Privacy Policy

Last updated: August 2, 2025

1. Introduction

Association Mirror ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service, which provides HubSpot workflow actions for association mirroring.

Please read this Privacy Policy carefully. If you do not agree with the terms of this Privacy Policy, please do not access the Service.

2. Information We Collect

2.1 Personal Information You Provide

When you register for an account, we collect:

  • Contact Information: First name, last name, email address
  • Company Information: Company name (optional)
  • Account Credentials: Password (encrypted and hashed for security)
  • Communication Preferences: Email verification status and preferences

2.2 HubSpot Integration Data

When you connect your HubSpot account(s), we collect:

  • HubSpot Portal Information: Portal IDs for connected HubSpot accounts
  • OAuth Tokens: Access and refresh tokens to interact with your HubSpot data
  • Authorization Scopes: Permissions granted to our application
  • Installation Data: When you installed our app and last used it

2.3 Usage and Analytics Data

We automatically collect information about how you use our Service:

  • Workflow Execution Data: Execution IDs, object types and IDs, number of associations mirrored
  • Performance Metrics: Execution times, success/failure rates, error messages
  • Usage Statistics: Number of workflow executions, usage patterns, feature usage
  • Session Data: Login sessions, authentication status

2.4 Billing and Subscription Data

When you subscribe to a paid plan, we collect:

  • Stripe Information: Customer IDs, subscription IDs, payment method information (processed by Stripe)
  • Billing Periods: Current period start/end dates, renewal dates
  • Subscription Status: Active, canceled, past due, incomplete statuses
  • Plan Information: Which plan you're subscribed to and its features

2.5 Technical and Security Data

For security and service optimization, we may collect:

  • IP Addresses: For rate limiting and security monitoring
  • Security Logs: Failed login attempts, suspicious activity
  • Device Information: Browser type, operating system (via standard web analytics)

3. How We Use Your Information

We use the collected information for the following purposes:

3.1 Service Provision

  • Provide and maintain the Association Mirror service
  • Execute HubSpot workflow actions and association mirroring
  • Authenticate users and manage account access
  • Process subscription payments and manage billing

3.2 Service Improvement

  • Monitor service performance and reliability
  • Analyze usage patterns to improve features
  • Debug issues and provide technical support
  • Develop new features and functionality

3.3 Communication

  • Send welcome emails and account notifications
  • Provide customer support and respond to inquiries
  • Send usage alerts and billing notifications
  • Communicate service updates and important announcements

3.4 Security and Compliance

  • Detect and prevent fraud and abuse
  • Enforce our Terms of Service
  • Comply with legal obligations
  • Protect the rights and safety of our users

4. Information Sharing and Disclosure

4.1 Third-Party Service Providers

We share your information with trusted third-party service providers who assist us in operating our Service:

  • HubSpot: We interact with HubSpot's API to provide association mirroring functionality
  • Stripe: Payment processing and subscription management
  • Email Service Providers: For sending transactional emails and notifications
  • Cloud Infrastructure: Hosting and database services (e.g., Heroku, PostgreSQL)

4.2 Business Transfers

If we are involved in a merger, acquisition, or asset sale, your Personal Information may be transferred as part of the transaction.

4.3 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities.

4.4 Protection of Rights

We may disclose your information when we believe it is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request.

5. Data Security

We implement appropriate technical and organizational security measures to protect your personal information:

  • Encryption: Passwords are hashed using bcrypt with salt rounds
  • Secure Transmission: All data transmitted over HTTPS
  • Access Controls: Limited access to personal data on a need-to-know basis
  • OAuth Security: Secure token management for HubSpot integrations
  • Database Security: Protected database access with connection pooling
  • Session Management: Secure session handling with expiration

However, no method of transmission over the Internet or method of electronic storage is 100% secure, and we cannot guarantee absolute security.

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy:

  • Account Data: Retained while your account is active and for a reasonable period after account deletion
  • Usage Data: Retained for analytics and service improvement purposes, typically 2-3 years
  • Billing Data: Retained for legal and tax compliance requirements, typically 7 years
  • Security Logs: Retained for security monitoring, typically 1 year

7. Your Privacy Rights

Depending on your location, you may have the following rights regarding your personal information:

7.1 Access and Portability

  • Request access to your personal information
  • Receive a copy of your data in a portable format

7.2 Correction and Updates

  • Update your account information through your dashboard
  • Request correction of inaccurate personal information

7.3 Deletion

  • Delete your account and associated data
  • Request deletion of specific personal information (subject to legal requirements)

7.4 Restriction and Objection

  • Restrict processing of your personal information in certain circumstances
  • Object to processing based on legitimate interests

To exercise these rights, please contact us at [email protected].

8. Cookies and Tracking

We use session cookies to maintain your login state and provide a better user experience. These cookies are essential for the Service to function properly and are automatically deleted when you close your browser or your session expires.

We do not use third-party tracking cookies or advertising networks.

9. Children's Privacy

Our Service is not intended for use by children under the age of 13. We do not knowingly collect personally identifiable information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information, please contact us to have it removed.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure that such transfers comply with applicable data protection laws and provide appropriate safeguards for your personal information.

11. Third-Party Links

Our Service may contain links to third-party websites (such as HubSpot). We are not responsible for the privacy practices of these external sites and encourage you to read their privacy policies.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

  • Sending an email to the address associated with your account
  • Posting a notification on our Service
  • Updating the "Last updated" date at the top of this policy

Your continued use of the Service after any changes constitutes acceptance of the updated Privacy Policy.

13. Contact Information

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us:

We will respond to your inquiry within a reasonable timeframe.

14. Data Controller Information

Association Mirror acts as the data controller for the personal information collected through our Service. We are committed to protecting your privacy and handling your personal information in accordance with applicable data protection laws.

15. California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

  • Right to know what personal information is collected and how it is used
  • Right to delete personal information
  • Right to opt-out of the sale of personal information (we do not sell personal information)
  • Right to non-discrimination for exercising CCPA rights