Data Loss Prevention Guide for HubSpot

In March 2022, Hubspot revealed a security incident impacting around 30 customer portals, predominantly those of financial services firms in the cryptocurrency sector. This incident involved a malicious actor who had gained unauthorized access to a HubSpot employee’s super admin account to extract data from customers within the cryptocurrency industry. 

By the time the breach was detected, valuable information for hundreds of thousands of contacts had already been compromised, leaving them vulnerable to potential scams.

The security of your Customer Relationship Management (CRM) system is crucial as it stores a wealth of historical data about your customers' interactions with your business. This data includes details from clicked marketing emails, IP addresses, transaction records, sales emails, phone call logs, and other sensitive data points. 

With this information in their hands, malicious individuals can create advanced phishing attacks that pose serious risks to your business and customers.

An In-Depth Look at HubSpot’s Data Security Practices

• Data Encryption And Storage

HubSpot ensures the security of user data with robust encryption for data both in transit and at rest, employing industry-standard protocols to guard against tampering. All data on HubSpot servers is protected with comprehensive security measures and backup systems, safeguarding against information loss from hardware malfunctions.

• Access Control And Authentication

HubSpot has strict access control measures in place to protect sensitive data. Users can customize roles and permissions to limit access to certain types of data and features. In addition, HubSpot offers multi-factor authentication and Single Sign-On options for added security.

• Security Auditing And Monitoring

HubSpot implements continuous monitoring and auditing procedures to identify and address security risks quickly. Its confidential SOC 2 Type 2 report verifies its strong controls for protecting customer data, following industry standards. Its infrastructure undergoes regular audits, including static code analysis, dynamic application, and vulnerability scans. The platform also conducts frequent product testing and leverages the help of third-party security experts.

• Hubspot Infrastructure Security

Partnering with top cloud providers like Google Cloud Platform (GCP) and Amazon Web Services (AWS), HubSpot benefits from robust network and physical security measures. These providers meet ISO 27001 and SOC 2 compliance standards and guarantee uptime between 99.95% and 100%. Access to this infrastructure is stringently controlled and restricted to employees in relevant roles.

• Web Application Protection

HubSpot employs a top-rated Web Application Firewall (WAF) to ensure the safety of its products, services, and client websites. This prevents attacks and includes protection against DDoS (Distributed Denial of Service). Real-time website traffic monitoring helps identify potential threats. HubSpot has a web application and network-level firewall to track and prevent attacks.

• Storage Security And Data Backup

HubSpot replicates data and stores it in multiple locations and availability zones to ensure fault tolerance, scalability, and quick recovery. This includes customer information and sensitive data, which is always backed up securely.

Common Security Concerns In Hubspot

Third-Party Integrations

The main purpose of integrations is to link two different platforms, creating a potential gateway for security threats to infiltrate either or both systems. Unauthorized users can easily access sensitive data or critical functionalities in HubSpot, especially when dealing with data subject to strict privacy regulations. 

Cloud Infrastructure Vulnerabilities

HubSpot relies on Amazon Web Services (AWS) as its main cloud infrastructure. In the event of a security breach at AWS, all data stored on their servers, including client information from HubSpot websites, could be compromised.

Web Forms And SQL Injection

Hackers use a technique called SQL injection to insert malicious commands into spam submissions in contact forms or login screens, allowing them to access sensitive information like user credentials from the database. Without HubSpot DLP in place, hackers can easily embed scripts or malicious software to exploit vulnerabilities in the server or database.

Template Security Flaws

Content management systems like HubSpot may have vulnerable JavaScript or CSS templates, making them susceptible to cross-site scripting (XSS) attacks. These bugs could allow hackers to inject malicious code, steal cookies, or deface websites. 

Data Import Risks

Transferring data from unverified sources to your HubSpot CRM can be dangerous. Files potentially containing CSV or formula injections can execute malicious code when opened, affecting the information in your CRM and the security of the computer used to access it. 

HubSpot Account Hack

HubSpot portals are difficult to hack but not completely immune. A malicious account can still be created and infiltrate your HubSpot CRM through a third-party integration. Hackers can come from the server side, website code, contact forms, or even CSV files.

