What the F-Gas Regulation means for your business
The F-Gas rules control fluorinated greenhouse gases such as the HFC refrigerants found in many commercial fridges, freezers and cold rooms. If you operate equipment containing these refrigerants, you are responsible for preventing leaks, arranging leak checks where required, using certified engineers and keeping records.
Leak checks by CO2-equivalent tonnage
Leak-check duties are based on the refrigerant charge expressed in tonnes of CO2 equivalent (tCO2e), which is the charge in kilograms multiplied by the refrigerant's global warming potential. A system holding a few kilograms of a high-GWP refrigerant such as R404A can easily pass the threshold.
- 5 tCO2e or more: leak check at least every 12 months (24 months with a leak detection system)
- 50 tCO2e or more: at least every 6 months (12 months with leak detection)
- 500 tCO2e or more: at least every 3 months, and an automatic leak detection system is required
- Hermetically sealed equipment below 10 tCO2e is generally exempt from periodic checks
Records and certified engineers
For equipment that needs leak checks, operators should keep records of the refrigerant type and quantity, quantities added or recovered, the results of leak checks and the company and technician carrying out the work. Records are typically kept for at least five years. Work on refrigerant circuits must be done by certified technicians; Category I certification covers all activities on systems of any size. Leaks must be repaired without undue delay and the repair checked within a month.
Phase-down and service bans
The HFC phase-down is reducing the supply of high-GWP refrigerants, and restrictions apply to using high-GWP virgin refrigerants for servicing larger systems. Many new plug-in cabinets now use natural refrigerants such as R290. If your equipment runs on R404A, it is worth planning ahead with your engineer.
EN 378 refrigerant safety
EN 378 is the European standard for the safety and environmental requirements of refrigeration systems, published in the UK as BS EN 378. It covers system design, charge limits by room size and occupancy, flammable refrigerants, pressure testing, ventilation, signage and maintenance. It matters most when installing cold rooms, relocating systems or using hydrocarbon refrigerants in occupied spaces.
HSE pressure equipment obligations
Refrigeration systems are pressure systems. Under the Pressure Systems Safety Regulations 2000, systems with an installed compressor power above 25 kW generally need a written scheme of examination drawn up by a competent person, with periodic examinations. All systems must be properly maintained and operated within safe limits, and new equipment must comply with the Pressure Equipment (Safety) Regulations 2016. Check current HSE guidance for your specific plant.
Food safety and HACCP temperature duties
Food businesses must have food safety procedures based on HACCP principles. In England, chilled food must be kept at 8°C or below, and the Food Standards Agency recommends running fridges at 5°C or below. Frozen food should be kept at −18°C or colder. You should monitor and record temperatures, know what to do when equipment fails, and be able to show an environmental health officer what action you took. Safer Food, Better Business from the FSA is a common way for smaller businesses to document this.
Ecodesign and energy efficiency
Professional refrigerated storage cabinets and commercial display refrigeration are covered by ecodesign and energy labelling rules, which set minimum efficiency standards for new equipment and require energy labels. When replacing equipment, compare energy classes as well as purchase price. Regular maintenance keeps existing equipment running closer to its rated efficiency.
What this means for you
Restaurant owners
Keep daily fridge and freezer temperature records, act on readings above your limits, keep your F-Gas records for larger systems and book planned maintenance so breakdowns do not hit service.
Retail managers
Monitor multideck and display temperatures, keep night blinds and doors in use, and make sure remote systems have leak checks recorded on time.
Facilities managers
Hold an equipment register with refrigerant types and charges, schedule leak checks and pressure system examinations, and keep records for audits across all sites.
Key standards at a glance
| Standard | What it covers | Who it affects |
|---|---|---|
| F-Gas Regulation (GB) | Leak checks, repairs, records and certified technicians for fluorinated refrigerants | Operators of equipment containing HFCs |
| EN 378 parts 1–4 | Design, construction, installation, operation and maintenance safety for refrigeration systems | Installers, designers and operators |
| Pressure Systems Safety Regulations 2000 | Written scheme of examination for larger refrigeration systems | Owners and users of pressure systems |
| Food Safety and Hygiene (England) Regulations 2013 | Temperature control of chilled and frozen food and HACCP-based procedures | All food businesses |
| Ecodesign and energy labelling | Minimum efficiency and labelling for professional storage cabinets and display refrigeration | Buyers and suppliers of new equipment |
Brand-specific compliance notes
- Foster: Foster cabinets often use hydrocarbon refrigerants such as R290 in newer models, which require engineers trained in flammable refrigerant handling.
- True: True merchandisers are often placed in customer areas, so temperature and lighting faults are immediately visible.
- Williams: Williams cabinets in hot kitchens benefit from regular condenser cleaning to prevent high-pressure trips.
- Interlevin: Display units in shops need regular cleaning of honeycombs and grilles to maintain airflow.
- Gram: Gram units use electronic controllers whose parameters should only be changed in line with manufacturer guidance.
- Polar: Polar units are often used in compact spaces, so ventilation around the unit matters.
- Hubbard: Remote Hubbard systems may contain larger refrigerant charges and need leak checks recorded under F-Gas rules.
- Liebherr: Pharmacy and medical fridges may have specific temperature monitoring requirements; check your sector guidance.
- Blizzard: Blizzard units in bars benefit from regular condenser cleaning, especially near heat sources.
- Friulinox: Blast chillers support HACCP chilling steps, so cycle performance should be checked regularly.
- Hoshizaki: Hoshizaki machines in Nottingham's hard-water areas need regular descaling and water filter changes to keep production up.
- Scotsman: Scotsman flake and nugget machines use augers that wear, so regular servicing prevents costly gearbox failures.
- Manitowoc: Manitowoc machines with remote condensers need the condenser kept clean, particularly where it sits in a hot yard or roof space.
- Tefcold: Many Tefcold cabinets use R290 hydrocarbon refrigerant, which must be handled by engineers trained in flammable refrigerants.
This guide is a plain-English summary, not legal advice. Always check the latest guidance from GOV.UK, the Health and Safety Executive and the Food Standards Agency. For help with leak checks and records, see planned preventive maintenance contracts or refrigeration leak repair.