How to find and export your HubSpot data.

HubSpot shows how many records you store in each object on the Limits tab of Data Management > Data Model. Use a Super Admin login to be sure you can see it. The limits shown depend on your subscription. Report the combined record count across contacts, companies, deals, tickets and activity objects as records.

At a glance

Report in: records
Category: CRM
Checked: September 2026

Check your data

Where HubSpot shows how much you have.

Sign in as a Super Admin.
Click More, then go to Data Management > Data Model. If More does not appear in your account, go to Data Management > Data Model directly.
Open the Limits tab.
In the left sidebar, click Objects. The table lists the number of records stored in each object next to the limit for your subscription.
Write down the count for each object that holds real history, such as contacts, companies, deals, tickets and calls, and add them together.

Plan and role. The limits on the Data Model page vary by HubSpot subscription. Super Admins have access to all account tools and settings, so use a Super Admin login to be sure the page is visible.

What to report on the Polyshares intake.

Report HubSpot in records. The intake also asks how many years the company has used it and how many seats it has.

Enter the total from the Objects table as records. Contacts are usually the largest number, but deals, tickets and logged calls are often the most useful history, so include every object you plan to export.

For years in use, sort the All contacts view by create date, oldest first, and note the year of the earliest record. If you imported records from an older system, the original dates may sit in a custom property rather than the create date.

For seats, count the users who log in to the CRM, not just the paid Sales Hub or Service Hub seats.

Export the full history.

Use a Super Admin, or a user with the Export permission under CRM tools. If export approvals are turned on, a user also needs Export without approval or an approver.
Go to CRM > Contacts and open the All contacts view so no filter limits the rows.
Click Export in the top right. Choose a file format of CSV, XLSX or XLS, and under properties choose All properties and associations on records.
Repeat the export for Companies, Deals, Tickets, Calls and any custom objects. HubSpot has no single account-wide export, so each object is its own file.
Download each file from the link HubSpot sends by email and to the notification center. Links expire after 30 days.
For email and note history on a contact, open the record, click Actions > Export contact data and select Contact activities. For activity history across the whole account, build a custom report of activities and export it, or pull it through the HubSpot Engagements API.

An account can run up to 300 exports in a rolling 24-hour window and 3 at the same time. Extra exports wait in a queue. CSV files larger than 2 MB arrive zipped.

Very large exports split into several files. CSV and XLSX files split above 1,000,000 rows, and XLS files split above 65,535 rows. XLS also caps columns at 256, so use CSV or XLSX for full history. Association columns list up to 1,000 associated record IDs by default.

Record exports carry properties and associations, not the activity timeline. Calls, emails, meetings and notes need the per-contact activity export, a report export or the API. Attachments on records are downloaded from the record or the files tool one at a time; the help center does not describe a bulk file download.

HubSpot keeps a log of exports for 3 years, and Super Admins can set up notifications for exports.

The intake only needs the size, so you do not have to run an export to fill it in. You also do not need to clean or scrub an export. Polyshares handles anonymization before anything moves.

Why HubSpot data has value for AI training.

HubSpot ties each contact, company and deal to a timeline of emails, calls, meetings and notes. That lets a model see the full sequence of a sale, from first touch to closed won or closed lost, with the outcome recorded in the same system.

Deal stage changes, ticket status changes and lifecycle stages give labeled progressions that are hard to find elsewhere. Custom properties show how a specific business qualifies leads and prices work.

What stays private.

You choose which objects and properties go into each export, so fields like contact phone numbers or payment records can be left out of the files entirely.

We anonymize identifying details before anything moves. Polyshares does that work, so your team does not have to scrub records first.

Your company keeps ownership of its data. The license is bounded to defined material and a defined use.

Polyshares is the buyer and pays your company directly. There is no fee or commission, and Polyshares reviews the record before it makes any offer.

Common questions about HubSpot data.

Does HubSpot have an export all data button?

No. HubSpot exports data by category. CRM records are exported one object at a time from each object's index page, and content, marketing and revenue data have their own export tools.

Are emails and calls included when I export contacts?

Not in the standard record export. Select Contact activities in the single contact export, export an activities report, or use the Engagements API to get the timeline history.

How long do I have to download an export?

HubSpot emails a download link when the export is ready and also posts it to the notification center. The link expires after 30 days.

Why can a user not export records?

Exporting needs the Export permission under CRM tools. If your account requires export approvals, the export may be waiting for a Super Admin or another approver.

Source: Track your CRM data usage, Export your records, Export contact data. Checked September 2026.

Put your numbers on the intake.

List your systems, their sizes and your headcount in one intake. Polyshares reviews the record and prices it. There is no fee or commission to your company.