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Hubilo
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.
What does Hubilo do?
What is Hubilo?
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.
Data and cookies collected
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.
GDPR and ePrivacy implications
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.
Consent and notice
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.
Data residency and transfers
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.
Practical compliance steps
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.
Hubilo and the GDPR
Hubilo is classified as “Marketing”. On a site that targets European visitors, it must only load after the visitor consents, and it must be listed in your cookie policy.
- Legal basis
- Mixed: contractual basis (Art. 6(1)(b) GDPR) for attendees who register and accept terms; consent (Art. 6(1)(a)) for marketing analytics, lead scoring, profile enrichment and any cross event audience building. Recording of speaker and attendee video falls under Art. 6(1)(a) plus specific notice.
- Risk level
- high
- Applicable regulations
- GDPR, ePrivacy Directive (Cookie Law), CCPA, LGPD, DGA, AI Act (for AI matchmaking features)
Impact assessment (DPIA)
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 text for your banner
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.
What Hubilo sets and contacts
- Tracking method
- Virtual and hybrid events SaaS used by organisers to host webinars, conferences and trade shows; web client and mobile apps connect to hubilo.com APIs to handle registration, livestream playback, chat, polls, networking, lead capture and attendee analytics; sets first party cookies and uses WebRTC for live video.
- Server location
- United States and India (Hubilo Inc. is US incorporated with engineering in Bengaluru, India). Production runs on AWS US East and AWS Mumbai with a multi region option for European customers (AWS Frankfurt or Ireland on enterprise plans). Customer support and CRM tooling are US based.
- Data transferred outside the EU
- By default Hubilo processes data on AWS US East. EU based event organisers can request the AWS Frankfurt or Dublin region on enterprise contracts. Even with EU residency, customer support, analytics tooling and AppLovin or HubSpot integrations remain in the United States. Hubilo signs SCCs and lists sub processors in its DPA.
Cookies set (5)
| 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 |
Third-party domains contacted (5)
hubilo.comapp.hubilo.comapi.hubilo.comcdn.hubilo.comlive.hubilo.com
Frequently asked questions about Hubilo
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What cookies does Hubilo set?
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.
Is consent required?
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.
What is the legal basis?
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.
Does Hubilo transfer data outside the EU?
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.
Do I need a DPIA for Hubilo?
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).
How do I implement Hubilo compliantly?
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.
Are there alternatives to Hubilo?
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.
How do I update my cookie policy?
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.
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