Why do You Need a Third Party DLP Integration for HubSpot ?

While HubSpot offers robust security features, enterprises should adopt proactive best practices to protect their data within the platform.

Restrict Administrative Access:

• Limit Super Admins: Restrict the number of super admins in your HubSpot CRM, as they have comprehensive control over the system. Ideally, keep super admins to a minimum and assign other employees specific permissions based on their job roles to reduce the risk of accidents and data leaks.
• Control Export Permissions: Limit the number of individuals who can export data from HubSpot to prevent unauthorized data distribution outside the company.

Enhance System Defense:

• Employ a Web Application Firewall (WAF): Use a WAF to protect your data from online threats, including SQL injection attacks and cross-site scripting.
• Implement Strong Access Control Policies: Define clear roles and permissions tailored to the needs of individual users and teams within HubSpot.

Streamline User Authentication:

• Implement Single Sign-On (SSO): SSO facilitates secure and convenient access across multiple applications, reducing the reliance on multiple passwords and centralizing user authentication.
• Enforce Strong Password Policies: Require the use of strong, unique passwords and regular password updates. Consider setting a password expiration period to enhance security.
• Mandate Two-Factor Authentication (2FA): Implement 2FA to add an extra layer of security, requiring users to verify their identity with a second form of authentication.

Manage Third-Party Integrations:

• Vet Third-Party Applications: Thoroughly evaluate the security measures of third-party applications before integration and choose those that adhere to industry-standard security practices.
• Configure Integration Settings Properly: Ensure settings restrict access to necessary data and functions only, and regularly review these settings as HubSpot use evolves.
• Implement the Principle of Least Privilege (PoLP): Limit third-party application access to essential functions only to minimize risks in the event of a breach.

Operational Vigilance:

• Conduct Regular Audits: Monitor integrations and user activity for suspicious behavior using HubSpot’s activity logs to detect and address potential security issues quickly.
• Keep Systems Updated: Regularly update HubSpot and all integrated third-party applications to address security vulnerabilities promptly. Install all security updates and stay informed on best practices by regularly reviewing HubSpot’s security resources and documentation.

By following these best practices, enterprises can significantly bolster their security posture within HubSpot, ensuring their data remains protected against emerging threats.

Strac’s HubSpot DLP Solution For Enterprise Security

Strac's HubSpot DLP software protects sensitive information shared through email within the platform. It effectively detects and masks sensitive content. With customizable business settings using Strac for HubSpot, compliance officers can easily monitor access to specific messages with detailed audit reports.

Strac provides businesses with customizable alert options to receive notifications through email or Slack whenever sensitive information is detected. Integrating Single Sign-On (SSO) functionality also ensures secure authentication for employees accessing sensitive data in Strac's Vault, as long as they have the proper authorization. 

Key features of Strac's DLP solution include

• Discover, classify, and protect sensitive data: Strac's AI detects sensitive data with accuracy and precision across volumes of unstructured texts and documents.

• Remediate sensitive data: Strac provides remediation actions like redaction, blocking, alerting, and encryption. This feature is particularly useful for protecting private information such as PII (Personally Identifiable Information) or PHI (Protected Health Information), effectively blocking unauthorized access. Strac's redaction replaces sensitive data with a link to Strac's secure Vault. 
• Businesses can configure Strac to recognize and redact a wide range of sensitive data elements, including PII (Personally Identifiable Information) and PHI (Protected Health Information), such as:some text
  • Social Security Numbers
  • Dates of birth
  • Driver's license numbers
  • Passport details
  • Credit card and debit card numbers
  • API Keys
  • Financial documents
  • Confidential data
• API integration: Strac's RESTful APIs allow custom integrations alongside user-friendly no-code options for a flexible and efficient DLP deployment.
• Dashboard and analytics: Strac's dashboard offers detailed visualizations of data discovery and remediation activities, providing insights into data flow and security status.
• Compliance with regulations/privacy laws: Strac helps you comply with major regulations like PCI, SOC 2, NIST CSF, HIPAA, GDPR, CCPA, and India's DPDP, safeguarding against legal and financial penalties.