Privacy Concern About Connecting Outlook Inbox

[mbren47]

I would like to connect my Outlook email to the Hubspot Sales add-on in Outlook. However, I want to ensure that any other Users within my team's Hubspot account wouldn't be able to access my Outlook emails in any way. Can someone confirm this? Thank you! 

[karstenkoehler]

Hi @mbren47,

Happy to help here.

The moment you connect your personal inbox to HubSpot and start logging emails, these emails will be documented on contact, company, deal, ticket records in HubSpot – depending on how exactly you compose them.

Whether other users can see these emails depends on their CRM email permissions:

Only users whose permissions are set to "CRM emails they own" would definitely not see your emails.

These permissions should be set by your admin and you should align with them if you have concerns over access permissions: https://knowledge.hubspot.com/user-management/manage-user-permissions

In any case, super admins will always be able to see these emails as this is the highest role in HubSpot.

If you're referring to a conversations inbox, inbox permissions would have to be set so that only you can see the inbox. (Conversations inboxes are not meant for personal emails.) Here as well, super admins could see these emails.

Best regards

[mbren47]

Hi Karsten, Thank you for this insight. Does this apply to all emails I send through my Outlook email, or just ones I send through the CRM? My main concern is users having access to emails I don't send through the CRM, so regular work emails I just send via Outlook. Thank you! 

[karstenkoehler · Accepted solution]

@mbren47 that depends on your track and log settings: https://knowledge.hubspot.com/connected-email/track-and-log-emails-with-the-hubspot-sales-outlook-de...

You can choose to send emails and not log them.

Let me know if you have any follow-up questions! If my replies answered your questions, please mark them as accepted solutions, I'd appreciate it.