What records does the F-gas regulation require?
Regulation (EU) 2024/573 requires the operator of equipment containing fluorinated greenhouse gases to keep records for each system and to keep them for at least five years. Among other things the records show the refrigerant and its quantity, top-ups and recovery, the results of leak checks and who did the work. The operator is whoever has actual control over the technical functioning of the system.
For an FM company that means the responsibility can sit with you or with the client, depending on who really runs the system. Put it in the contract. Whoever is responsible, the records have to be available on request and kept in one place.
Read more about the F-gas regulation and what the law asks of the owner.
How often do refrigeration systems need a leak check?
How often a system needs a leak check depends on the amount of refrigerant in tonnes of CO2 equivalent: the charge in kg multiplied by the refrigerant’s GWP. With a leak detection system the interval doubles.
| Charge in tonnes CO2 equivalent | Leak check at least every | With a leak detection system |
|---|---|---|
| From 5 t | 12 months | 24 months |
| From 50 t | 6 months | 12 months |
| From 500 t | 3 months | 6 months, and leak detection is required |
Maci Service works out the deadline from the refrigerant and charge in the system passport and sends reminders in good time. In the portfolio view you see every check due in the next 30 days across all clients. Between checks, Maci Intelligence can see signs of a slow leak in pressure and current; see refrigerant leak detection.
How are the F-gas records ready for an audit and for the client?
When the technician dictates the visit in the app, it becomes a service report and an entry in the F-gas log with the date, the work, the refrigerant and the technician. The log is kept digitally for each system and can be exported as PDF or CSV for one system, one client or the whole portfolio. At an inspection or a client audit you find the records without searching through folders.
See how the F-gas log works, and go through the rules in F-gas compliance step by step.
How do warranty claims on refrigeration get easier?
If a component fails under warranty, you have to be able to show when it was installed, how it was serviced and what happened before it failed. Maci gathers the evidence for the claim automatically: component data and installation date from the system passport, the service history and the sensor data from the days before the fault.
That saves time for you and for the refrigeration contractor, and the claim is easier to make to the supplier.
How do clients get a scope 1 report on refrigerant?
Refrigerant that leaks counts towards the client’s direct emissions, scope 1. Maci Service works it out from the top-ups in the log: the amount added to replace losses, multiplied by the refrigerant’s GWP. The report can be made per system, site and client and go into the client’s ESG reporting.
Read more about the climate footprint of refrigeration.
Questions and answers
Can the F-gas log be digital?
Yes. The regulation requires records, and they can be kept digitally. A digital log for each system that can be shown on request is easier to keep up to date than a folder in the plant room.
How long must the F-gas log be kept?
At least five years under regulation (EU) 2024/573. Maci Service keeps the log for every system digitally, so it can be found and exported whenever someone asks for it.
Who is responsible for the log: the FM company or the client?
The operator, meaning whoever has actual control over the technical functioning of the system. That can be the FM company or the client, depending on the contract. Agree it in writing and share the log so both sides can see it.
Can the refrigeration technician and the FM company share one log?
Yes. The technician keeps the log by dictating the visit in the app, and the FM company and the client see the same log for the system.
What does the F-gas log cost?
The F-gas log is part of Maci Service Premium, at €39 per system per month excl. VAT. Maci Service without the log is free.