Reference
Permissions and data
What YTI Sync may do in HubSpot and Intercom, what it keeps on its own server and for how long. In short: message text passes through, it is never stored.
HubSpot permissions
| Scope | Why |
|---|---|
| oauth | Connecting the app to your HubSpot account (required by HubSpot). |
| crm.objects.contacts.read | Finding the contact by email; reading the contact fields shown in Intercom; listing contact properties and your legal-basis choices for the settings. |
| crm.objects.contacts.write | Creating a contact when none has the customer's email (if allowed in the settings), with the legal basis you chose if your portal has GDPR features on; writing notes and associating them with contacts. |
| crm.objects.companies.read | Finding the company by domain. |
| crm.objects.companies.write | Creating a company when none has the domain (only if allowed in the settings); associating notes, tickets and contacts with companies. |
| tickets | Reading your ticket pipelines; creating and updating the tickets that mirror Intercom tickets. |
YTI Sync never deletes or merges HubSpot records and never changes properties of contacts or companies that already exist.
Intercom permissions
| Permission | Why |
|---|---|
| Read conversations | Reading the messages of a conversation to write the note, and finding past conversations to add. |
| Read and list users and companies | The customer's email, name and phone, and their company's name and website, to match HubSpot records. |
| Write users and companies | Writing the chosen HubSpot fields to the customer's contact attributes (Pro). |
| Read and write data attributes | Creating the hs_ contact attributes the first time (Pro). |
| Read tickets | Reading the ticket title, description and state. |
| Read one admin | Reading which workspace you connected (its id, name and region), once, when you connect Intercom. |
| Webhook topics (conversations, tickets) | Being told when a conversation or ticket changes, so nothing has to be polled. |
YTI Sync never sends messages, replies or notes in Intercom and never changes conversations or tickets there.
What is stored, and what is not
- Not stored: message text, ticket descriptions, contact names, emails or phone numbers. They are read when a conversation or ticket syncs and written straight to HubSpot. The Intercom card on contact records is read from Intercom each time a record opens and is not kept either.
- The connection: your HubSpot account ID, the Intercom workspace ID and region, and the access tokens of both, encrypted (AES-256-GCM).
- Your settings and your plan, with the Stripe customer and subscription IDs once you pay.
- Links: which HubSpot note or ticket belongs to which Intercom conversation or ticket (IDs), with a fingerprint (hash) of the last write, so an unchanged conversation isn't written again.
- The work queue: IDs of conversations and tickets waiting to sync, and the error of an item that failed.
- The sync log: what happened to which ID, without message text.
- Usage: how many conversations were logged in each month.
Where it runs
- On YTI Digital's own server at Hetzner in Germany (EU), at sync.yti.digital, over HTTPS only.
- Data travels only between your HubSpot account, your Intercom workspace (in its region: US, EU or Australia) and that server. Payments go to Stripe.
- No AI services, no analytics or advertising trackers, no selling or sharing of data.
Security
- Every webhook is checked: Intercom's and Stripe's signatures, and HubSpot's v3 signature with a 5-minute time window.
- The settings page in HubSpot talks to the server through HubSpot, which signs each request and names the account; the server only answers for that account.
- Tokens are encrypted at rest; the key is kept outside the database.
- Error texts from HubSpot or Intercom are stored with any email address in them masked.
- Setup links are signed and expire.
Retention and deletion
| What | Kept |
|---|---|
| Sync log | 90 days |
| Finished or failed queue items | 14 days |
| Webhook receipts (to ignore duplicates) | 7 days |
| Technical server logs (errors, no message text) | Rotated, at most 30 MB |
| Connection, settings, links, usage | While the app is installed |
| Everything of a HubSpot account that uninstalled | Deleted 30 days after the uninstall (a reinstall within 30 days picks up where it left off) |
Notes and tickets YTI Sync wrote are your HubSpot records: they stay in HubSpot after an uninstall, and you can delete them there like any other record.
Delete now, or a copy of your data
Write to support@yti.digital from an address of the HubSpot account and we delete everything of that account at once, or send you what we hold. Full details: Privacy Policy.