How to import data from Hubspot

Import HubSpot CRM data into Cognism

This article explains how to import data from HubSpot into Cognism and enable HubSpot-specific search filters. These filters let you exclude prospects that already exist in your HubSpot system.

The import is configured by a Cognism admin, usually with support from a HubSpot admin. After the initial import, Cognism automatically updates the data in the background.

What this feature enables

Once HubSpot data import is active, you can:

• Exclude existing HubSpot contacts and companies from searches 
• Identify net-new prospects more easily 
• See HubSpot ownership and existence indicators in Cognism

Prerequisites

Before you start, make sure the following requirements are met:

• Your HubSpot account is on the Professional tier or above

(Starter tiers may not support the required API scopes) 

• The HubSpot integration is enabled in Cognism 
• Required HubSpot API scopes are granted, including: 
  • crm.objects.contacts.read  
  • crm.objects.companies.read    
• HubSpot user permissions allow read access to the required objects 
• You are an admin in Cognism

What data does Cognism import from HubSpot?

Cognism imports the following HubSpot objects:

• Contacts 
• Companies 
• Tasks 

Only selected properties are read, such as:

• Email address 
• Domain 
• Name 
• Owner 

This data is used only to support:

• CRM exclusion filters 
• Record-matching and existence indicators 

Imported data is encrypted at rest using AES-256 encryption. Cognism does not enrich or otherwise process this data beyond enabling filters.

Here are the steps on how to import data from HubSpot to Cognism:

Enable the initial HubSpot data import (admin)

1. In Cognism, go to integrations in the left-hand side bar.  
2. Find HubSpot, select Configure.  
3. Confirm that the HubSpot integration is already connected. 
4. Open the Data import tab.  
5. Select Enable data import.  

A confirmation window appears.

1. Confirm the correct HubSpot portal is selected.  
2. Select Confirm.  

Cognism enters a Preparing state while it calculates the number of records. The import then starts automatically.

Import duration and completion

• The initial import can take several hours, or up to 24 hours, depending on data volume.  
• After importing, Cognism matches the data against its own database. 
• You receive an email when the import and matching process finishes. 
• The status updates to Data import active.  

Once active, HubSpot-specific filters are available to all users in your Cognism account, even if they are not individually connected to HubSpot.

Filter searches using HubSpot data

Use HubSpot contact filters

1. Go to Cognism > Contacts.  
2. Open the Contacts filter.  
3. Select Exclude existing contacts.  

When enabled, the Contact owner filter appears:

• Select All owners to exclude all owned HubSpot contacts  
• Select a specific owner to exclude only contacts owned by that user 

Use HubSpot company filters (Contacts tab)

1. Go to Cognism > Contacts.  
2. Open the Companies filter.  
3. Select All owners or a specific owner.  
4. Enable Exclude existing to hide contacts linked to HubSpot companies.  

You cannot use the Contacts and Companies filters at the same time in the Contacts tab.

Use HubSpot company filters (Companies tab)

Filter by company ownership

1. Go to Cognism > Companies.  
2. Open the Companies filter.  
3. Select all owners or a specific owner.  

This shows which companies already exist in HubSpot.

Filter by company type

1. Open Company type.  
2. Select one or more mapped company types from your HubSpot field mappings. 
3. Combine this with the Companies filter.  
4. Select Exclude to show only companies that do not exist in HubSpot.  

Manually re-sync HubSpot data (admin)

If you add or update more than approximately 100,000 records in HubSpot outside Cognism, you can force a refresh.

1. Go to Integrations > HubSpot > Configure.  
2. Open the Data import tab.  
3. Select Re-sync now.  

Cognism re-imports and re-matches the data in the background.

Disable HubSpot data import (admin)

If you no longer want to use the HubSpot data import:

1. Go to Integrations > HubSpot > Configure > Disable data sync
2. Choose one option: 
   1. Remove my data – data is stored for 30 days, then deleted  
   2. Retain my data – data remains until you request deletion    
3. Select Confirm.  

If data is removed and more than 30 days pass before re-enabling, the next import runs as a full initial import.

Frequently asked questions

Is this compliant with HubSpot and data protection rules?

Yes. Cognism reads only selected fields from HubSpot and uses them solely to enable CRM filters and record matching. Imported data is encrypted at rest, and no enrichment is performed.

What is the HubSpot status indicator?

After import and matching, Cognism displays an indicator in search results showing whether a prospect exists in HubSpot.

Matching is based on key fields such as:

• Email address (contacts) 
• Domain (companies) 
• Name and email (where applicable) 

When a match exists, Cognism can also display the HubSpot owner and related metadata.

What happens if the data import fails?

Temporary failures usually resolve automatically. If a job becomes stuck or fails repeatedly, a full re-sync can be initiated to restore normal operation.

What if the data appears inaccurate?

Minor delays or inconsistencies can occur when processing large volumes of data. Ongoing update cycles usually resolve these automatically. If a permanent issue is identified, a full re-sync of Cognism data with HubSpot can be performed.

Expected results

After setup:

• HubSpot records are identified in Cognism searches 
• Existing CRM records can be excluded from prospecting 
• Ownership and existence indicators appear consistently 
• Data remains automatically updated in the background 

Next steps

• Review HubSpot field mappings  
• Test CRM-specific filters in Cognism 
• Share filtering best practices with your team