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HubSpot US > EU Portal Migration (Data Residency)

Below you will find all the information regarding our migration support service for moving a HubSpot portal from the US to the EU.

Migrating your HubSpot portal to the EU data center is a crucial step toward maximum data security and GDPR compliance. Since the portal is “dark” (inaccessible) for up to 36 hours during the move and technical paths change, we provide a structured process to guide you through this transition.

Why is this service important?

A migration affects more than just your server location; it impacts your entire technical infrastructure. Without precise preparation, external forms can fail, API connections may break, and tracking data can be lost. We ensure that all assets are inventoried in advance and are fully functional immediately after the move.

Project Workflow

Our service is divided into five phases to ensure a smooth transition with minimal downtime for your business.

Phase 1: Eligibility Assessment & Scheduling

Before we set a binding date, we ensure that your portal meets all requirements for a smooth move.

  • Hosting Verification: We check your account settings to confirm your portal is currently hosted in the US data centre and is eligible for migration.

  • Subscription Check: We ensure your portal has the required status (at least a Starter subscription) to technically perform the migration.

  • Management of the Payments Blocker (CRITICAL): We review your transaction history. If HubSpot Payments or Stripe integrations are active, we coordinate the necessary deactivation with HubSpot Support to clear the path for migration.

  • Sandbox Audit: We audit your sandboxes to identify which environments will migrate automatically and where data may need to be backed up.

  • Billing Alignment: We analyse your billing cycle and select a migration window that falls outside the critical 3-day window of your invoicing.

  • Strategic Scheduling: We handle the scheduling with at least one week's notice. We intentionally set the start for a Friday evening to absorb the downtime over the weekend and perform final “smoke tests” for you on Sunday, ensuring your team is back to work as quickly as possible on Monday morning. 

Phase 2: Technical & Integration Inventory

We ensure that your technical infrastructure continues to communicate seamlessly after the server change.

  • Audit of Connected Apps: We create comprehensive documentation of all Marketplace apps, private apps, and custom integrations, including all relevant links.

  • Developer Briefing: We coordinate with your IT department or developers to ensure they are prepared to handle HTTP status 477 (Migration in Progress).

  • Infrastructure Management: Since Snowflake and dedicated IPs do not migrate automatically, we handle the uninstallation and document all settings for immediate reconstruction after the move.

  • Multi-Portal Sync Check: We check your tool landscape (e.g., Zoom, MS Teams) for regional compliance to prevent connection breaks between your portals.

Phase 3: Web & Content Preparation

We secure your external assets so that forms and tracking on your websites continue to run without interruption.

  • System Domain Mapping: We technically prepare the switch of your system domains from hs-sites.com to hs-sites-eu1.com.

  • External Link Analysis: We identify third-party sites pointing to your system domains to assist you in adjusting those links.

  • SSL Strategy: We monitor the transition of your SSL certificates and ensure correct reconfiguration after the revert to the Cloudflare standard.

  • Comprehensive Embed Inventory: We list every external page (WordPress, Webflow, etc.) where HubSpot forms, CTAs, or tracking scripts are active to update them specifically after the move.

  • Asset Optimization: We check your CSS for hardcoded links and replace them with HubSpot file variables to prevent display errors after the migration.

Phase 4: Migration Support (“Dark Phase”)

We manage the process during the 24–36 hour downtime and minimize the impact on your daily business.

  • Communication Support: We assist you in notifying your employees about HubSpot's inaccessibility, specifically regarding the following topics.

  • Workflows & Automations: All workflows are paused during the migration. All scheduled actions will resume once the pause is lifted.

  • Webhooks: Together with you, we identify business-critical processes that cannot be transmitted via webhook during downtime and plan a manual data reconciliation (export/import) for you.

  • Forms: Forms will continue to collect contact data. This data will not be transferred directly to the CRM during the migration but will be processed automatically once the move is complete.

  • Sales & Support Preparation: One hour before the migration, chatbots and live chat will be unavailable, and meeting links will temporarily go offline.

Phase 5: Post-Migration Reconfiguration

Once the move to the EU data centre (eu1) is complete, your system is back online, and follow-up work begins.

  • Update of Embed Codes: We provide you with a list of all embed codes to be replaced for forms and CTAs on all external websites.

  • Re-installation of Apps: We assist you in re-integrating all affected apps based on the previously conducted inventory.

  • Reconnecting Dedicated IPs: We verify or reconnect your dedicated IPs to ensure your email deliverability does not suffer.

  • SSL & Proxy: We reconfigure your SSL and update CNAME targets and proxy settings as needed.

  • BCC/Forwarding Updates: We provide the new “Log to CRM” BCC addresses and support your team in updating them in Outlook or Gmail.

  • Comprehensive Smoke Tests: We perform final functional checks (e.g., test submissions and sync checks) to guarantee the success of the migration.

The Result of Your Portal Migration

Upon completion of the project, your HubSpot portal will be fully hosted in the EU data centre. You will meet the highest data protection standards, benefit from optimized latency, and have the peace of mind that your entire technical infrastructure has been professionally migrated.