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How to Use AI to Check if a HubSpot Property Contains Sensitive Data

Use AI to review HubSpot properties for potential sensitive data and ensure compliance. Learn how to identify, flag, and manage sensitive fields to keep your CRM clean, secure, and risk-free.

Collecting the wrong type of data in HubSpot - even unintentionally - can breach the platform’s Sensitive Data Terms.

HubSpot restricts storing certain sensitive personal data, including health, financial, or biometric info.

The Risk

Not all property names make it obvious they contain sensitive data.

For example:

  • "Policy Number" may relate to insurance
  • "NHS Number" is Health information
  • Bank Account → Financial data
  • Gender Identity or Disability Status → May fall under protected characteristics

If you're not sure, AI can help flag potential issues quickly.

The Fix: Use AI to Flag Potential Sensitive Properties

You can use a tool like ChatGPT to review your property list for sensitive data indicators. Here's how:

Step-by-Step:

1. Export your property list from HubSpot

  • Go to Settings > Properties
  • Use the export option to download a list of all custom and default properties (name, internal name, type, description) 

2. Paste the list into ChatGPT (or upload a CSV)

Ask:

“Can you review these HubSpot property names and flag any that may contain or collect sensitive personal data based on HubSpot’s Acceptable Use Policy?”


3. Review the flagged items

  • Cross-reference with your usage and determine:

    • Do you need to collect that data in HubSpot?
    • Can it be stored elsewhere more appropriately (e.g. a secure document vault, healthcare system, or finance platform)?

4. Mark known sensitive fields internally

  • Use a naming convention or description tag (e.g. “⚠️ Sensitive Data – do not use in workflows or reporting”)
  • Consider removing or replacing unnecessary sensitive properties altogether

You can also ask AI to rewrite property names to be more general while staying useful:

Why This Matters:

  • Protects you from compliance breaches
  • Keeps CRM data safe and appropriate
  • Builds trust with stakeholders and customers
  • Future-proofs your CRM setup

Small checks now = fewer headaches later.
Let AI help you keep your HubSpot data compliant and clean.