CRM Software and Data Protection

Integrating any third-party platform into healthcare-related operations presents certain data protection risks. Organizations using cloud-based CRM systems, such as HubSpot, to manage Protected Health Information (PHI) or to organize patient appointments also risk non-compliance with the Health Insurance Portability and Accountability Act (HIPAA).

Although CRMs aren’t against collecting and handling customer data, they are hyper-sensitive to litigation risks that can arise from the mishandling of sensitive user data. As a result, most CRMs don’t offer the robust features needed to comply with strict data protection standards, like those required by HIPAA.

Features Required for HIPAA Compliance

To be HIPAA compliant, your CRM system must have certain data security features in place, including:

• Access Control: PHI should only be accessible by authorized users. This can be achieved through role-based permissions and multi-factor authentication.
• Data Protection: To protect against unauthorized access, PHI and sensitive data elements should be encrypted, masked or redacted.
• Access Logging: Access to PHI should be monitored to track when data is accessed and who it was accessed by.
• Risk Assessments & Audits: The ability to conduct regular security risk assessments and generate audit reports.

The Strac HubSpot DLP can be used to customize and secure sensitive data elements within HubSpot, mask and redact sensitive data, enable Single Sign-On (SSO) capabilities, configure alerts when sensitive information is detected, generate audit reports and more.

Can You Manage PHI in HubSpot?

Yes. It is possible to manage PHI within HubSpot provided you use solutions that restrict sensitive data, protect against data leakages, and prevent unauthorized access.

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Can PHI Be Leaked from HubSpot?

Like any platform that handles sensitive data, there is always a risk of Protected Health Information (PHI) being leaked or exposed due to various factors such as cybersecurity breaches, human error, or system vulnerabilities. HubSpot takes measures to secure data and protect against unauthorized access.

However, no system can be entirely immune to risks. Ensuring your employees are trained on data security best practices is the first step to preventing data leaks.

Is HubSpot HIPAA Compliant?

HubSpot is not HIPAA-compliant straight out of the box. Reviewing HubSpot’s Terms of Service, we note two key clauses:

1. 2.9 which states, “The Subscription Service is not designed to comply with industry-specific regulations such as the Health Insurance Portability and Accountability Act (HIPAA)…”
2. 2.10 stating, “…we (HubSpot) specifically disclaim any liability that may result from your use of the subscription service to collect, process or manage sensitive information.”

Healthcare organizations should note HubSpot is not designed to be HIPAA-compliant and that HubSpot absolves themselves of any liability relating to the mishandling of sensitive data.

This highlights the importance of integrating DLP software that can effectively bring the use of HubSpot into compliance with HIPAA standards.

Will HubSpot Sign a BAA Agreement?

A Business Associate Agreement (BAA) is a necessary component of HIPAA compliance. There is no clear cut answer to this question. HubSpot does offer the ability to sign a Business Associate Agreement (BAA) for customers who require HIPAA compliance, but this service is typically available for customers on certain enterprise-level plans.

It's important to note that not all parts of HubSpot's service may be HIPAA-compliant or covered under a BAA. Therefore, it's crucial for organizations that operate in the healthcare sector and handle PHI to directly contact HubSpot to discuss their specific needs, confirm the availability of a BAA, and understand which aspects of the service can be used in compliance with HIPAA regulations.

How Does Strac Protect Companies from HubSpot Data Leaks?

Strac offers a comprehensive Data Loss Prevention (DLP) solution that’s designed for smooth integration with HubSpot. Automatically detect, classify, and remediate sensitive data such as PHI, personal identifying information, and financial information.

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Our solution is tailored to work with HubSpot, providing additional layers of security, and ensuring that PHI and other sensitive data are protected.

• Detection and Classification: Strac's advanced algorithms accurately identify sensitive data, including PHI, across a wide range of data types. This capability is crucial for platforms like HubSpot where large volumes of data are processed. Strac stands out as the sole Data Loss Prevention (DLP) solution available that offers both detection and redaction capabilities for images (including JPEG, PNG, and screenshots) along with deep content analysis for document types such as PDF, Word documents (DOC, DOCX), Excel spreadsheets (XLSX), and ZIP files. For a comprehensive overview of the types of sensitive data Strac can handle, refer to its complete catalog of sensitive data elements.
• Remediation: Upon detection, Strac offers several remediation options, including redaction, encryption, and deletion, to prevent unauthorized access or exposure of sensitive information.
• Real-Time Protection: Our HubSpot DLP solution monitors data in real-time, providing immediate alerts and actions to mitigate the risk of data leaks. This proactive approach ensures that any potential breaches are addressed promptly.
• Compliance Assurance: Strac ensures organizations comply with HIPAA standards by improving data handling practices, reducing the risk of violations and associated penalties.

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‎Strac’s DLP software can be configured to identify, redact and restrict access to a wide range of sensitive data, ensuring your use of HubSpot is HIPAA compliant. As well as specific patient information, Strac can redact personally identifiable information such as Social Security numbers, dates of birth, driver's license numbers, passport details, credit and debit card numbers, API Keys; and financial information like bank statements and payment records.

Ensure HubSpot and HIPAA Compliance

While HubSpot may not be HIPAA-compliant straight out of the box, combining the right practices with Strac’s tailored HubSpot DLP can bring healthcare organizations into full compliance.

Strac provides another layer of protection in the way it effectively mitigates the risk of data leaks. Sensitive PHI data is automatically detected and redacted within messages and attachments exchanged through HubSpot's email system.

Strac’s other features; including regular security audits, and Single Sign-On (SSO) capabilities further reduce the risk of leaks.

Significantly enhance HubSpot’s existing data protection capabilities and ensure that sensitive patient data is adequately protected by integrating Strac’s HubSpot DLP solution. Checkout Strac's HIPAA Compliance

Learn more about Strac's DLP integrations and our full catalog of sensitive data elements.

Schedule a free 30-minute demo to learn more.

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