HubSpot DLP

Protect Sensitive Information in HubSpot

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HubSpot DLP

Table of Contents

TL;DR:

HubSpot lacks robust data protection features, making it challenging to manage sensitive information.
Existing data protection solutions are not designed for cloud-based platforms like HubSpot.
These shortcomings can lead to decreased productivity, data breaches, and non-compliance with regulatory standards.
Strac's DLP software offers a tailored solution for HubSpot, detecting and redacting sensitive content in email conversations.
Strac's software allows businesses to customize and secure sensitive data elements, mask or redact, receive alerts, and integrate Single Sign-On capabilities.

Protecting Sensitive Data in HubSpot: The Challenge and Solutions

Customers post sensitive personal information (PII or PHI) on Hubspot Ticketing system that is modeled as HubSpot Conversation Inbox for a given business function. Some of the burning reasons on why your Zendesk account needs to be protected:

HubSpot offers a comprehensive suite of tools encompassing marketing, sales, customer service, and customer relationship management (CRM). One of the burning reasons on why your HubSpot account needs to be protected is the lack of robust HubSpot DLP (Data Leak Prevention) features. However, there's a rapid influx of sensitive information, including Personally Identifiable Information (PII), PHI (Protected Health Information), passwords, credentials, PCI (Payment Card Information) data like credit card and other confidential data into the HubSpot system. Identifying and managing this data through manual methods is an extremely challenging task.
One significant limitation of HubSpot is its lack of robust data protection features. It doesn't come equipped with advanced data loss prevention (DLP), data categorization, or content filtering technologies that are standard in enterprise-grade solutions.
Furthermore, the existing data protection solutions in the market are primarily designed for hardware devices and network systems, not cloud-based platforms like HubSpot. This makes their integration and implementation quite complex. These solutions often lack flexibility, precision, and user-friendliness for developers, as they predominantly rely on basic methodologies like regular expressions and straightforward heuristics.
Such shortcomings can lead to several issues, including decreased productivity, elevated risks of data breaches, and potential non-compliance with regulatory standards.
Compliance: Every day, government legislation passes Consumer Privacy laws geared to protect consumer data from malicious entities. CCPA, GDPR, India's DPDP (Digital Personal Data Protection), etc. Manually scanning sensitive messages in your employees' HubSpot accounts to ensure compliance is a daunting and challenging task. This deep inspection process is not only time-consuming but also prone to errors. Despite these difficulties, it remains crucial for companies to adhere to compliance standards and prevent the unauthorized leakage of sensitive data.‍

Ensuring Compliance and Safeguarding Sensitive Data in HubSpot with Strac

Strac HubSpot DLP (Data Leak Prevention) software

Strac's innovative DLP software is specifically tailored for HubSpot, focusing on the secure handling of sensitive information found in email conversations within the platform. It efficiently identifies sensitive content in messages and attachments exchanged through HubSpot's email system.
There is no way to edit information in a Support ticket initiated through email. Strac Hubspot DLP offers an automated solution to detect and redact sensitive data in these communications. The software adeptly masks or redacts sensitive elements, ensuring that only authorized personnel can view the original content through Strac's secure UI Vault. This feature is particularly useful for safeguarding private information such as PII (Personally Identifiable Information) or PHI (Protected Health Information), effectively blocking unauthorized access.
Businesses using Strac for HubSpot can customize the software to recognize and redact a variety of sensitive data elements including Social Security Numbers, Dates of Birth, Driver's License numbers, Passport details, Credit Card and Debit Card numbers, API Keys, Financial Documents like Tax, Bank Statements, Confidential Data, and more. Compliance, Risk, and Security officers benefit from comprehensive audit reports detailing access to specific messages. Full Catalog: ‎https://www.strac.io/blog/strac-catalog-of-sensitive-data-elements
Moreover, Strac offers configurable alert settings, allowing businesses to receive notifications via email or Slack for any detected sensitive information. Additionally, the integration of Single Sign-On (SSO) capabilities ensures that employees can securely authenticate themselves to access sensitive data from Strac's Vault, provided they have the necessary authorization. This combination of features makes Strac an essential tool for businesses using HubSpot to manage email conversations while maintaining strict data protection and compliance standards.

