PortalPilot is a CRM health analysis tool for HubSpot. It connects to your portal via OAuth, analyzes your properties, data quality, and process alignment, and gives you composite health scores, AI readiness assessments, and prioritized recommendations. Think of it as an independent audit of your HubSpot setup.

RevOps teams who want to measure and improve their CRM health. HubSpot partners who audit client portals. And anyone managing a HubSpot portal who wants to know what to fix first. It works on every HubSpot tier, from Free to Enterprise.

Is my HubSpot data safe?

Yes. We use OAuth 2.0 for authentication — we never see or store your HubSpot password. We read your property configurations for analysis. Write access is only used for optional property management features (like pushing templates), and every write operation is auditable with rollback support. You can revoke access anytime from your HubSpot settings.

What data do you access?

We access property definitions, object schemas, and metadata about your CRM structure. We do not access individual contact records, emails, or sensitive customer data. Our analysis focuses on your CRM configuration, not your customer information.

Are you GDPR compliant?

Yes. All data is hosted on Hetzner Cloud in Finland (EU). AI processing runs through Mistral AI in Paris, France. We have zero US subprocessors. We provide full data export and deletion capabilities, and a Data Processing Agreement (DPA) is available on request. You can delete your account and all associated data at any time.

What do I get for free?

The free plan gives you health scores for every object, CRM adoption metrics, industry benchmarks, and quick win suggestions — enough to understand the state of your portal. You get 12 analyses per year. Diagnostics, detailed recommendations, trend analysis, and exports require a paid upgrade starting at €199/year.

Is this a subscription?

Yes. Individual portal plans are billed annually (€199/year for Premium, €399/year for Pro) and include unlimited monthly refreshes. You can cancel anytime — your access continues until the end of your billing period. HubSpot Partners have annual subscription options for multiple portals.

The free plan lets you thoroughly assess your portal health before upgrading. Because you can evaluate the product before paying, we don't offer refunds after purchase. If you have concerns, contact us — we're committed to making PortalPilot valuable for your team.

Which HubSpot plans do you support?

PortalPilot works with all HubSpot plans — Free, Starter, Professional, and Enterprise. Some advanced scores (like methodology tracking) may show limited data on Free plans due to available features, but core health analysis works on any plan.

How long does the analysis take?

Initial analysis typically completes in 1-3 minutes, depending on the size of your portal. Larger portals with hundreds of custom properties may take slightly longer. You will see a progress indicator while we analyze.

Will this affect my HubSpot performance?

No. We use HubSpot's official APIs with rate limiting built in. Analysis uses read-only access and has no impact on your portal performance or your users' experience.

Can I disconnect PortalPilot?

Yes, anytime. Go to your HubSpot settings → Integrations → Connected Apps and revoke access. You can also delete your PortalPilot account entirely, which removes all stored data.

Data Governance

6 articles tagged with "data governance"

March 7, 202611 min read

HubSpot Data Hub + PortalPilot: The Complete Data Governance Stack

Data Hub handles sync, cleanup, and enrichment. PortalPilot handles health scoring, diagnostics, and prioritised action plans. Together they're the complete CRM data governance stack.

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February 25, 202610 min read

Your HubSpot Portal Is Not a Source of Truth. It's a Lens.

HubSpot isn't your source of truth — it's a lens. Orphan records, broken associations, and contradictions fracture it. Here's how to fix the view.

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February 24, 20268 min read

HubSpot Property Naming Conventions That Scale

A HubSpot property naming convention framework: object_category_descriptor format, prefix rules, real examples, and how to fix badly named properties.

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February 24, 202610 min read

HubSpot Data Governance: Build a Policy That Actually Works

How to build a HubSpot data governance policy that sticks: ownership model, property rules, quality standards, review cadence, and enforcement through system design.

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February 24, 202610 min read

The Business Case for CRM Data Cleanup (With ROI Formula)

How to calculate the ROI of CRM data cleanup: cost of bad data formula, the 1-10-100 rule, worked examples, and how to present the business case to leadership.

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February 22, 202610 min read

The 6 Data Quality Dimensions Every HubSpot Admin Should Measure

The 6 data quality dimensions — accuracy, completeness, consistency, validity, uniqueness, timeliness — and how to measure each in HubSpot.

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