Mandatory inspections of F-gases in air conditioning systems: what your company must comply with

Air conditioning in offices, hotel rooms or medical waiting rooms is not just a matter of comfort. Once the equipment contains fluorinated greenhouse gases (F-gases) as refrigerant, European and Czech legislation with clearly defined obligations comes into play. The operator, i.e. Your company, is responsible for ensuring that the equipment is regularly inspected by a certified person. Failure to meet these obligations can have serious legal and financial consequences.

This article explains what is involved, who is responsible and how to handle it.

What are F-gases and why are they regulated?

Fluorinated greenhouse gases are synthetic substances with a high global warming potential. They are commonly used as refrigerants in air conditioning units, heat pumps or cooling equipment. Precisely because of their impact on the climate, F-gases are subject to strict regulation at European Union level.

The aim is to minimise refrigerant leaks into the atmosphere. Checking the tightness of equipment is therefore a key tool. It serves to detect faults in time before a leak occurs. Regulations have been tightening in recent years and operators of equipment across the EU must comply with increasingly demanding requirements.

Who is obligated

The obligation applies to the operator of the equipment, i.e., legal and natural persons who own or have actual control over equipment containing F-gases. If your company operates air conditioning, an air-to-air heat pump or any cooling equipment with fluorinated refrigerants, you are the operator and the responsibility lies with you.

The frequency of leak tests depends on the quantity of F-gases in the equipment, converted to tonnes of CO2 equivalent. The greater the amount of refrigerant contained in the equipment, the shorter the intervals between mandatory inspections. For accurate determination of intervals for your specific equipment, we recommend consulting the current legislation or contacting a certified technician.

The law also imposes an obligation to maintain records. Records of inspections carried out, defects found, repairs and refrigerant top-ups must be available for any inspection by regulatory authorities.

What a leak test involves

Inspections may only be carried out by a certified individual or company holding the relevant certification issued by an authorised organisation. This is not routine servicing that can be arranged by just anyone.

The inspection itself includes:

• Physical inspection of equipment and connections
• Detection of potential refrigerant leaks using specialised equipment
• Assessment of the cooling circuit's tightness condition
• Recording of results in operational documentation

If the technician detects a leak, the fault must be rectified and a repeat tightness test carried out. Recharging refrigerant without repairing the cause of the leak is in direct contravention of regulations.

What risks do you face if you neglect the inspection?

Operators who fail to fulfil their obligations face several risks at once.

Legal and financial penalties. The Czech Environmental Inspection Authority may find during an inspection that the equipment has not been properly inspected. Fines for serious or repeated violations can be significant, specific rates evolve with legislation and their amount depends on the severity of the breach.

Breakdowns and operational outages. An undetected refrigerant leak leads to a gradual loss of performance, compressor overload and, in extreme cases, complete system failure. For hotels, law firms or healthcare facilities operating around the clock, this is a serious problem, especially during summer months when cooling is most critical.

Complications with insurance settlement. If damage occurs to equipment that has not undergone mandatory inspections, the insurer may refuse or reduce the payout. Neglecting legal obligations weakens the operator's position in any dispute.

Reputational risk. For providers of medical or legal services, an inspection with a negative result may complicate relationships with clients or business partners.

How to ensure compliance with regulations

The process is straightforward but requires a reliable partner.

First, map out your operations. Have an overview prepared of all air conditioning and refrigeration units, type and quantity of refrigerant, year of installation and service history.

Then verify the documentation. The law requires keeping an operational logbook. If the record is missing or incomplete, it must be supplemented or started from scratch.

Ensure a certified technician is engaged. When selecting a service company, always verify that they hold valid certification for working with F-gases.

Plan inspections in advance. Once you know the intervals for your equipment, set calendar reminders for checks, ideally out of season to avoid disrupting normal operations.

Frequently Asked Questions

As a tenant, am I required to arrange air conditioning inspections in the rented premises?

It depends on the contractual arrangement. The obligation lies with the operator: the person who has actual control over the equipment. If the tenancy agreement transfers responsibility for the technical condition to the tenant, the obligation is yours. We recommend addressing this matter contractually and consulting an expert in case of doubt.

What to do if I don't know which refrigerant my air conditioning contains?

A certified technician identifies the refrigerant type: either from documentation or by direct measurement. Based on this, it can be determined whether the equipment is subject to mandatory inspections and at what intervals they should take place.

Can I combine the inspection with regular maintenance?

Yes, and it is practical too. A leak test can be part of a comprehensive service inspection. The technician checks tightness, performance, filtration and electrical components in one visit. You save time and the costs of organising multiple separate visits.

How long does the inspection take?

For standard office or hotel air conditioning, this usually involves a single visit lasting one to two hours. For larger facilities or central cooling, the duration is longer. The exact estimate depends on the number and type of units.

Arrange an inspection and have peace of mind.

Mandatory F-gas inspections are not an administrative formality. They protect your operations, equipment and business. The longer the inspection is delayed, the higher the risk of an unexpected breakdown during the working season, or fines during an official inspection.

If you operate air conditioning in Prague 1 or the centre of Prague and are unsure whether your equipment meets legal requirements, contact us. We will ensure leak testing, documentation management and all servicing, certified, without unnecessary downtime. Emergency response within 24 hours.