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Frequently Asked Questions

This FAQ section contains common questions about CertHub and their answers. It will be continuously updated based on user feedback and questions.

General Questions​

What's the difference between a Knowledge Unit and a Knowledge Topic?

A Knowledge Unit (KU) is a container that organizes related data, while Knowledge Topics (KTs) are the actual data entries within that unit. Think of a KU like a folder and KTs like the files inside it:

  • Knowledge Unit: For example, "Risk Management File"

    • Contains multiple related topics
    • Organizes data logically
    • Can be shared across products
    • Enables inheritance in product families

  • Knowledge Topic: For example, "Hazard List" within the Risk Management File

    • Stores actual data
    • Can be single or multi-entry
    • Supports data validation
    • Can be imported/exported
How do I decide between using a Form or a Document Template?

The choice depends on your data needs:

Use Forms when you need:

  • Structured data collection
  • Automatic list generation
  • Standardized inputs
  • Quick filtering and searching
  • Data analysis capabilities

Use Document Templates when you need:

  • Complex formatting
  • Rich text content
  • Custom layouts
  • Presentation-quality output
  • Narrative content

For a detailed comparison, see our Forms vs. Templates Guide.

Can I import my existing documentation into CertHub?

Yes, CertHub supports various import options:

  • Structured Data: Import via CSV/Excel files
  • Documents: Import existing documents as templates
  • Schemas: Import predefined schema structures
  • Knowledge Units: Import complete units with their structure

See our Import Guide for detailed instructions.

Technical Questions​

What happens if I change a schema that's already in use by products?

Currently, when you modify a schema:

  • Existing products using the schema are not automatically updated
  • You can use the Tracer to see which products are affected
  • Changes only apply to new products or units created from the schema
  • You'll need to manually update existing products if needed

We recommend:

  1. Reviewing impact before making changes
  2. Documenting modification reasons
  3. Planning for data migration if needed

Technical & Security Questions​

Where is my data stored and how is it protected?

Your data is stored securely in European AWS data centers (Frankfurt) with multiple layers of protection:

  • EU Data Residency: 100% of data remains in EU data centers with no transfer to the US or third countries
  • Multi-AZ Infrastructure: Data is distributed across multiple Availability Zones (hundreds of kilometers apart) for automatic failover
  • Encryption: All communication uses HTTPS with TLS 1.2+ encryption
  • Backup Strategy: Hourly backups and daily AWS backups with long-term retention (weekly, monthly, yearly)
  • Isolated Networks: Systems run in isolated Virtual Private Clouds (VPC) without direct internet access to sensitive data
How secure is the access to my data?

Access to your data is protected through multiple security layers:

  • JWT-Based Authentication: Uses AWS Cognito with tenant-specific claims and Authorization Code Flow with PKCE
  • Role-Based Access Control (RBAC): Strict access control with mandatory 2FA and principle of least privilege
  • Cross-Tenant Isolation: JWT tokens are validated at multiple points to prevent unauthorized cross-tenant access
  • 24/7 Monitoring: Real-time monitoring with Grafana analyzing hundreds of critical metrics with automated alerts
  • Audit Trail: All access is authenticated, traceable, and revocable
What happens if there's a data center failure or disaster?

Our infrastructure is designed for maximum resilience:

  • Automatic Failover: If one data center is affected, another automatically takes over without interruption
  • Geographic Distribution: Data centers are physically separated by hundreds of kilometers
  • Redundant Backups: Hourly and daily backups are stored redundantly across different zones
  • Disaster Recovery: Backup strategies minimize recovery time and ensure data integrity
  • Business Continuity: Even during critical incidents, system availability is maintained
How do you handle data ownership and access in case of business changes?

Your data ownership and access are clearly defined:

  • Data Ownership: All data belongs to you as clearly stated in our framework agreement
  • Export Rights: In case of contract termination, all data will be exported within one month
  • Data Deletion: Data will be completely deleted within six months after contract end
  • No Vendor Lock-in: You maintain full control over your data and can transfer them to other providers if needed
  • Transparent Processes: All data handling procedures are documented and auditable as written in our Licence Agreements
What security standards and certifications do you maintain?

We maintain enterprise-grade security standards:

  • GDPR & ISO Certified: Our hosting infrastructure meets GDPR and ISO certification requirements
  • AWS Best Practices: Leverages AWS security best practices with Control Tower for centralized governance
  • Same Infrastructure as BMW & Allianz: Uses the same robust infrastructure trusted by major enterprises
  • Version Control: All infrastructure and services are managed through version-controlled pipelines
  • CI/CD Security: Multi-stage environments (Dev → Staging → Production) with automated testing and mandatory code reviews 4 eye

Don't see your question? Contact our support team or check the Troubleshooting Guide for more help.