FAQs

🔍 TL;DR — What You Should Know Before Using Kemchain

Kemchain is a cloud-based SaaS platform that automates the management of supplier and material documentation and questionnaires.

It combines AI, Machine Learning, RPA and IDP to extract, unify, and verify data automatically, reducing manual work and human error across departments like Regulatory, Quality, Sustainability, R&D and Purchasing.

All your information is stored securely in the cloud, with redundancy, backups, GDPR compliance, and full data ownership guaranteed.
Your company is — and will always be — the sole owner of its data.

It’s intuitive, quick to learn, and accessible from anywhere.

Support is provided by our EU-based team, with live chat and training sessions available.

More information on : Kemchain public website (first steps, data security, control and regulation platform, protection policy)

What kind of company is Kemchain best suited for?
Kemchain is designed for manufacturers, distributors, and brands that manage supplier or ingredient documentation — especially in sectors like cosmetics, fragrances, food, chemicals, and detergents.

What’s the minimum commitment period?
The standard contract duration is one year, ensuring time for setup, training, and measurable results.

What happens during onboarding?
We handle data migration, user setup, and initial supplier activation. You’ll have a dedicated success manager to guide your team step by step.

How long does implementation take?
Most clients are fully operational within 3–6 weeks, depending on the amount of supplier data to migrate.

Can I import my existing supplier database?
Yes. you or we can upload Excel, CSV, or existing ERP data to ensure a smooth transition. And you can connect your sistems with API connexion.

Can Kemchain connect to my ERP or internal database?
Yes, Kemchain offers API and connector options for SAP, Oracle, Dynamics, and other systems.

Can I export all data easily?
At any time. You can export all your documents and datasets in Excel or JSON formats.

How is the price calculated?
Pricing is modular and scales based on the number of documents and tools activated. You only pay for what you use.

Are there hidden fees or extra costs?
No. Updates, backups, and AI improvements are included in your subscription.

What payment options do you offer?
Annual or monthly invoicing. Multi-year or multitools contracts can include discounts.

Where is the data stored?
All data is hosted in EU-based servers under GDPR compliance.

Is Kemchain certified for data security or quality?

Kemchain is an Innovative SME recognized by the Spanish Ministry of Science and Innovation and financed by CDTI NEOTEC. ISO 27001 certification is underway. 

Can different departments use it simultaneously?
Yes. You can create unlimited sites and users across countries and departments like Regulatory, QA, Purchasing, and R&D, with permission control.

What if my suppliers don’t speak English or Spanish?
Kemchain’s supplier interface supports multilingual mailing and notifications.

What happens if my supplier doesn’t respond to document requests?
Kemchain automatically sends reminders and flags them for follow-up or replacement.

What kind of support is included?
Unlimited support via chat and email, plus optional premium onboarding and training sessions.

Can I train new employees?
Absolutely. New users can access interactive tutorials, video guides, and onboarding materials at any time. If you prefer a more personalized approach, we can also schedule dedicated onboarding sessions to help your team get up to speed quickly and confidently. 

Kemchain isn’t just a compliance tool — it’s your partner in innovation, helping your company stay ahead of what’s next in sustainability, AI, and regulation.

How does Kemchain support sustainability goals?
Kemchain helps companies measure and reduce their environmental impact by mapping the CO₂ footprint of raw materials (Scope 3).
Our platform enables transparent reporting and supplier engagement toward sustainable sourcing — without extra manual work. Ask whatever you need with our tool questionnaires.

Does Kemchain calculate Scope 3 CO₂ emissions estimations automatically?
Yes. Kemchain’s Scope 3 CO₂ module estimates the carbon footprint of your materials and suppliers based on standardized emission factors and supplier data.
This helps you visualize where your biggest environmental impacts are — and take meaningful action.

What’s next for Kemchain in sustainability and innovation?
We’re continuously evolving to anticipate new regulatory and environmental challenges.
Our R&D team is currently working on:

• Automated mapping of microplastic content and PFAS tracking in raw materials
• Integration with digital product passports (DPPs) for full traceability
• Advanced analytics for supply chain risk and circularity scoring

Ask for more information about our future.

