Procedure: Cosmetics MA
Country: Global Procedure
Version #: 01/15/2024
Author: Daria Kostiuchenko
Editor: Daria Kostiuchenko

                                                                 

ID: GP-OTH-CMA-SR
Category: Others
Validity: Lifetime or 5-years, or country-specific

Certified by: Vlad Reznikov
Copyright: Pattern of USA Inc.

SUMMARY

Сosmetic products are regulated differently in different regions of the world, making it difficult to synchronize compliance in all countries at once. To overcome these problems, several efforts have been made to harmonize regulatory frameworks worldwide and facilitate international trade. For instance, in the EU, all member states follow the same legislation. The cosmetic regulatory framework is provided by Regulation (EC) No. 1223/2009 of the European Commission, which has the overall responsibility for cosmetic legislation and is then enforced by the National Competent Authority ( NCA or NRA) of each member state. This Regulation, which replaced the previous Directive 76/768/EC, adopted in 1976, was a step towards regulatory harmonization across all EU states and also an adaptation to much-needed technical progress. However, such progress has not yet been observed in other regions. In the USA, the two most important laws related to cosmetic products and regulated by the Food and Drugs Administration (FDA)—the Federal Food, Drug and Cosmetic Act (FD&C Act), and the Fair Packaging and Labeling Act (FPLA)—have been enforced, respectively, since 1938 and 1966, and have remained essentially unchanged with just a few amendments. A similar situation is observed in Canada, where regulations—the Cosmetic Regulation Act (1977) and Food and Drugs Act (1985)—have undergone only a few amendments over the years.
In contrast, Japan and China have undergone recent modifications. In Japan, since 2014, cosmetic products are regulated under the Pharmaceutical and Medical Devices Law (PMDL) by the competent authority, the Ministry of Health, Labor and Welfare; this replaced the previous Pharmaceutical Affair Law (PAL), dating from 1960. Likewise, China is undergoing a large institutional reform that started in 2018. Currently, there are three major competent authorities in the cosmetic sector: the State Administration for Market Regulation (SAMR), the National Medical Products Administration (NMPA) and the General Administration of Customs (GAC). The new cosmetic regulation, Cosmetic Supervision and Administration Regulation (CSAR) was implemented on 1 January 2021, replacing the former Cosmetics Hygiene Supervision Regulations (CHSR), from 1990. As a follow-up to this general regulation, several subsidiary regulations have been announced, notably related to the registrations and notification process, good manufacturing practices (GMPs), and monitoring of adverse reactions, among others. In Brazil, cosmetic products/sector are regulated by three authorities, the Ministry of Health, the Brazilian Health Regulatory Agency (ANVISA), and the Hygiene, Perfume, Cosmetics and Sanitizing Products Management (GHCOS), through a number of resolutions, which have been amended over the years.
In many countries cosmetic products do not require pre-market approval but must be safe for use and properly labeled, in other countries, MAH must submit product notifications, and certain high-risk ingredients are subject to approval, while in a few countries pre-market registration or license is required.

Gp Others Cosmetics Ma Simplified Regulations Card Gantt Chart Page 0001

Must-Have Requirements, Recognized Standards, and Certifications:                                                               

  • Method of manufacture
  • List of applicable standards and certification
  • Quality control certification (ISO 9001, GMP)
  • Cosmetic Product Safety Report (CPSR)
  • I.S. EN ISO 22716:2007
  • Product information file (PIF) 
  • IFRA certificate
  • Allergen report
  • Stability/Compatibility test
  • Challenge test or preservative efficacy test (PET)
  • Safety Data Sheet (SDS)
  • Certificate of Analysis (COA)
  • Technical Data Sheets (TDS)
  • Data on non-animal testing
  • Data on animal testing (if applicable)
  • Proper Labeling and Artworks
  • Registration certificate for the product in the country of origin, and Certificate of Free Sale
  • Claimed exclusivity or Licensing agreements if so
  • Authorized Representative under POA see GP-PhR-AR-SR card

Nice-to-have:

  • Patent or Regulatory Intelligence Report 
  • see GP-PhR-RI-SR card 
  • COSMOS certification (EU)
  • CPNP Notification (EU)
  • Heavy metal, nanomaterials, SVHC and CMR report
  • Catalog with pictures of the products
  • List of the countries where the product is registered
  • Document that confirms that product is free from medicines and GMOs
  • Detailed Claims

Typical Gaps and Deficiencies: Insufficient data, incomplete documentation, non-compliance with regulatory guidelines, vague ingredient labels, hidden ingredients                                 

Implementation Period: Depends on the country-specific or region’s regulations                                        

Deliverables: Cosmetic Product MA or notification

PHASE

TASK

TASK

START

DURATION

 

Fee

 

KPI

NUMBER

TITLE

OWNER

W/M/Q/Y

in weeks

3rd Party 

Service 

State

 

0

In-house Pre-Submission Activity

       

  0.1

NDA signing or validation

Executor

week 1

1

    

  0.2

Contract Closing

MAH

week 1

1

    

  0.3

SOW is approved by MAH

MAH

week 1

1

   

SOW

  0.4

POA issuance and shipping

MAH

week 2

1

    

  0.5

Invoice is sent to MAH and paid

MAH

week 3

1

   

POP

I

Gap analysis

       

  I.1

Providing documents for CPSR-A and CPSR-B

MAH

week 4

1

    

  I.2

Ensure alignment with local regulatory guidelines

Executor

week 5

1

    

  I.3

Product safety evaluation

Executor

week 6

1

    

  I.4

Review Labels and Artworks

Executor

week 7

1

    

  I.5

Provide a Label & Claims Check Report

Executor

week 7

1

    

  I.6

Review of updated artworks and claims documents

Executor

week 8

1

    

  I.7

Translations and document processing

Executor

week 8

1

   

Report

II

Submission

       

  II.1

Submission of the dossier and samples to the NRA

Executor

week 9

1

    

  II.2

Conclusion of the Agreement with NRA

Executor

week 9

1

    

  II.3

    NRA payment

MAH

week 10

1

   

Confirmation

III

NRA Evaluation

       

  III.1

Sanitary and hygienic review

NRA

week 11

2

    

  III.2

Toxicology Test

NRA

week 13

1

    

  III.3

Examination of the dossier

NRA

week 14

2

    

  III.4

Market Authorization Approval

NRA

week 16

1

   

Approval or Q&A

IV

Q&A

       

  IV.1

Analysis and addressing Qs to MAH

Executor

week 17

1

    

  IV.2

Answering with relevant documents

MAH

week 17

1

    

  IV.3

Official Response Evaluation

NRA

week 18

1

    

  IV.4

Approval or Query

NRA

week 19

1

   

Approval or Q&A

V

Listing

       

  V.1

Reporting to MAH, compliance check

Executor

week 20

1

    

  V.2

NRA Register Listing or CPNP (EU)/SCPN (UK)Notification

Executor

week 21

1

   

Listing

F

Final Phase In-house Post-Authorization Activity

       

  F.1

Service Acceptance Certificate signing

MAH

week 22

1

    

  F.2

Final Invoice

Executor

week 22

1

    

  F.3

Final Payment

MAH

week 23

1

    

  F.4

Contract Termination

Executor

week 23

1

    

  F.5

Archiving and limiting access

Executor

week 24

1

   

Archiving

  F.6

Cosmetovigilance on request

Executor

Year 1

1

   

Report

 

Feel free to submit a Request for Proposal (RFP) for a specific country or territory to info@patternofusa.com