where is the battery passport data stored online and who manages it

The data is located in a data field, not embedded in the QR code

The data of a battery passport is stored online on a server managed by a data field provider, not in the QR code itself. The QR code on the battery is merely a reference: it contains an identification number and a link, and scanning it directs the user to a web page where the actual data comes from. This arrangement was deliberately chosen — the data about a battery can change (think of a status update after repair or reuse), and this is only possible if the data is maintained centrally and up to date, rather than being immutable in a code on the product itself.

The regulation does not prescribe who exactly performs this management. There is no requirement that it must be a single central European database; in practice, a market of data field providers (such as batpas.eu) emerges, which handles storage, hosting and the link with the QR code on behalf of manufacturers and importers. The regulation sets requirements for what must be available and for how long, but not for which party operates the server.

For whom this applies and what falls outside the scope

This subject is relevant for any party responsible for compiling and maintaining a battery passport: manufacturers and importers of EV batteries, batteries for light vehicles, and industrial batteries above 2 kWh. For this group, the question "where is my data stored and who is responsible for it" is a practical matter, because that responsibility does not disappear once a third party handles the hosting.

What is not included here: the question of which specific data must be included in the passport (that is a separate subject, with specific requirements per battery type) and the question of how the QR code is physically applied to the battery — see how the QR code for the battery passport gets onto the battery. Nor does the question of whether a passport can be linked to your own ERP or inventory system fall within this scope: that concerns the source of the data, not where it ultimately resides online. See linking the passport to your own system.

Mandatory from 18 February 2027, no legal obligation at present

The obligation to have a battery passport with associated online data available applies from 18 February 2027. Until that date, there is no legal obligation to have this data online, although it may be practical for importers and manufacturers to begin setting up the data and hosting in advance, given the time required to gather supplier data and set up a working system. No transition period for this obligation is described in the sources provided; what is established is the date on which the obligation takes effect.

How this works in practice for those who need a passport

For anyone who needs to arrange a battery passport, the first step is to determine whether their own batteries fall under the obligation — see whether the battery passport applies to your own batteries. After that comes the question of which party will host and manage the data: this can be an in-house system or a data field provider offering this as a service. What is important here is that the identification of each battery must be unique, so that the QR code always refers to the correct dataset — see how each battery obtains a unique identification.

Next, it is relevant how long that data must remain available: the obligation does not end once a battery is sold, nor when a company ceases to exist — see how long the passport must remain available and what happens if a company ceases operations. Anyone considering linking their own inventory or production systems to the data field provider would be wise to explore this in good time, so that the link is already working before the obligation takes effect. Finally, it is practical to consider what happens if the QR code on a battery becomes damaged, because then the data must still be findable in another way — see what to do if the QR code is damaged or unreadable.

Where this is set out: Article 77

The obligation to provide a digital battery passport and the requirements for data accessibility derive from Article 77 of Regulation (EU) 2023/1542 (Battery Regulation). This article stipulates that data must be electronically accessible via a QR code, but leaves the choice of technical service provider responsible for hosting open. Articles 56 and 57 of the same regulation, concerning extended producer responsibility, are relevant because they establish that the responsibility for keeping this data available remains with the producer or importer, even when the actual storage is carried out by an external data service provider.

For anyone preparing a battery passport at this time, it is best to start by determining which batteries fall under the obligation, and then identify which party will handle data hosting — in-house or via a service provider that offers this as a service.

What this is based on

The Regulation itself is on EUR-Lex. We refer for each statement; you need not believe us.

What you need to do concretely

What is expected of you

The Battery Regulation requires that battery passport data be accessible by electronic means, but leaves it open where that data is stored. Article 77 of Regulation (EU) 2023/1542 (Battery Regulation) specifies the passport and the requirements for data access but does not mandate a central server or an EU-managed database. This means that in practice, storage falls to market operators themselves, or to a service provider they engage for this purpose.

Ensuring that data is online and accessible

For a company with 10 to 100 employees, this comes down to a choice: build and maintain a system yourself, or place it with a platform that is already set up for this. Self-hosting means your own server or cloud environment, an integration with the QR code on each battery, and uptime guarantees. An outsourced solution shifts that task, but not the responsibility — the market operator who places the battery on the market remains accountable for whether the data is actually accessible. If you wonder whether this applies exactly to your batteries, you will find the basis for this on the page about whether the battery passport applies to your situation.

Integration with the unique identification per battery

The passport data must be traceable to one specific battery, not to a product model in general terms. This requires a system in which each battery receives its own identification code that corresponds with its own dataset. For companies that assemble or import batteries, this means the storage solution must not only display a page with specifications, but must be able to maintain a record per serial number. How that integration works in practice is described on the page about a unique identification per battery.

Accessibility via the QR code on the battery

The storage location of the data does not stand alone: it must connect to the QR code applied to the battery itself. The QR code points to an address where the data is stored online, and that address must continue to work as long as the passport is required to be available. Those setting this up for the first time often encounter the question of how that code is applied to the product and what is technically behind it — this is covered on the page about how the QR code for the battery passport gets onto the battery.

Availability for the full period

Because storage lies with a market operator or its service provider, responsibility also lies with them to keep the data available for the applicable period. This is not a matter of publishing once and forgetting: a server that goes down, a service provider that ceases operations, or a contract that expires, can interrupt data accessibility. How long that availability must be maintained is explained on the page about how long a battery digital product passport must remain available.

Where things go wrong in practice

A first situation where things go wrong: a company has the data hosted on its own web server connected to the corporate website, and when that website is relaunched, the old URL disappears without anyone having thought of the QR codes on already sold batteries. The code on the product remains the same, but no longer leads anywhere.

A second situation: the storage is placed with an IT service provider on the basis of an annual contract, and after that contract expires, the service is discontinued without further agreement because no one was alert to how long the data must remain accessible.

A third situation occurs with companies that generate the passport data directly from their ERP system without a separate, stable publication layer. As soon as the ERP system is replaced or updated, the structure of the data changes, and the existing links no longer work as expected. Companies considering linking the passport to their own business software will find an explanation of the possibilities and points to watch for on the page about linking the digital product passport to your own ERP or inventory system.

A fourth situation arises in a merger, acquisition or business closure: the storage of the passport data was placed with the company itself, and when activities cease, nothing has been arranged about who will manage or host the data thereafter.

A fifth, more frequently occurring situation: the QR code becomes damaged in practice through wear or weather influences, and there is no procedure to make the underlying data nevertheless accessible via another channel. What to do in that case is set out on the page about a QR code that is damaged or illegible.

What you can record

An overview of where the passport data is actually hosted: own server, cloud environment or external service provider, with the associated contact details and contract terms.
An internal document stating which party is responsible for keeping the link between QR code and online data current, including what happens in the event of a website change or system migration.
Agreements with any hosting partner on the duration of the service, aligned with the period during which the data must remain accessible.
A procedure for what happens when a business ceases, is taken over or a service provider is discontinued, so that the data does not simply become inaccessible — see also the explanation about what happens to the passport if a company ceases operations.
A list of all unique identification codes per battery with the associated storage location of the data, so that in case of problems it can quickly be traced which passport is where.
If applicable: documentation of how the battery passport relates to other product passports that apply to the same product, which becomes relevant once a product falls under multiple regulations — see the page about multiple passports for one product.

This is not legal advice. This page provides general information about the legislation that this platform covers. We do not know your situation. If in doubt about your own case, consult a lawyer or the competent supervisory authority.

Written with AI based on the sources above, checked by a human on 2026-09-05. Is something incorrect? Let us know — corrections take priority.