As a HUG Leader, we're counting on your to follow the guidelines set forth on this page. Failure to comply with the guidance below can result in termination of your HUG Leader Portal, and removal from the HubSpot User Groups program.
Please note, these guidelines are for HUG leaders and not general customer guidance. For general customers, please reference our GDPR Product Playbook.
Requirements you must meet as a HUG Leader
Learn how to use your portal to manage HUG contacts
As stated in the HUG Leader Guidelines: “While we might make a HubSpot Marketing portal available to you to use in accordance with these HUG Guidelines, this portal and all intellectual property related to it belong to and are the property of us or our licensors (if any).” This means that all user data housed in the HUG portal ultimately belongs to HubSpot.
All HUGs should be managed in a way that is compliant with GDPR - meaning that you are only contacting people who have opted into communications, and for whom you have a lawful basis for processing. Assuming you are following these guidelines, all of your HUG data should be stored within your program portal.
It is ok to import contacts into your portal, so long as that information as been collected in a way that is GDPR compliant. This means you need to ensure you have a lawful basis to process the data you add to a HUG portal. Follow these steps to assign lawful basis of processing.
Yes - provided that all information is being gathered in a GDPR compliant fashion, you are allowed to send HubSpot data from your portal.
How to ask for information - and what information to ask for.
To ensure your HUG registration pages are GDPR compliant - please review the “Ana fills out a form on Acme's site” section of The HubSpot GDPR Playbook.
Under GDPR, you should be asking for ONLY the information that you need from someone in order for them to attend an event. Asking for information that you intend to use for purposes beyond why your registrant is filling out a form is a breach of your lawful basis to process their data.
Yes - you may use Eventbrite or other third party registration systems to gather applicant data. Should you chose to do so, you are still responsible for ensuring the process is GDPR compliant. This means that you should be displaying notice on all forms on third party sites.
A few more questions that we've received.
Yes! Please turn-on the built-in cookie warning provided for you with the HubSpot software.
No - per our legal guidelines, this action is prohibited: “One important restriction – you can use the contact information of your HUG attendees for HUG-related activities only.” Contacting attendees from another portal is also prohibited.
HUG portals belong to HubSpot and are transferred between leaders when leadership changes. All users who are already in that portal have opted in to HUG communication, not communication from that previous leader, and so they are ok to remain in that portal. You - of course - must always give people the option to opt-out of communication should they want to.
So long as someone continues to engage with your event or your emails, they can remain in your portal. A safe time period to use is one year. For anyone who has not engaged with you in over a year -you should delete them from your portal.
No - attendee data should not be shared with anyone. This includes but is not limited to, Sales Reps, “Sponsors”, etc...
Yes - Please follow the steps on this knowledge base article to set up a cookie notification for your HUG site.
We're happy to answer any additional questions. Simply submit them to us and we'll get you more information as soon as we can.Submit Here
The team at HubSpot has put together an in-depth guide on how to use the HubSpot product in a way that is GDPR compliant.See Here
Take a look at the standard program guidelines to understand the general rules set forth for HUG Leaders.Review Here