HubSpot is a robust CRM platform that streamlines data management and automates tasks, empowering businesses to achieve more. However, like any powerful tool, it requires periodic maintenance to stay effective. Many users set up sequences and workflows on autopilot, but data can be more organized and efficient with regular maintenance.
A security audit protects your data and keeps your HubSpot workflows clean, efficient, and optimized.
This guide provides a straightforward, step-by-step approach to performing a thorough security audit of your HubSpot account. Regular HubSpot security audits are crucial for all users to identify potential threats, tighten access controls, and enhance data security.
Key benefits of conducting regular security audits on your HubSpot account include:
- Enhanced Data Protection: Regularly reviewing access levels, login activities, and account settings minimizes the risk of data breaches and unauthorized access.
- Compliance with Regulations: Security audits help you comply with data protection regulations such as GDPR, CCPA, and other industry standards.
- Improved Operational Efficiency: A secure and well-managed HubSpot account reduces the risk of disruptions, allowing your team to work confidently.
- Proactive Risk Management: By identifying weaknesses early, you can address vulnerabilities before they lead to significant security incidents.
- Optimized Performance: Ensure your HubSpot platform is running efficiently and securely.
Preparing for the Audit
Preparation is key before conducting a security audit of your HubSpot account. Gathering the correct information and clearly defining your objectives enables you to perform a more focused and effective audit.
Gather Necessary Information
The foundation of a successful security audit lies in gathering all relevant data and logs. This initial step is crucial as it provides the insights needed to assess your HubSpot account’s security posture. Consider the following:
- User Access Logs: Gather logs that show who has logged into your HubSpot account, including dates, times, and IP addresses. This data can reveal any suspicious login attempts or unauthorized access.
- List of Users and Roles: Compile a list of all active users, along with their assigned roles and permissions, to help you determine whether each user has the appropriate level of access based on their responsibilities.
- Integrations and Connected Apps: Identify all third-party integrations and apps connected to your HubSpot account. Integrations can be entry points for vulnerabilities when not adequately managed or updated.
- Data Storage and Usage Reports: Review where your data is stored within HubSpot and how it is accessed. Ensure that sensitive data is stored securely and that usage patterns align with your business needs.
By collecting critical information—such as user activity logs, access permissions, and system configurations—you equip yourself with the necessary details to identify vulnerabilities and make informed decisions throughout the audit process.
Define Audit Objectives
Once you've gathered all the necessary data, the next step is to define your audit's objectives. Setting clear goals ensures that your review is thorough and focused, covering every critical aspect of your HubSpot platform. Typically, these objectives include identifying unauthorized access by reviewing user logs and permissions, assessing data protection measures to ensure sensitive information is securely stored and shared, evaluating the security of third-party integrations, and strengthening user authentication by confirming that two-factor authentication is enabled and passwords are secure. These steps are essential to maintaining a safe and compliant HubSpot environment.
In addition to these objectives, it's essential to determine the frequency of audits based on your organization's needs. While some businesses may require annual audits, others might benefit from quarterly reviews, mainly if your HubSpot account is frequently accessed by multiple users or integrated with many third-party apps. Regular audits help maintain security and make the process more efficient over time, as issues can be addressed before they become more significant problems.
Step-by-Step Guide to Conducting the Security Audit
Now that you've gathered the necessary information and defined your audit objectives, it's time to conduct the audit. Follow these steps to review and enhance your HubSpot account's security systematically.
Review User Access and Permissions
Audit User Accounts
- Identify Inactive or Outdated Accounts: Check for user accounts no longer in use, such as accounts belonging to former employees or users without access. Removing these accounts reduces the risk of unauthorized access.
- Ensure Proper Access Levels: Review each active user’s access permissions to confirm they align with their current responsibilities. Over-privileged accounts can lead to accidental or intentional misuse of sensitive data, so verifying that access is granted appropriately is essential.
Evaluate Role-Based Access Controls (RBAC)
Role-Based Access Controls (RBAC) are vital for maintaining secure access while ensuring operational efficiency:
- Verify Role Assignments: Ensure user roles are correctly assigned and permissions align with each role's intended purpose to reduce the risk of sensitive actions by unauthorized users.
- Adjust Roles as Needed: If your business needs or security policies have changed, update roles and permissions accordingly. Regularly reviewing and adjusting RBAC settings helps keep your account secure while meeting operational requirements.
Assess Two-Factor Authentication (2FA) Implementation
Verify 2FA Activation
Two-factor authentication (2FA) is a critical security measure that should be enforced for all users. Review the list of users and check that 2FA is activated on all accounts. 2FA adds an extra layer of security by requiring users to verify their identity using a second factor beyond just a password.
