirm in the field “Email for security codes” the address that future codes and security notices should go to: “One-time security codes and security notices about this data go to this address. Use one you can read yourself.” It is prefilled with the address your customer has on file for you. “Confirm address” sends a 6-digit code there; as soon as you enter it, the address is confirmed. Everything you have entered so far stays saved either way. 2. A one-time code when you change things. If you change data you have already submitted, a window “Confirm it’s you” can appear. The 6-digit code is already on its way at that point — you do not have to request it, and this never happens on a first fill. After entering it, you continue exactly where you were.
Did you not ask for a code? Do not enter it and do not pass it on. Reply to the email that carried it instead — your reply goes directly to your customer, who can then review it with you.
If you cannot read the mailbox the code goes to, ask your customer to update your email address — you cannot change it in the form yourself.

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What to have ready

Having these documents to hand before you start makes the data entry considerably faster:

Packaging specifications

Material build-up per component (e.g. board, film, closure) and the materials used.

Weights

The mass of each component, ideally in grams.

Recycled content with source

The share of recycled material — and, if stated, where the value comes from and how it was determined.

Substance evidence

Test reports or supplier declarations for heavy metals and — for food contact — PFAS.

Existing documents

Technical documentation, supplier declarations, or declarations of conformity you already have, as PDF.

Your upstream supplier's contact

Name, email, and country — in case data is missing and you want to pass the request on.

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Done in a few steps

1

Open the invitation link

Click the link in the email. If only one request is open you land in it directly; if several are open you pick one from the overview first. You see who sent the request, which packaging units are affected, by when the data is requested (“Requested by …”), and any notes your customer added. On this start page you also check your own company details (company name, contact, country).
2

Drop your documents

At the very top sits the area “Drop your documents here”. Drag your documents in or choose them — technical documentation, supplier declarations, declarations of conformity, test reports. PDF, JPG, and PNG up to 10 MB per file are accepted, several at a time. More on this in the next section.
3

Add the component data

In “Your data request”, every requested item is listed with its status — Open, In progress, Ready, or Document provided — and a progress indicator (“X of Y ready”). The components sit right inside the row; via “Enter data” or “Add component” you fill in:
  • Required: name and materials (multi-select).
  • Optional: code/polymer, mass in grams, recycled content in percent — a value above 0 additionally requires source and method.
  • Regulated substances: heavy metals (sum in mg/kg) and — for food contact — PFAS. As soon as you enter a value or an assessment, you need a basis of claim — either a test report (attach the report file directly) or a supplier declaration (no file needed) — plus the measurement standard or method.
Numbers can be entered with a comma or a dot (1,5 as well as 1.5). Below an unfinished row you see what is still missing (“Missing: Heavy metals”) — clicking it takes you straight there.
4

Pass it on if you are missing data

If part of the packaging comes from your own upstream supplier, pass the affected items to them via “Delegate” — by automatic email or as a copyable link.
5

Review and submit

In the “Review & submit” step you see a summary (X of Y ready, components, documents). If a declared substance is missing its basis of claim, submission is blocked — the page lists the open items by name and takes you there on click. Finally, tick the confirmation “I hereby confirm that the information I have provided is accurate and complete.” and send with “Submit reply”. If you change anything afterwards, the tick is reset — it always confirms exactly the final state.
You can change the language of the form at any time in the top right — German, English, French, Spanish, and Chinese are available. Switching only changes the display, not the entries you have already made.

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Dropping documents and having them read

Whether documents are analysed automatically depends on your customer’s setup. If nothing happens after upload, enter the values by hand. Where the analysis is active, we read every file and fill the values we find into your fields. You always have the last word:
  • Every file gets its own row with its state: Uploading…, Reading, Stored, Limit reached — stored, not read, Already here — not added (with Add anyway), or Failed. After a failure you can retry via Try again.
  • Placement: where we are not sure, we ask: ""{fileName}” appears to be about {unit} ({n}% confidence).” You answer with That’s right, Choose another unit, or No specific unit. Documents without a specific unit sit under “Your documents” at Entire request — where you can also remove them again before submitting.
  • Newly detected components: if a document describes components that are missing from your reply, they appear with the badge Newly detected. You decide: Add to reply, Rename (correct the code and name), or Discard.
  • Values in the form: values that were taken are marked from document (“Taken from {fileName}. You can change it.”). If a document contradicts your entry, Document: {value} with use this stands beside it. If the document said nothing about a field, you see AI: not found in the document.
  • Which main document is sufficient depends on your role: either Supplier declaration / technical documentation or Declaration of Conformity (DoC). The one offered to you carries the note sufficient. Further evidence is optional (Further evidence (optional)).

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What was read out of a file

Each document carries a receipt such as “5 applied · 2 to review · 1 missing” — what went straight into your fields, what still needs your confirmation, and what was not in the document at all. In the hub, a line such as “3 values read from ‘datasheet.pdf’ — review & submit” points you to where to carry on.