Sensitive Data Types for HubSpot DLP

Explore the wide range of sensitive data elements and file formats that Strac supports: https://www.strac.io/blog/strac-catalog-of-sensitive-data-elements

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Sharepoint DLP Use Cases

Practical Scenario

A hospital’s billing and administrative teams use SharePoint Online to store patient invoices, medical reports, and insurance forms. While collaborating with external insurance providers, a staff member accidentally updates the permissions on a SharePoint document library to “Anyone with the link,” exposing potentially thousands of patient files containing PHI.

How Strac's Sharepoint DLP Helps

Continuous Data Discovery: Strac automatically scans existing and newly uploaded documents, identifying PHI (e.g., medical record numbers, Social Security Numbers).
Classification & Labeling: Once identified, files are labeled (e.g., “HIPAA Sensitive”), ensuring that administrators know which documents require the highest level of protection.
Visibility into Access: Strac provides real-time insight into who has access to these sensitive documents. Administrators can instantly see if unauthorized users or broad groups have viewing rights.
Revoke Public Links: If a file is publicly accessible, Strac immediately revokes those links and restores restricted access.
Alerts & Quarantines: When someone attempts to share PHI externally, Strac can alert admins, quarantine the file for review, or completely block the action.
Audit-Ready Reports: All actions are logged, enabling quick incident response and demonstrating HIPAA compliance for audits.

Practical Scenario

A mid-sized investment firm uses SharePoint to collaborate on various client files, including:

Credit card statements (subject to PCI-DSS)
ID documents (Driver’s Licenses, Passports, etc.) used for KYC (Know Your Customer) verification
Banking information such as account and routing numbers

An associate accidentally shares a SharePoint folder containing these files with a newly onboarded client who does not require access to all confidential documents. This folder is also accessible to several internal teams outside the immediate project, creating multiple potential exposure points.

How Strac's Sharepoint DLP Helps

Comprehensive Data Discovery: Strac scans both existing and newly uploaded documents in SharePoint for sensitive information such as credit card numbers, bank account details, and ID documents (Driver’s License, Passport formats).
Classification & Automated Labeling: Once identified, Strac applies meaningful labels (e.g., “PCI-DSS Sensitive,” “PII – ID Documents,” “Banking Info”) to ensure these files stand out and are subject to stricter security rules.
Visibility into Access: Strac provides an immediate view of who currently has access to these sensitive files. This allows admins to spot situations where external clients or internal teams unnecessarily have permissions.
Public Access Revocation: If a labeled document (e.g., containing card data or ID scans) is found to be publicly shared or too broadly accessible, Strac automatically revokes these links or permissions, aligning access with the principle of least privilege.
Alerts, Quarantines, and Blocks: When a user attempts to share a labeled document with outside domains—or with an entire department—Strac alerts administrators or quarantines/blocks the file share, depending on policy settings.
In cases where the share is intentional but needs review, admins can approve or deny the request within Strac’s dashboard.
Audit & Compliance: Every sharing event, label assignment, and access revocation is logged, creating a detailed audit trail. This helps demonstrate compliance with PCI-DSS, KYC, AML, and other regulatory requirements.
Automatic reporting simplifies any regulatory or internal compliance audit, reducing the administrative burden on security and compliance teams.

Practical Scenario

A software company keeps source code, product roadmaps, and design specs in SharePoint. Several teams—including external contractors—use the same SharePoint site. A developer accidentally grants a large group, including some non-disclosure–exempt contractors, access to a folder containing patent-pending code.

How Strac's Sharepoint DLP Helps

Holistic File Scanning: Strac inspects documents, PDFs, and archives for code snippets, system designs, and proprietary business terms to detect potential IP.
Intelligent Labeling: Documents identified as containing IP or trade secrets are automatically classified (e.g., “Proprietary IP”), reinforcing the need for restricted sharing.
Real-Time Access Insights: With Strac, administrators can instantly see who has access to IP-tagged files, enabling them to remove unauthorized users or reduce permission scopes.
Immediate Link Removal: If a contractor or external partner is mistakenly granted access to IP, Strac revokes public or unauthorized sharing before the files can be downloaded.
Alerts & Blocking: Strac’s policies can be configured to alert security teams or block external sharing attempts for files containing proprietary content.
Incident Response & Auditing: Detailed logs of every share request, label change, and access revocation aid in quick incident resolution and help prove due diligence if legal issues arise.