Address Non-Compliance
In cases where users have not yet activated 2FA, consider making 2FA mandatory and sending reminders or prompts to users who have yet to set it up. Implementing a policy that requires 2FA for all accounts ensures consistent security across the board.
Review API Keys and Integrations
Inventory Connected Apps
Third-party integrations can introduce vulnerabilities if not managed properly. Inventory all third-party apps and services integrated with your HubSpot account. This includes marketing automation tools, CRM integrations, and other connected platforms.
Evaluate API Key Usage
API keys are vital for integrations but can pose a security risk if updated or used. Revoking any API keys no longer in use or associated with deprecated apps is crucial, as this helps prevent unauthorized access. Additionally, ensuring that active integrations are configured securely, with appropriate scopes and permissions, is essential. By limiting API access to only what's necessary, you can significantly reduce potential vulnerabilities in your system.
Monitor Login Activity and Access Logs
Analyze Login History
Regularly reviewing login activity can help you detect potential security issues. Examine your login history for unusual patterns, such as repeated failed login attempts, logins from unfamiliar locations, or logins at odd hours, which could indicate unauthorized access attempts.
Investigate Anomalies
If you detect any suspicious activity during your login history review, investigate the source of the activity. If needed, consider resetting passwords, revoking access, or notifying your security team to ensure the account remains secure.
Verify Data Encryption and Storage Security
Confirm Data Encryption Protocols
Data encryption is fundamental for protecting sensitive information. Please verify that your HubSpot account uses encryption protocols to protect data both when it’s stored and when it’s being transferred. HubSpot’s default settings typically include encryption, but it’s always wise to double-check.
Review Data Storage Practices
Proper data storage ensures compliance and security. Evaluate where your data is stored within HubSpot, whether in contact records, marketing assets, or elsewhere. Confirm that these storage practices align with your security standards and industry regulations.
Update and Review Security Policies
Review Existing Security Policies
Security policies should evolve with your business and technological landscape. Review your security policies to align with industry standards and best practices. Policies should cover user access, data protection, and incident response.
Implement Necessary Updates
Based on your audit findings, adjust policies as needed. If gaps are discovered, update your security policies accordingly. Ensure your team knows these changes and that all users know new requirements or procedures.
Post-Audit Actions
After completing your security audit, the next crucial step is taking action based on your findings. The post-audit phase involves documenting your results, addressing any issues, and establishing a routine for future audits.
Document Findings and Recommendations
After completing your audit, your priority is compiling a comprehensive report that thoroughly documents your uncovered vulnerabilities. This report should detail each issue and provide clear, actionable recommendations for addressing them.
Document all the issues identified during the audit, including gaps in user access, weak integrations, or lapses in 2FA enforcement. The report should include both significant vulnerabilities and minor concerns, offering a clear view of your HubSpot account's security posture. A well-documented audit report records your findings and guides your next steps in improving your HubSpot account's security.
Prioritize issues based on their potential impact on your business and the likelihood of exploitation. High-risk matters should be addressed immediately, while lower-priority items can be scheduled for resolution over time.
Implement Corrective Measures
After documenting and prioritizing your findings, the next step is to take corrective action. To mitigate significant risks, immediately address critical vulnerabilities, such as unauthorized access or unencrypted data. For less urgent issues, create a timeline for implementing long-term improvements like refining access controls or updating integrations. Effective remediation is crucial for closing security gaps and preventing future incidents.
Schedule Regular Audits
Security is an ongoing effort that demands continuous vigilance. To maintain protection, set a regular audit schedule that fits your business needs, whether quarterly, semi-annual, or more frequent if there are constant changes in users, data, or integrations. Continuous system monitoring should also be established to detect potential threats between audits, such as alerts for suspicious activity or regular access log reviews. Regular audits and ongoing monitoring ensure you can quickly address new risks and strengthen your security.
Maximize the Benefits of Your HubSpot Platform
Conducting a thorough security audit of your HubSpot account is not just a best practice—it’s an essential step in safeguarding your business’s data and maintaining the integrity of your operations. With the steps outlined in this guide, you can proactively identify and address vulnerabilities, ensuring your HubSpot account remains secure and compliant with industry standards.
If you’re looking for expert guidance or need assistance with your HubSpot security audit, our team can help. As a marketing automation agency and HubSpot experts, we specialize in optimizing and securing HubSpot accounts for businesses like yours. Contact us today and get HubSpot Support to learn how we can help you strengthen your HubSpot security and drive better business results.