Managing Sensitive Data In HubSpot For Healthcare

Data protection and privacy have dominated the media in the last decade, and rightly so. Different kinds of data may be considered sensitive, including those of the company's owners, clients, and employees. Thus, protecting data frameworks from falling into the wrong hands is paramount.

A business is generally known for handling three kinds of data: business, personal, and financial. 

• The business data includes confidential information, including intellectual property, supplier-related data, and trade secrets. 
• Personal data belongs to the customer and may include their phone number, name, address, date of birth, and medical records.
• Financial data includes information on social security and banking.

Additionally, the definitions of data are constantly changing. For example, in personal data , different consumers may have radically different opinions about which data (e.g., age, date of birth, place of residence, name of spouse) may be confidential. However, regardless of the differences, data protection today is critical in today’s day and age. Data protection is also linked to privacy, and both need to be maintained to run a successful business today.

How Does HubSpot Help Healthcare Manage Sensitive Data?

With HubSpot’s Smart CRM, healthcare providers can securely store sensitive patient data, leveraging robust security measures and the latest data protection standards to manage their business processes safely and effectively. This empowers healthcare organizations to focus on providing exceptional care while maintaining the highest privacy and data security standards.

• Use payment data, health records, and demographics to tailor products and services to customers' needs and improve your communication.
• Worry no longer about regulations like HIPAA and GDPR on data privacy because HubSpot will help you easily find a way through it.
• Enhance your data security using additional privacy layers and minimize glitches or confusion.

Best-In-Class Data Privacy And Protection

Data is the key to growing a successful business today. One cannot compromise on data privacy in any way if a company has to be grown. It can be challenging to continuously monitor data safety and simultaneously put it to multiple marketing, strategizing, and sales uses.

In such cases, HubSpot Smart CRM solutions will help you worry less about confidential customer data and concentrate on your business and growing it to the maximum extent possible.

Unified Records For Growth

Sensitive data can be used in marketing to grow your enterprise. For example, an organization may use demographic data to target people from particular demographic backgrounds. A brand should also use such information to reach out to those sections of the population that it may not have targeted earlier using different languages or motifs that may be more familiar to its target group. This will also immensely help the go-to-market strategies that are being used.

It goes without saying that HubSpot does this and more! It safeguards the data that you have collected by ensuring that it is not used illegitimately and only used ethically to grow your business exponentially!

Paying Attention To Data Privacy Rules

HubSpot pays the utmost attention to meeting all data privacy rules. This is not only because the platform knows the rules but also because its software is made to meet all data protection regulations. HubSpot's sensitive data software provides a comprehensive suite of tools to assist healthcare organizations in safeguarding personal information (PI) and personally identifiable information (PII), complying with essential regulations such as the General Data Protection Regulation (GDPR) and the Health Insurance Portability and Accountability Act (HIPAA). 

Integrated security features, such as comprehensive audit logging and a business associate agreement (BAA), support healthcare providers in meeting their regulatory requirements, which allows them to focus on delivering quality care with peace of mind.

Making Data Breaches A Thing Of The Past

Data breaches and the external factors causing them can wreak havoc on your system. As has been seen repeatedly, a data breach can immensely harm a company's fortunes and lead to a severe lack of trust among customers. 

So, how does a healthcare provider prevent such business disruptions? By implementing HubSpot's newly-launched sensitive data features. HubSpot now allows healthcare organizations to safeguard confidential customer data with an additional layer of platform encryption, reducing the potential for business disruptions due to security breaches. 

Moreover, HubSpot's user-friendly platform enables easy monitoring of security health and compliance with sensitive data security best practices. Advanced and water-tight authentication measures, inactive session timeouts, and proactive security recommendations ensure that only authorized personnel can access sensitive patient data, helping healthcare providers maintain a secure and compliant environment.

FAQs

Q. What is the definition of sensitive data?

1. Sensitive data refers to certain personal and private information protected by special laws to prevent them from being accessed by unauthorized personnel. HubSpot allows the storage of the following sensitive data:

• Ethnicity
• Age
• Gender
• Salary Data
• Government-issued identity cards
• Proof of Citizenship
• Bank account numbers (last four digits only)

Q. What are the ways to restrict sensitive data access within the HubSpot portal?

1. For healthcare organizations using HubSpot, it is crucial to maintain the highest level of security when handling sensitive data. Super admins should implement field-level permissions, which restrict user or team access to sensitive property data for view and edit purposes. This is essential to ensure that only authorized personnel can view or modify sensitive data. 

In addition, HubSpot recommends that organizations conduct regular user access reviews to identify super admins who can view and edit sensitive data. Healthcare organizations can refer to the HubSpot Knowledge Base article for more information on using sensitive data features.

Q. Will HubSpot ever use sensitive data from the clients to train the platform’s own AI models? 

1. No, HubSpot doesn’t use sensitive data to train its AI models. However, the platform does use other customer data that is not marked as sensitive for AI training routines. But fear not! There is an easy option for opting out of having the platform use customer data for machine learning: emailing HubSpot’s Privacy department.

Generally, HubSpot recommends not sharing sensitive data when engaging with the platform’s AI features. This is because their sensitive data features do not cover AI usage and should not be used in prompts. The platform has further outlined specific AI tools that use sensitive data in response to particular prompts:

• AI Assistant call summaries
• Speaker mapping through AI
• Conversation intelligence
• Summaries of conversations 
• Automated Population of Contact Properties

Q. How does HubSpot encrypt and differentiate sensitive data from non-sensitive data?

1. For non-sensitive data, the default setup in HubSpot is to encrypt them with TLS 1.2 or 1.3 (when in transit) and AES-256 (when at rest).

Of course, sensitive data requires additional encryption. This extra security layer comes in the form of customer-specific encryption keys generated through an AES-256-based added application layer. Companies can learn more about these encryptions in the HubSpot Trust Center.

Q. Does HubSpot allow storage of HIPAA data?

1. HubSpot has launched new features that offer HIPAA-compliant privacy and security protections, enabling healthcare customers to use our products and services in compliance with HIPAA requirements. These features include comprehensive audit logging, advanced authentication, inactive session timeout, account security recommendations, application-level per-tenant encryption, and more. 

Q. How do we use sensitive data within HubSpot?

1. When managing sensitive data within HubSpot, note that sensitive properties can only be added to specific CRM objects, including contacts, companies, deals, tickets, and custom objects. These properties are supported by various features, including CRM object properties (for manual updates, imports, exports, and CRM activities), list creation, workflows, search, forms, CRM attachments, APIs, integrations, and reporting.

Q. Where is BAA in HubSpot?

1. In Hubspot, business associate agreements (BAAs) can be accessed by HS Covered Entity and Business Associate customers through the terms on sensitive data. The BAA plays a significant role in the storage of protected health information.