BetaReview and redact Sensitive Data

Scan your account to identify CRM activities from the previous 60 days that may contain sensitive information. Review detected values to determine whether the information should be marked as non-sensitive or redacted from the activity.

For example, if you unintentionally include financial information in a note, you can run a Sensitive Data scan to identify the information, review where it appears, then redact the value to permanently remove it from the activity.

If Sensitive Data is turned on in your account, you can redact detected values individually or in bulk.

Please note: if you're a Super Admin, you can opt your account into the Bulk Actions on Scanning Results beta.

Before you get started

Before you use this feature, review the requirements, limitations, and considerations. 

Requirements

To redact detected values, Sensitive Data must be turned on in the account. If it isn't turned on, you can still scan and review detected values.

Limitations & considerations

• Sensitive Data scans analyze CRM activities (e.g., notes, calls, tasks, emails, meetings, WhatsApp, and SMS messages) from the previous 60 days.
• Each account is limited to one scan every 30 days.

Scan for Sensitive Data

Scan for Sensitive Data to detect sensitive values in CRM activities from the previous 60 days. 

1. In your HubSpot account, click the settings icon in the top navigation bar.

2. In the left sidebar menu, navigate to Security.

3. Click the Sensitive Data tab.

4. In the Sensitive Data Scan section, click Start scan. If you've done a scan before, click Scan again.

Review Sensitive Data scan results

Review scan results to view where detected values appear in CRM activities and determine whether to mark them as non-sensitive or redact them.

1. In your HubSpot account, click the settings icon in the top navigation bar.

2. In the left sidebar menu, navigate to Security.
3. Click the Sensitive Data tab.
4. In the Sensitive Data Scan section, click View results or Remaining values.
5. In the left sidebar menu, select a Sensitive category.
6. In the [number] values section, click a value to review where it appears in CRM activities. If a value appears more than once, the occurrences are grouped together and labeled with the total number of occurrences.

Mark values as non-sensitive

Mark values as non-sensitive to indicate that detected information doesn’t require redaction. Values marked as non-sensitive remain in the account.

To mark an individual value as non-sensitive:

1. Hover over the highlighted value.

2. In the pop-up box, click the mark as non-sensitive icon.

3. Click the next icon to review another value.

To mark values as non-sensitive in bulk:

1. In the [number] values section, select the checkboxes next to the values you want to mark as non-sensitive.
2. Click Mark as non-sensitive.
3. In the bottom right, click Review your selection.
4. Review the values and actions you’ve selected, then click Confirm.

Redact values

If Sensitive Data is turned on in your account, redact detected values to permanently remove the original information from CRM activities. Redacted values are replaced with generic placeholder text (e.g. REDACTED-ACCOUNT-NUMBER).

To redact an individual value:

1. Hover over a highlighted value.
2. In the pop-up box, click Redact this value.
3. Click the  next icon to review another value.

To redact values in bulk:

1. In the [number] values section, select the checkboxes next to the values you want to redact.
2. Click Redact [number] occurrences.
3. In the bottom right, click Review your selection.
4. Review the values and actions you’ve selected, then click Confirm.

Please note: actions taken on individual values override bulk actions applied to the same values. For example, if you select multiple values for bulk redaction, then mark one of those values as non-sensitive, that value won't be redacted.