Updating data in BDO - why is it important in waste transport?

Every entrepreneur who transports waste in Poland must have a BDO number. However, the registration number alone is not enough to operate legally. It is crucial that the data entered in the register is up-to-date. This is because erroneous or out-of-date information can lead to serious consequences - from stopping the transport to heavy financial penalties.

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Out-of-date information in the register can cause problems during a roadside inspection or loading/unloading of goods. It is therefore worth understanding why it is so important for transport documents to be consistent with the entry in BDO and how to avoid discrepancies that can lead to costly problems.

Updating data in BDO? Register number alone is not enough

BDO is not only a registration, but also a waste management system. Hauliers must therefore keep the details of their activities, the extent of waste transported or their business addresses up to date. Every change in the company requires an updated entry, and disregarding this obligation can lead to legal consequences. The obligation to supplement the BDO with updated data follows directly from the Waste Act:

Article 59 (1) An entity entered in the register shall be required to submit a
to the provincial marshal of the province an application for a change of the entry in the register using the
update electronic form via individual
accounts in the Product and Packaging and Waste Management Database,
in the event of a change:
1) the information contained in the register,
(2) the scope of activities requiring registration
- within 30 days of the date on which the change occurs.

Sometimes traders assume that once they have obtained a BDO number they can transport waste unhindered. Unfortunately, this is a mistake. In the event of an inspection, a discrepancy in the data can lead to the immediate suspension of the transport. Officials check the accuracy of the information and any discrepancy raises suspicions. What are the risks for the operator if, in the course of an inspection, it turns out that his BDO entry contains outdated data? The answer can be found in the quoted legislation:

Article 179 Whoever, contrary to the provisions of Articles 50(1), 59(1) and 60(1), does not
shall submit an application for entry in the register, for amendment of the entry in the register, or for deletion of the
from the register or submits an application which is not in conformity with the facts, shall be liable to imprisonment
or a fine.

Waste transport and data compliance - documents vs. BDO register

CMR, Collector's Bill of Lading and KPO - key documents in waste transport in Poland

The transport of waste requires precise documentation of the transport. Of key importance here are:

• CMR - the classic consignment note, which contains details of the consignor, consignee and cargo being transported.
• JZ - an external release document confirming receipt of waste.
• KPO - Waste Transfer Card, requiring consistency with entries in BDO.

All these documents must match the data in the BDO system. If the auditing entity detects any discrepancy between the BDO number and the data in the CMR or WZ, the transport may be considered illegal. So forget about neutralisation of documents.

Where do discrepancies come from and how can they be avoided?

Errors in documentation are often due to:

• Outdated data in BDO (e.g. change of company address, new premises, different waste code).
• Inaccurate information in transport documents.
• Lack of synchronisation between the BDO system and the transport companies' internal databases.

To avoid these problems, it is a good idea to regularly check the compatibility of entries in BDO and transport documentation. It is also worth using digital tools that automatically synchronise data between systems.

(Not) updating data in BDO - consequences

We have already mentioned what Polish law says about the lack of up-to-date data in BDO. And what does this look like in practice? Out-of-date data can lead to:

• Transport stops - inspectors may prevent further travel until the discrepancy is resolved.
• High financial penalties - non-compliance in BDOs can result in fines and, in extreme cases, administrative financial sanctions.

By ensuring that data in BDO is kept up to date, businesses avoid legal and financial problems. Regular checking of the information allows them to act in accordance with the law and to carry out waste shipments efficiently.

How do you effectively keep your data up to date in BDO?

To avoid problems, carriers should:

• Regularly check your data in the BDO system - At least quarterly, it is worth verifying that entries are up to date.
• Synchronise internal systems with BDO - automated solutions help avoid errors resulting from manual updates.
• Consult with advisors - BDO specialists help avoid costly mistakes.

The BDO number is only the beginning. Correct and up-to-date data is key to legitimate waste shipments. Outdated information can lead to transport stoppages, financial penalties and reporting problems. To avoid these risks, hauliers should regularly update their BDO entries and ensure that transport documents are in line with the system.