Data Import, Cleanup, and Segmentation – Assumptions & Limitations

[rev 01/29/2026]

Data Import Assumptions

Client acknowledges and agrees that data import services are provided subject to the limitations of the Client’s active HubSpot subscription at the time of import.
  • Simple Machines will import up to the maximum number of contact records supported by the Client’s current HubSpot subscription tier.
  • Any data exceeding subscription limits will not be imported unless the Client upgrades their HubSpot subscription or authorizes a separate scope of work.

Data Structure & Cell Cleanliness

This scope assumes that Client-provided data adheres to standard CRM formatting and hygiene requirements, including but not limited to:
  • One data value per cell/field (e.g., first name in First Name field, last name in Last Name field).
  • No concatenated values (e.g., “John Smith – GC – New York” in a single field).
  • Email addresses, phone numbers, and company names populated in their appropriate designated fields.
  • Consistent use of headers and field naming.

Data requiring restructuring, splitting, reformatting, or manual normalization beyond these assumptions constitutes additional remediation work and is not included unless explicitly stated.

Data Condition & Quality Assumptions

The following are assumed for in-scope data cleanup:
  • Standard duplicate records resolvable via HubSpot’s native deduplication tools.
  • Reasonable consistency in naming conventions, capitalization, and formatting.
  • No forensic data reconstruction, manual research, or interpretation of ambiguous fields.
Data exhibiting excessive duplication, malformed fields, conflicting records, or inconsistent structures across sources may require additional time or phased remediation, subject to written approval.

Scope Boundary: Cleanup vs. Remediation

For clarity:

  • Data cleanup includes deduplication, normalization of standard fields, and preparation for import.
  • Data remediation includes extensive manual correction, restructuring, reconciliation across multiple sources, or interpretation of unclear data.

Only data cleanup is included unless remediation is explicitly scoped.

Segmentation Assumptions

Segmentation services are provided after import and are based on:
  • Fields present and properly populated at the time of import.
  • Logical, rule-based criteria (e.g., role, geography, relationship type).
  • Segmentation dependent on incomplete, inconsistent, or free-text data may require additional cleanup or Client involvement.

Client Responsibilities

Client agrees to:
  • Provide data in a timely manner and in a format aligned with the assumptions above.
  • Designate priority records or segments if full dataset cleanup is not required.
  • Review and approve segmentation logic prior to automation or outreach activation.
Delays or rework caused by data that does not meet these assumptions may impact timeline and cost.

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