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Hubilo is a virtual and hybrid events platform used to host webinars, conferences and trade shows. It handles registration, livestream playback, chat, polls, AI matchmaking and attendee analytics. The platform is US incorporated with engineering in India, with optional EU hosting for enterprise customers.
Hubilo is a virtual and hybrid events platform launched in 2015 and headquartered in San Francisco with engineering in Bengaluru, India. It hosts webinars, summits, trade shows and internal town halls, providing registration pages, livestream playback, real time chat and polls, AI driven matchmaking, networking lounges, sponsor booths and post event analytics. European brands typically deploy Hubilo for mid sized webinars and partner kick offs.
Hubilo collects registration data (name, email, organisation, job title, custom fields), session activity (joined, time spent, polls answered, chat messages, files downloaded), networking interactions, lead scans by sponsors, optional video and audio recordings and the IP address. The web app sets first party session cookies (hubilo_session, csrf), embeds analytics (Mixpanel, Google Analytics 4) and uses WebRTC for live audio video.
The processing is multi layered. Registration data and event participation rely on the contractual basis (Art. 6(1)(b) GDPR). Behaviour analytics and lead scoring on each attendee require consent (Art. 6(1)(a)). Video recording requires specific, informed notice and a clear option to keep camera off. AI matchmaking introduces profiling and is in scope of the AI Act once it falls within Annex III risk categories.
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Use the Hubilo registration form to collect explicit consent for marketing analytics, lead sharing with sponsors and recording. Provide a clear notice at the start of each session indicating that audio, video and chat are recorded if applicable. Gate any analytics layer running on top of Hubilo in the organiser CMP.
Default hosting is AWS US East with India based engineering access. Enterprise European customers can request AWS Frankfurt or Dublin. Even with EU hosting, customer support, Mixpanel and HubSpot remain US based. Hubilo signs SCCs and is certified under the EU US Data Privacy Framework. A documented Transfer Impact Assessment is strongly recommended for sensitive events.
Negotiate EU hosting in the Hubilo MSA, sign the Hubilo DPA and SCCs, configure granular consent at registration (analytics, marketing, recording, sponsor sharing), provide a clear recording notice, document Hubilo and its sub processors in your record of processing, run a DPIA covering the AI matchmaking, and disclose Hubilo and its sub processors in your privacy notice for the event.
Websites using Hubilo must obtain user consent under GDPR regulations.
DPIA considerations
Hubilo events involve recording video and audio of speakers and attendees, AI driven matchmaking, lead capture and combination with the organiser CRM. A DPIA is strongly advised, especially for events with EU attendees, sensitive industries (health, finance) or any cross border audience analytics. Capture sub processor flows and recording retention in the DPIA.
Sample consent text
Our event is powered by Hubilo, a virtual events platform operated by Hubilo Inc. (United States). Hubilo processes your registration data, your activity during the event (sessions watched, chats, polls, networking) and optionally records sessions. Please confirm your consent to participate.
Third-party domains contacted
hubilo.comapp.hubilo.comapi.hubilo.comcdn.hubilo.comlive.hubilo.comCookies placed
| Name | Type | Duration | Purpose |
|---|---|---|---|
| hubilo_session | Strictly necessary (authentication) | Session | Maintains the authenticated attendee session inside the Hubilo event |
| csrf | Strictly necessary (CSRF) | Session | CSRF token for authenticated requests |
| mp_*_mixpanel | Analytics (Mixpanel) | 1 year | Product analytics events for attendee behaviour tracking |
| _ga | Analytics (Google Analytics 4) | 13 months | Google Analytics visitor identifier on the Hubilo marketing site |
| hubspotutk | Marketing (HubSpot CRM) | 13 months | HubSpot identifier used to track event registrations across forms |
Hubilo places tracking cookies for advertising — comply with GDPR using FlowConsent.
Hubilo sets first party session and CSRF cookies for authentication, plus Mixpanel and Google Analytics cookies for behaviour analytics and HubSpot cookies for CRM tracking. The marketing site and the event app load slightly different stacks.
Strictly necessary authentication cookies are exempt. Analytics, marketing and lead sharing cookies require consent. Recording, AI matchmaking and sponsor lead capture each need their own opt in at registration.
Registration and participation: Art. 6(1)(b) GDPR contract. Behaviour analytics and lead scoring: Art. 6(1)(a) consent. Sponsor lead sharing: Art. 6(1)(a) explicit consent. Recording of sessions: Art. 6(1)(a) plus a specific notice at the start of the session.
Yes by default. Hubilo runs on AWS US East with engineering access from India. EU enterprise customers can pin storage to AWS Frankfurt or Dublin. Support, Mixpanel and HubSpot remain US based. SCCs and the EU US Data Privacy Framework are in place.
Yes for most enterprise events. Video and audio recording, AI matchmaking, profiling of attendees and sponsor lead sharing combine high risk processing factors. The DPIA should cover Hubilo plus sub processors (AWS, Mixpanel, HubSpot, support tooling).
Negotiate EU hosting, sign the Hubilo DPA and SCCs, capture granular consent at registration, display a recording notice, document Hubilo and sub processors in the record of processing, run a DPIA and disclose the data flow in the event privacy notice.
Yes: bevy / Tribe by Discord (US), Brella (Finland/EU), Swapcard (France/EU), Bizzabo (Israel/US), GoTo Webinar (US), Welcome (US), Vimeo Events (US). EU origin platforms reduce transfer risk for European events.
Disclose Hubilo and its sub processors in your event privacy policy, list the cookies set during the event (hubilo_session, mp_*_mixpanel, _ga, hubspotutk), name Hubilo Inc. as joint processor, indicate retention and link to the Hubilo privacy policy and DPA.