Data handling, storage & uninstall

ChiliDocs is a document-generation app for HubSpot. We store only the data needed to run the service. ChiliDocs does not store copies of your CRM records and does not store the content of generated documents beyond what is needed to deliver a requested download.

📦 What ChiliDocs stores

• Access tokens (OAuth): So ChiliDocs can talk to your HubSpot portal on your behalf. Contains no end-customer data.
• Subscription: Your plan (Free/Basic/Pro), state and validity.
• Usage counter: Counts the documents generated per month on the Free plan, to enforce the monthly quota. Holds only a single number per portal per month – no names, emails or document content.
• Logs & statistics: Object type, output format, result and timestamp of a generation – for operations and support. No document content.
• Payment & install data: State of the upgrade or installation flow (e.g. portal ID; for partner sign-in, the installer’s name, email and company).
• Generated documents: Stored in your HubSpot Files and delivered to you as a short-lived download link. ChiliDocs holds only short-lived link tokens, not the files themselves.

ℹ️ CRM data is not stored

To generate a document, ChiliDocs reads your CRM data (contacts, companies, deals, tickets, line items, custom objects) in memory at generation time only, to fill the placeholders. That CRM data is not persisted afterwards.

⏳ Retention (automatic pruning)

A daily background job automatically deletes stored operational data after fixed periods, including:

• Generation logs: 90 days
• Usage reservations: 30 days
• Free usage counter: 12 months (see the note below)
• Payment & install data: 30–90 days

🔌 What disconnecting or uninstalling does

When you disconnect ChiliDocs from your HubSpot account via the app’s settings card, the following happens:

1. Your active subscription is checked. If the portal still has an active, uncancelled paid (Basic/Pro) subscription, the uninstall is refused – please cancel billing first. Free and already-cancelled portals can uninstall directly.
2. The access token is revoked with HubSpot.
3. The app is removed via the HubSpot API and disappears from Connected Apps.
4. The remaining locally stored data for that portal is deleted – access tokens, subscription, payment and install data, reservations, and logs and statistics.

ℹ️ Exception – the free usage counter is retained

As an abuse-prevention measure, ChiliDocs retains the monthly free usage counter after uninstall. Otherwise the monthly quota could be reset simply by uninstalling and reinstalling.

• What is retained: portal ID, calendar month, the count used, and the limit.
• What is not retained: no names, emails, company data, CRM records or document content – only a single number per portal per month.
• How long: retained counters are automatically deleted 12 months after their month, and are re-associated if the same portal reinstalls.

💡 Right to erasure

You can request complete deletion of all remaining data – including the retained usage counters. Contact our support to do so (contact details are on the app listing). The relevant data is then deleted manually.

🔒 Security of your data

• Access tokens are transmitted only over HTTPS and used server-side; they are never exposed in the browser or in the HubSpot interface.
• Inbound HubSpot requests are validated with a signature (HMAC-SHA256 with a timestamp window) before they are processed.
• Stored access tokens are encrypted at rest.