Key takeaways
- HubSpot shows how many records each object holds on the Limits tab of Data Management > Data Model, and you add the counts for contacts, companies, deals, tickets and calls to get your total.
- HubSpot has no single export for the whole account: a Super Admin or a user with the Export permission exports each object separately in CSV or XLSX, and each download link lasts 30 days.
- A record export carries properties and associations, not the activity timeline, so emails, calls, meetings and notes need the per-contact export, a report export or the Engagements API.
- You don't need to export anything to apply: have your record count, years of history and user count ready, and the data vendor anonymizes the records before any AI lab sees them.
01
What is HubSpot data, and why do AI labs and data vendors buy it?
The short answer
HubSpot data is the customer and sales history a company keeps in HubSpot, a customer relationship management (CRM) system: contacts, companies, deals, support tickets and the emails, calls, meetings and notes attached to each. AI labs (companies that build and train AI models) and data vendors (companies that anonymize business records and package them for those labs) buy a copy because HubSpot keeps each sale or support request on one timeline, from the first contact to a recorded outcome.
What a HubSpot account records
A CRM system is software where a company records who its customers are and what has happened with each one. HubSpot stores this in objects, which are lists for one kind of thing: contacts (people), companies (the organizations they work for), deals (possible sales) and tickets (customer support requests). Each entry in a list is a record.
HubSpot attaches a timeline to each record, with the emails sent, calls made, meetings held and notes written about that contact or deal. It also keeps lifecycle stages, which mark whether a contact is a lead, a customer or something in between.
Why a sales timeline teaches an AI model something
An AI model learns by studying a very large number of examples and finding the patterns in them, and those examples are called training data. A HubSpot deal is a useful example because the whole sequence is stored in one place: the first email, the calls, the meetings, each change of deal stage and the result, either closed won or closed lost.
Deal stage changes, ticket status changes and lifecycle stages are labeled progressions, meaning each step is marked with where the record stood at that moment. That is hard to find in other systems. A company's custom properties, the extra fields it adds to its records, also show how that business qualifies leads and prices its work.
AI labs now also want to train AI agents, software that carries out a job step by step, and an agent learns a job from records of that job being done. The full mechanism is in AI training data: why AI companies want your company's data.
How HubSpot fits into a dataset
HubSpot is usually one of several apps in a company's dataset, next to email, documents and billing records. Companies are paid $100K to $2M or more per dataset, according to micro1, the data vendor we typically refer companies to. The price covers the whole dataset, not each app on its own, and what your data is worth explains what moves it.
02
Where does HubSpot show how much data you have?
The short answer
HubSpot gives a record count for every object in the Objects table, which sits on the Limits tab of Data Management > Data Model. A Super Admin, the user with access to every tool and setting in the account, is the surest way to see it. The limits shown next to each count depend on the company's HubSpot subscription.
How to read your record counts
The steps below read the size of an account from HubSpot's own data-usage page, which HubSpot describes in its guide to tracking CRM data usage.
- Sign in to HubSpot as a Super Admin.
- Open Data Management > Data Model. In accounts that show a More menu, it sits under that menu first.
- Open the Limits tab.
- Click Objects in the left sidebar. The table lists the number of records stored in each object beside the limit for your subscription.
- Note the count for each object that holds genuine history (contacts, companies, deals, tickets and calls) and add the numbers together.
Which counts to add together
Contacts are usually the largest number, but they are not always the most valuable. Deals, tickets and logged calls often carry the most useful history, so include every object you plan to share. If you also keep custom objects, which a company defines for its own purposes, add those too.
Why the limits differ between accounts
HubSpot's record limits depend on the subscription, so the right-hand column of the table will differ from one company to the next. The count of stored records is what matters here, and the limit only shows how much room is left. HubSpot's help page does not name a permission for this screen, which is why a Super Admin login is the dependable choice.
03
What should you know about your HubSpot data before you apply?
The short answer
Have three facts ready: how many records your account holds, how many years it covers and how many people use the CRM. They go into the data manifest, the written summary of which apps hold your records, how many years each covers and roughly how much. You don't need to run an export to find them.
The record count
Use the combined total from the Objects table, covering every object you plan to share. If your account has logged calls or tickets, name them when you describe the account, because the data vendor treats a call log differently from a plain contact list.
The years of history
Open the All contacts view, sort it by create date with the oldest first, and note the year of the earliest record. When the company brought its records over from an older system, the true original dates can live in a custom property rather than the create date, so look there too.
The number of users
Count the people who log in to the CRM. That number can be larger than the paid Sales Hub or Service Hub seats, because those are only the paid tiers of HubSpot's sales and support products.
What you don't need to do first
You don't need to export anything to apply, and you don't need to clean or scrub the account. The data vendor anonymizes the records before anyone else sees them, and nothing moves until a lawyer-reviewed license is signed. The application, the intro call and each later step are laid out in how to sell your company's data.
04
How do you export your full HubSpot history?
