Operators in the organic farming sector must notify the Administration of Technical Agricultural Services (Administration des services techniques de l’Agriculture – ASTA) of their activity so they can be officially registered as operators (producers, preparers/processors, distributors, resellers, importers, etc.) in the organic farming sector.

The notification must be filed through MyGuichet.lu from a certified business eSpace.

Who is concerned

Any natural or legal person wishing to commence, update or cease an activity in the organic farming sector.

Preliminary steps

Setting up a business eSpace

Any applicant who does not yet have a business eSpace on MyGuichet.lu must create one to be able to file their notification of activity online.

First, log in to MyGuichet.lu. To do so, you will need a LuxTrust product (Token, Smartcard or signing stick) or an electronic ID card (eID).

Next, you need to create a business eSpace.

Consult the help section on MyGuichet.lu.

Data to prepare beforehand

You will need to prepare the data that will be requested about the business or farm in question, i.e.:

• if you are an agricultural producer:
  • your unique ASTA identifier (if you already have one) and the VAT number of the business/farm (if you have one);
  • the names, addresses and contact details of all sites where the activity is being undertaken, and of all subcontractors (if any);
  • general information about the business/farm (farmland, livestock, production output);
• if you are a processor or fall under any of the other categories of operators:
  • your unique ASTA identifier (if you already have one) and the VAT number of the business;
  • the notification filed with the Food Safety Unit (Division de la Sécurité alimentaire);
  • the NACE code for the main activity (if it exists);
  • the names, addresses and contact details of all sites where the activity is being undertaken, and of all subcontractors (if any);
  • the annual turnover from the business's various activities.

Deadlines

The notification of activity must be submitted promptly after signing the contract with an inspection agency so that there are no delays in:

• registering the activity/activities; and
• commencing the organic farming activities.

How to proceed

Submitting the application

The notification of activity is filed using a MyGuichet.lu virtual assistant (wizard) (see the 'Forms / Online services' section below).

Before submitting the application, you must complete the following steps:

• input of the required information;
• confirmation;
• validation.

Applicant's identity details

You will be required to provide the following identity details:

• your 13-digit national identification number;
• your surname(s);
• your first name(s);
• your telephone number;
• your email address.

Reason for applying

You will need to specify:

• whether or not you are a new organic operator;
• whether the notification is being filed to declare a main organic farming activity for the purpose of:
  • production; or
  • processing, distribution, storage, importation, exportation, or other.

If you have a unique ASTA identifier, you must enter it in the appropriate field.

You will then be required to specify the reason for filing the notification of activity:

• update of the operator;
• change of operator details;
• add/remove an activity site;
• add/remove an activity;
• change of the inspection agency (IA);
• termination of the activity.

Operator's identification and contact details

You will need to specify:

• whether or not you have a SER farm holding number; and
• whether the application is being filed for a natural or legal person.

Depending on your responses, you will be required to provide other details.

You will then be required to provide your contact details, including:

• your address;
• your landline and mobile phone number;
• your email address;
• your website, if you have one.

Operator's commitments

As the operator, you must comply with all of the EU and national provisions governing organic farming methods and the preparation, marketing and labelling of agricultural products and foodstuffs in general.

You will be required to confirm that you have entrusted the inspection of your farm / business to an inspection agency, and specify:

• the name of the inspection agency;
• the effective date of the contract with the agency;
• the effective date of switch-over to the organic activity;
• whether you will be engaging in any other non-organic activities (preparation, distribution, storage, importation, exportation, etc.) on your farm.

You will then be required to list any other organic sites you possess, other than your registered office. You will need to provide full contact details for each site.

If the main activity does not involve production

If your main organic farming activity does not involve production, but involves instead:

• preparation;
• distribution;
• storage;
• importation;
• exportation, or other;

you will be required to specify your main type of activity (you can only select one from the list) and enter the NACE code (if it exists).

You will also need to provide details on:

• any subcontractors you work with – in particular, their names and contact details;
• the nature of the products to which the activity relates;
• how the products are marketed;
• any other relevant information (the origin of your purchases, the destination of the products, etc.).

If your main activity involves production

You will need to provide details about your crop output for the current year, and your livestock output (if any).

You will also need to provide details on:

• your main organic activity;
• your main livestock output, if any;
• your farmland;
• the processing of your agricultural products;
• any subcontractors you work with – in particular, their names and contact details;
• any other relevant details (unprocessed organic products, marketing systems, etc.).

In the case of termination of the activity

The operator refrains from marketing the product concerned with the organic label.

In this case, you will need to specify:

• the date on which the activities will cease;
• the reason for terminating the activities.

Supporting documents

You need to attach a scanned copy of the notification filed with the Food Safety Unit (for preparers/processors and other businesses subject to this requirement).

Penalties

Incomplete notifications, notifications that have been incorrectly filled in and notifications that are not accompanied by all required supporting documents, will be:

• rejected by the Administration of Technical Agricultural Services (ASTA); and
• returned to the operator for correction.

Forms / Online services

Who to contact