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NDA Process on HubSpot

1. Purpose

This document outlines the standardized process for creating, managing, and sending Non-Disclosure Agreements (NDAs) via HubSpot. It is intended to ensure consistency, compliance, and proper tracking across all regions.

2. NDA Templates (Regional Availability)

NDAs are available for the following regions. It is important to select the correct template based on the client’s location:

  • United States
  • Canada
  • Mexico
  • Caribbean
  • Europe
  • United Kingdom
  • Middle East
  • India
  • Australia/ New Zealand
  • Malaysia
  • Germany

All templates are legally approved and standardized. No modifications should be made unless specifically required and approved.

3. NDA Creation Process in HubSpot

3.1 Entry Point

NDAs can be initiated from either:

  • Company Record,
  • Contact Record, or
  • Deal Record

3.2 Deal Association Requirement

HubSpot requires NDAs to be created through the Deals module using the Quotes functionality.

  • If a deal already exists, use the existing deal.
  • If no deal exists, create a new deal:
    • Naming convention: “NDA – [Client Name]”
    • Stage: Initial stage

A deal is mandatory for sending an NDA.

3.3 Creating the NDA

  • Navigate to the selected Deal/ Company/ Contact
  • Click on “Create Quote”
  • Select the appropriate NDA template based on the client’s region

4. Data Population

HubSpot will automatically populate the following details:

  • Contact information
  • Company information

Deal-specific fields will not be auto-populated. It is necessary to review the document before sending to ensure accuracy.

5. Signer Configuration

Two signers must be added:

  1. Client (External Signer)
    • The client receiving the NDA
  2. Internal Signer
    • Diana Carolina Rocha Quecano

Both signers are mandatory to ensure legal validity and alignment with internal processes.

6. Sending the NDA

Before sending, confirm the following:

  • Correct NDA template has been selected
  • Contact Details are correct
  • Signers are correctly configured

Once verified, proceed to create the NDA document. A link will be generated, which can either be copied or sent directly via email on HubSpot.

The client will receive the document only once the link is shared by the user, either through HubSpot or via Outlook. The status of the document will be tracked automatically within HubSpot.

7. Tracking and Status

HubSpot enables tracking of NDA status, including signed status under theeh Quote section.

All NDAs are stored within HubSpot for future reference and audit purposes.

8. Key Guidelines

  • NDAs must always be sent through HubSpot
  • Ensure the correct regional template is selected
  • Deal association is mandatory
  • Both signers must be added
  • Always review the document prior to sending

9. Common Errors to Avoid

  • Sending an NDA without creating or associating a deal
  • Selecting an incorrect regional template
  • Omitting the internal signer
  • Sending NDAs outside of HubSpot

10. Best Practice

If no deal exists, create a dedicated deal for the NDA to maintain consistency, traceability, and compliance within the system.

11. Support

For any queries or assistance, please create a Ticket using the Support Portal.

This process is designed to ensure a standardized, compliant, and efficient approach to NDA management across Valenta.