The short answer
HubSpot has no single account-wide export. A Super Admin, or a user with the Export permission, exports each object separately from its index page in CSV or XLSX, and HubSpot emails a download link that lasts 30 days. The emails, calls and notes on each contact are not in that file, so they need the per-contact export, a report export or HubSpot's Engagements API.
Who can export
Use a Super Admin, or a user who has been given the Export permission under CRM tools. If the account has turned on export approvals, a user also needs Export without approval or someone who can approve the export. HubSpot's guide to exporting records lists these requirements.
The steps for each object
- Go to CRM > Contacts and open the All contacts view, which keeps any filter from hiding rows.
- Click Export in the top right. Choose CSV, XLSX or XLS as the file format and, under properties, choose All properties and associations on records.
- Run the same export again from Companies, Deals, Tickets, Calls and each custom object. Every object produces its own file.
- HubSpot emails a download link and also posts it to the notification center. Download each file before the link expires after 30 days.
How to get the emails, calls and notes
A record export carries properties and associations but not the activity timeline. To pull one contact's email and note history, open the record, choose Actions > Export contact data and tick Contact activities, as HubSpot's contact-data guide describes. That route needs the Super Admin or CRM export permission.
To cover activity for the entire account, build a custom activities report and export that, or ask a developer to read the history through the HubSpot Engagements API, HubSpot's programming interface for calls, emails, meetings and notes.
File formats, limits and timing
An account can run as many as 300 exports in any rolling 24 hours, with 3 running at once, and extra requests wait in a queue. CSV files over 2 MB arrive zipped, and very large exports can take several hours.
HubSpot divides CSV and XLSX exports into several files once they pass 1,000,000 rows, and XLS exports once they pass 65,535 rows. XLS also caps out at 256 columns, so CSV or XLSX is safer for a full history. By default each association column names up to 1,000 linked record IDs.
What a HubSpot export leaves out
Files attached to records must be downloaded individually, from the record or from the files tool, and HubSpot's help center describes no bulk download for them. Separately, HubSpot keeps an export log for 3 years, and Super Admins can switch on notifications for exports.
Sources: HubSpot Knowledge Base, Track your CRM data usage, Export your records and Export contact data. Steps checked against these pages in November 2026.
05
What stays private when HubSpot data is licensed?
The short answer
The company decides which objects and properties are in scope, and the data vendor replaces names and other personal details with consistent stand-ins before an AI lab sees anything. The company keeps ownership of its HubSpot data, and the license covers defined records for a defined use.
You choose what is in scope
You pick the objects and the properties for each export, so a field such as a contact's phone number or a payment record can stay out of the files altogether. The data vendor also deletes records too sensitive to clean safely instead of anonymizing them.
Names are replaced before a lab sees them
Anonymization means replacing every detail that identifies a person or a company, such as a name or an email address, with a stand-in that is the same every time it appears. The deal still reads in order, so a lab can learn from it, but it no longer says who the people are. The diagram below shows one deal before and after.
The method, including what is deleted outright and how you review samples, is in how company data is anonymized for AI training.
Ownership and payment
Licensing gives the buyer limited rights to a copy, while the company keeps ownership of the originals. The terms that matter, such as exclusivity, permitted use and deletion, are covered in data licensing. micro1 pays in full within 30 days of accepting the data, usually as a single payment.
Questions
Frequently asked questions
Is there a button that exports everything from HubSpot?
No. HubSpot exports data by category, and CRM records come out one object at a time from each object's index page. Content, marketing and revenue data each have separate export tools.
Are emails and calls included when we export contacts?
Not in the standard record export. The timeline history comes from the single-contact export with Contact activities ticked, from an exported activities report or from HubSpot's Engagements API.
How long is a HubSpot export download link good for?
30 days. The link arrives by email once the export is ready and is also shown in the notification center, so download the files within that time.
Why can't one of our users export records?
Exporting needs the Export permission under CRM tools, or a Super Admin login. When the account requires export approvals, the request may be sitting with a Super Admin or another approver.
Which file format should we pick for a full HubSpot export?
CSV or XLSX. XLS stops at 256 columns and splits files above 65,535 rows, while CSV and XLSX split only above 1,000,000 rows.
Do we need to export HubSpot before we apply?
No. The application takes about two minutes and shares no data. You only need your approximate record count, your years of history and your number of CRM users for the intro call, and Data Management > Data Model gives you the first. The exports are needed later, when the records are transferred after you sign the license.
What is HubSpot data worth to AI labs and data vendors?
HubSpot history is priced as part of a whole dataset rather than on its own. Companies are paid $100K to $2M or more per dataset, according to micro1, and the price depends on the years of history and how completely the records show each sale. What your data is worth explains the factors.
Bottom line
Know what is in HubSpot, then see what it is worth
You don't need to export anything to apply. Apply in two minutes, describe your records on the intro call, and micro1, the data vendor we typically refer companies to, prices the whole dataset and sends an offer 1–2 days later.
Not legal, tax or financial advice. Figures come from micro1's published pages and public reporting as of November 2026.