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Your customer is asking about a specific field

If your customer has asked about a single entry, the ask sits right next to the field concerned — as the marker “Requested by customer”.

Field marker 'Requested by customer' on the PFAS field

Clicking it opens a small panel with the reason for the ask, the document it refers to and, where available, the quoted passage. So you do not have to guess what is meant: enter the answer in that same field and send it back with the usual submit.
Such follow-ups often arise automatically, shortly after you submit something: the system reads your documents and reports missing or unclear entries back in your customer’s name. They come at most once a day and always concern specific fields — never the whole request again.
A document does not replace the component data. The form says so explicitly: “Documents do not replace the component data (e.g. heavy metals in mg/kg) — please enter it here as well.” So an uploaded document alone does not complete an item. If you send documents only, a dialog points that out — you can still submit.
Is my progress saved as I go? Your form entries are only transmitted when you submit — if you leave the page before that, entries not yet submitted are lost (the page warns you). So try to complete a data entry you have started in one sitting. Uploaded documents, by contrast, are stored immediately.

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After submitting

Once you have submitted, your customer is notified and you see a confirmation page. Your reply is then locked — you cannot edit it yourself any more. That is intentional: it makes it unambiguous what you provided as binding information. Your submission is the confirmation. Values you entered yourself or explicitly adopted count as confirmed by you. A value that was only prefilled from a document and that you never touched does not count as confirmed — your customer reviews it themselves.
  • Correction requested by the customer. If your customer requests a correction, the same link shows the assistant again — with all your previous entries prefilled.
  • Replacing rejected documents. If your customer rejects individual documents, the reopened view jumps to “Your documents”. There you see each document’s status (“Accepted”, “Rejected”, or “In review”) with the reason for rejection, and you can swap out rejected files via Replace or Re-upload.
  • Requesting a correction yourself. If you spot a mistake yourself, you can request a correction from the answered view — with a mandatory reason. That notifies your customer, who then decides whether to reopen the request.
  • Messages to your customer. The message thread stays open after submitting too.

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Frequently asked questions

Pass the affected items to your sub-supplier via “Delegate”. You select the items and enter their name, email, and country. Delivery is either automatic by email or manual via a copyable link that you share yourself. Your sub-supplier’s answers flow back directly to your customer; the items you passed on are marked as delegated in your overview.
No. Your sub-supplier’s answers go directly to the requesting customer; you receive no automatic notification. The items you passed on remain visible as delegated in your overview. A forwarded link is valid for 30 days.
Submission is blocked while a declared regulated substance (heavy metals or PFAS) is missing its basis of claim — the page lists the open items by name. Also check that you have ticked the accuracy and completeness confirmation and confirmed your email for security codes.
No. A document substantiates your data, it does not replace it: values such as heavy metals in mg/kg belong in the component’s fields as well. You can still submit — but your customer then receives a reply without the requested values and will ask for them again.
Recycled content is optional. But if you enter a value above 0%, the form additionally requires the source and the method used to determine it.
A test report is not mandatory. A supplier declaration is also a valid basis of claim — and needs no file attached. Only if you choose the test report do you have to attach the report file.
As a rule, no. As a supplier or a fulfilment service provider you deliver your own documentation — a supplier declaration or your technical documentation is sufficient. Your customer issues the declaration of conformity as the manufacturer. Only if your customer has you on file as an importer, distributor, or authorised representative does the form ask for a Declaration of Conformity (DoC).
Your form entries are only transmitted when you submit — if you leave the page before that, entries not yet submitted are lost (the page warns you). Uploaded documents, by contrast, are stored immediately. After submitting, your reply is locked and can only be edited again through a correction requested by your customer.
No. Simply open the same invitation link again: the assistant is shown once more, a “Correction requested” banner points it out, and all your previous entries are prefilled. Adjust only what needs to change and submit again.
Check your spam folder and whether you are looking at the right mailbox — the code goes to the address on file for your company. Wait up to 15 minutes, then request a new code. If that does not help, ask your customer to check your email address — you cannot change it in the form yourself.
Use the message thread. It is reachable from every step and stays open after submitting — so you can ask a question about the request at any time.
PDF, JPG, and PNG up to 10 MB per file are accepted. For larger files: compress the PDF or split it into several documents. Other file types are not accepted.
Your customer has asked about exactly this entry. Click the marker: the panel names the reason, the document the ask refers to and, where available, the quoted passage from it. Enter the entry in that same field and submit as usual — no separate reply is needed.
That is normal and not a fault: after you submit, the system reads the uploaded documents. If it finds a missing or unclear entry, it reports that back in your customer’s name automatically — usually within a minute.The new request only ever concerns the specific open points, not the whole request again, and there is at most one such follow-up per day. In the portal it sits right next to the field concerned as “Requested by customer”.

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Help

Stuck, or have a question about the request? Write to us at help@polygon-one.eu — we are happy to help.