Data handling
What we need access to to action a Revenue Leak Check or Report
Written to be read by the person granting access and by whoever has to approve it. If your security or procurement team needs something more formal, ask and we’ll send it before you create anything.
Access
What we can see
For a Free Revenue Leak Check or a Revenue Leak Report, you create a read-only private app in your own HubSpot portal and share the token with us. We also require view only access to your portal as a user. We hold no write access at any point in any engagement.
- crm.objects.contacts.read Contact records
- crm.objects.companies.read Company records
- crm.objects.deals.read Deals and amounts
- crm.objects.owners.read Record ownership
- crm.objects.line_items.read Deal line items
- crm.schemas.* .read Property and pipeline definitions
- crm.lists.read List membership and logic
- Any write scope We cannot change a record
- Email content or call recordings Never accessed
- Workflow scope Grants write, so we decline it
- Settings, users or permissions No access
- Payment or billing data No access
You can revoke access yourself at any moment from Settings, Integrations, Private Apps, without telling us and without anything breaking on your side.
Storage
What we keep for the duration of our engagement with you
We query your portal and retain your own portal findings, i.e., counts, calculated values, and the record identifiers needed to show you a specific example during a call. We do not retain exports of your contact or company database.
We do not retain any of your information once you stop your engagement with us. I.e., we will not use your anonymised data as a benchmark for other reports we do. Your data is onyl going to be accessed and viewed by you, and by us in order to provide key insights.
- Contact names, emails or phone numbers Not extracted
- Full record exports Never created
- Email or call content Not accessible to us
- Your access token, after the engagement Deleted with the app
Retention
How long we hold it
- Access token. Deleted at the end of your Revenue Leak Check call, or at the close of a Revenue Leak Report / monitoring engagement. You’re welcome to watch us delete it, or delete it yourself.
- Findings data. We immediately delete any findings data once our agreement is completed, and will not use this to benchmark against other reports even during the duration of our engagement, or after.
- The report document itself. Retained indefinitely as a record of work delivered, unless you ask us to remove it.
To request deletion, email us and we’ll confirm in writing within five business days.
Practicalities
Security, location and sub-processors
- Token handling. Tokens are shared through a one-time secret link, never by email, and are stored in an encrypted password manager for the duration of the engagement.
- Where data sits. Findings data is held in Australia. If your organisation requires data residency confirmation in writing, ask before you begin.
- Who has access. CogniOps is a small team. Only people working directly on your engagement can access your findings. We do not use offshore contractors for delivery.
- Breach notification. If we became aware of any unauthorised access to your data, we’d tell you within 24 hours, before we’d finished investigating it.
Your rights
Australian Privacy Principles
CogniOps Pty Ltd is an Australian company and handles personal information in line with the Australian Privacy Principles under the Privacy Act 1988. Where your organisation or its contacts are covered by the GDPR or UK GDPR, we’ll act as a processor under your instruction and sign a data processing agreement on request.
You can ask us any questions at any time throughout your engagement or prior to. Our full privacy policy sits here.
Questions about any of this before you grant access: michael@cogniops.com.