How to Export HubSpot Data: Records, Backups and History

How to export HubSpot data: what each export covers

There is no single "export everything" button in HubSpot. HubSpot's own index lists separate exports for account data, revenue data, content, CRM data, marketing, reporting, sales and service data (HubSpot). For a complete copy of the CRM you need four of them: records, a backup or property history, activities, and conversations.

This guide is for owners, revenue operations leads and HubSpot super admins who want a complete, linked copy: before a migration, before cancelling, or to find out whether the history is worth licensing. For that last question, get a free estimate first; it needs no export.

Source: HubSpot Knowledge Base: Export your content and data

Export HubSpot records with all properties and associations

A record export "downloads their current property values and associations" (HubSpot), and it is available on all plans to users with export permissions. Repeat it for every object your team used.

• Go to CRM and open the object, for example Contacts, Companies, Deals or Tickets. To export all records of that object, open the All records view; in a deal or ticket board, pick the pipeline first.
• Click Export (in board view, Board options, then Export view), choose the file format and name the file.
• Click Customize and choose All properties and associations on records. The default exports only the properties in the view.
• For associations, choose All associated records if you export CSV. The default includes up to one thousand associated record IDs per association column.
• Tick Include all email addresses and Include all domains so contacts and companies keep every identifier.
• Click Export and download from the email. Download links to export files expire after 30 days.
• Prefer CSV for wide objects. XLS and XLSX files have column limits (256 and 16,384); HubSpot recommends CSV, which has no column limit.

Source: HubSpot Knowledge Base: Export your records

HubSpot CRM backup and property history

Paid accounts can also back up the CRM. Backups include contacts, companies, deals, tickets, custom objects, products, calls, conversations and tasks, but "Associations and activity data aren't included." A Starter or Professional subscription can back up once per week and Enterprise once every 24 hours; you need Super Admin permissions, and you download the file within 14 days (HubSpot). HubSpot warns that sensitive values are included in the CRM data backup, so store it securely.

For change history, export each important property's history. The file includes "the property's current and historical values, and when the values were updated," in UTC, with the user or tool that made each change if you tick Include Source Information. The depth is capped: contact properties keep up to 45 revisions, and company, deal, ticket and custom object properties up to 20 (HubSpot). Deal stage, amount, close date, owner and lifecycle stage are the properties to export first.

Source: HubSpot Knowledge Base: Back up CRM data

Export HubSpot activities, emails and chat conversations

Calls, notes, emails and meetings are where the sales and service work is written down, and a record export leaves them out. HubSpot says you can export sales activity data "by creating reports with the custom report builder or using HubSpot's Engagements API", and inbox data through the Conversations API; for past chat transcripts it points to the conversations and thread endpoints (HubSpot).

• For a small account, build a custom report per activity type with the record IDs it is associated with, and export it.
• For a large account, use the APIs. Keep each activity's ID, timestamp, type, owner and associated contact, company, deal or ticket IDs.
• Workflow exports list each workflow but do not include performance data or the workflow's history, so record what each automation did while you still can.
• Funnel reports are a trap: the export contains the objects created in the date range, not those that changed stage, so it will not match the report.

Source: HubSpot Knowledge Base: Export your content and data

Retention traps: deleted records, revisions and cancelling

Deleted records can be restored from the audit log within 90 days of deletion, which the log also shows for exports users have made (HubSpot). After that they are gone. Property revisions roll off once a property passes its 45 or 20 revision cap, so the oldest changes on busy records may already be lost.

Cancelling is the bigger risk. When a paid subscription ends, the account falls back to HubSpot's free services, but for most Hubs HubSpot "will not provide you with any access to Customer Data after termination or expiration of your Subscription Term," and it strongly recommends retrieving data before the term ends (HubSpot Product Specific Terms). Export while the paid subscription is live.

Source: HubSpot Product Specific Terms (retrieval of Customer Data)

Keep the HubSpot export complete and linked

Check the export before you rely on it.

• Every file starts with the Record ID, and association columns carry IDs, not only names.
• Deals and tickets keep their pipeline and stage, with the stage history from the property history exports.
• Activities and conversations carry the IDs of the records they belong to, so a call can be joined to its deal.
• Timestamps are recorded with their time zone (property history is in UTC).
• Closed-lost deals and closed tickets are present.
• A note records the plan, export dates and the options chosen; the data inventory template has the columns.

Why linked CRM and ticket history matters to AI developers

AI developers building sales, marketing and service agents need real sequences: a lead arrives, a rep follows up, a deal moves through stages and closes or is lost, and a ticket is opened and resolved. HubSpot holds all of these in one place, linked by IDs. In Origin's experience as an independent data partner, an export that keeps those links and several years of stage changes is worth far more than a contact list.

In HubSpot the outcome signal is in the property history of deal stage, amount and close date, in lifecycle stage changes on contacts, in ticket status and pipeline, and in the calls, notes, emails and meetings associated with each deal or ticket. A record export holds only the end state; the property history and the engagements hold the path. Prices for workplace archives vary widely: MIT Technology Review reported a founder netting roughly $25,000 for a code base and expecting around $15,000 more for workspace data. Set expectations from comparable deals and the depth of logged activity, not the size of the contact database.

See what company data is worth, which records can be licensed, licensing support tickets and workflow data for AI agents.

Source: MIT Technology Review: AI labs are buying data from dead startups (Oct 2026)

Personal data, customer contracts and who owns HubSpot data

HubSpot's terms are plain about ownership: "You own and retain all rights to the Customer Materials and Customer Data" (HubSpot). Owning the data does not make all of it shareable. A marketing CRM is a database of identifiable people, and California's privacy law counts identifiers such as a real name, postal address, email address and account name as personal information (Cal. Civ. Code 1798.140).

Personal data in HubSpot sits in more places than the contact record: form submissions, the bodies of logged and marketing emails, chat transcripts in the inbox, notes reps typed after calls, and properties such as IP address and original source. Tokenize contacts by Record ID so a deal's activities still join, strip names, emails and phone numbers from the free text, and leave marketing email engagement out unless it is needed. California's rule for deidentified data also requires that the business "contractually obligates any recipients of the information to comply" (Cal. Civ. Code 1798.140).

• Leave out or tokenize names, emails, phone numbers, IP addresses and free-text notes about individuals.
• Check customer contracts and your privacy notice for promises about how contact data is used.
• Remove unsubscribed contacts and anyone who asked to be deleted. HubSpot notes that exporting all contacts includes unsubscribes.
• See the de-identification guide and GDPR and CCPA for data licensing.

Source: HubSpot Customer Terms of Service

Next step

Export every object with all properties and associations, run a CRM backup if your plan allows, export the history of the deal and ticket properties that carry outcomes, and pull activities through reports or the API. Then write down the years covered, the objects and the volume, and get an estimate from that description. Salesforce users can follow the Salesforce export guide.

This page maps the vendor documentation and public rules as of November 2026. Plans and menus change, so confirm each step in your own admin console, and take contract and privacy questions to your lawyer.

Not sure whether a buyer or an offer is sound? Origin checks who the buyer is, what the license allows and how the price compares with published deals before anything is signed. Get a free estimate and a second opinion.