How does Kemchain handle expiry dates for documents?

Kemchain automatically manages expiry dates based on the information extracted by its AI engine or, if not available, the upload date. The system applies a Validity Period (Months) defined for each document type.

What happens when the AI detects an expiry date on the document?

If the AI finds a specific expiry date in the document (e.g., “Valid until: 2027”), the system will use that date directly — no further action is needed.

What if the AI detects a revision date instead of an expiry date?

When only a revision date (e.g., “Revision: 01/2025”) is detected, Kemchain automatically adds the predefined Validity Period (Months) according to the document type.

 For example: if the validity period for SDS documents is set to 24 months, the expiry date will be calculated as revision date + 24 months.

And if the AI cannot extract any date?

If no expiry or revision date is found, the system will take the upload date as the starting point (day 1) and add the Validity Period (Months) defined for that document type.

What validity period do most companies use?

Based on industry practice, most clients set validity periods between 24 and 36 months, depending on internal policies and the type of document.

 However, it is perfectly acceptable to start with 12 months and later extend the period once the process is stabilized.

Can expiry settings be customized by document type?

Yes. Each document type (e.g., SDS, Halal, Kosher, ISO, etc.) can have its own predefined Validity Period (Months), allowing flexible configuration to match your internal policies.

Does Kemchain automatically update expiry dates when a new document is uploaded?

Yes. When a new version of a document is uploaded (manually or by a supplier), the system automatically updates the expiry date according to the latest data and the assigned validity rules. 

Will the supplier receive notifications when a document is about to expire?

Yes. Kemchain can automatically notify suppliers before the expiry date using the setting “Send expiration notification (Months)”.
  When the document’s remaining validity reaches the configured threshold, the platform sends a renewal request to the supplier — ensuring timely updates and continuous compliance.

How is the notification timing calculated?

The notification trigger is based on the calculated expiry date (either the expiry date detected by AI, or revision date + Validity Period (Months), or upload date + Validity Period (Months) when no date is extracted). Once the document enters the pre-expiry window defined by “Send expiration notification (Months)”, the supplier receives the first notification.

What happens if the supplier doesn’t respond to the first notification?

Kemchain provides an additional follow-up mechanism through “Send reminder notification (Days)”. This defines the number of days after the first expiry notification during which the system will automatically send a reminder if:

• The supplier hasn’t uploaded a new version of the document, or

• The related questionnaire remains unanswered.

This ensures that pending actions are not forgotten and deadlines are respected without manual intervention.

Can I customize both notification timings?

Yes.

• “Send expiration notification (Months)” defines how long before expiry the supplier receives the first alert.

• “Send reminder notification (Days)” defines how many days later the reminder is sent if no action has been taken.

Both can be configured per document type, allowing flexible and risk-based timing (e.g., SDS: 3 months + 15 days; Halal: 2 months + 7 days).

Who receives the notifications?

Notifications are sent to the supplier contacts registered in the Kemchain supplier profile for that document. Optionally, you can include internal recipients (e.g., Regulatory, Quality, or Purchasing) to maintain internal visibility.

What do the notifications include?

Each message contains:

• The document type and material/scope (when applicable)

• The expiry date or pending action

• A secure link to upload or update the document/questionnaire directly via the supplier portal

• Optional instructions or contact details defined by your internal policy

What happens if the expiry date changes after a notification?

If a new version is uploaded or AI extraction updates the document’s validity, the expiry date is recalculated automatically, and no further reminders will be sent for the replaced document.

Are reminders logged for audit purposes?

Yes. Every notification and reminder is recorded in the system, including:

• Date and time of delivery

• Recipient email(s)

• Document and supplier reference

• Status of the notification (sent, delivered, pending renewal)

This ensures full traceability for audits and compliance checks.

Can reminders be multilingual or timezone-adjusted?

Yes. Notifications follow your tenant’s default language and time zone settings, ensuring consistency for suppliers across regions. Recommended configuration for new implementations:

• Validity Period (Months) 24–36 months

• Send expiration notification (Months) 1–3 months before expiry

• Send reminder notification (Days) 15 days after the first notice