How is our data synced, stored, and secured?

Explore how Databox syncs data from its various integrations and learn about sync schedules, how data is structured, and how Databox keeps information secure while respecting privacy regulations.


How is our data synced?

Native Integrations

All data synced from native integrations, like HubSpot, Google Analytics, Facebook, etc., is accessed through that Data Source's Application Programming Interface (API). For example, HubSpot's API is controlled by HubSpot and is different than Google Analytics' API, which is controlled by Google. The same goes for all other Data Sources that Databox natively integrates with. 

Since we are syncing data from each Data Source's API, certain data may be limited or inaccessible. In these cases, we do our best to work with the company responsible for the API to gain further access. 

For some Metrics, backend calculations are performed to produce the value you see in Databox. This is often the case for rates, percentages, or net new metrics. For example, the HubSpot Marketing Metric "Contact Conversion Rate" divides the number of New Contacts by the number of Sessions during the specified Date Range.

SQL Integrations

When syncing data from database systems, a direct connection is first established using standard libraries and drivers like PDO and, if successful, a user-defined query is run on the server to obtain the data. Only the data returned by the query is synced from the database; no additional data is included in the process.

Custom API Integrations

For custom API integrations, the data is synced independently from the selections made within the app. This means that selecting a specific Date Range on a block or visualization will not automatically trigger a sync for that Date Range, which is the default behavior for native integrations. To ensure accurate data is displayed in the app, it is necessary to sync data for a specific date range beforehand. This can be done by defining rolling periods when creating metrics from these integrations.

Custom and Third-Party Integrations

Being completely custom setups, it is the user's responsibility to sync any and all relevant data from the source all the way to Databox. There are no triggers or automations on our end to initiate syncs, other than those associated with the subscription plan and the visualizations themselves.

How often do my Data Sources sync with Databox? 

Syncing intervals are determined based on plan and Account activity.

There are some exceptions to the typical sync schedule that is in place to improve performance. For example, we take into consideration a variety of factors like user activity (so we sync your data when it's most valuable to you), API limitations, usage of metrics, etc. to determine the sync schedule for an account. 

If users in the account are less active, we will sync data less frequently (minimum of once per day). When a user logs into the account or views a Sharable Link for the first time after a period of inactivity, the data update will be queued to refresh as soon as possible. It may take a few minutes for all data to refresh in the Account, but will result in the most up-to-date data available for the user. 

Pro tip: In many cases, it is possible to increase, decrease the sync frequency of one or more Data Sources.

The sync schedule is defined on a metric by metric basis. For a Metric to have a regular sync schedule, it needs to be actively utilized within your Databox Account. If a Metric is not used anywhere in Databox, it won't sync regularly, potentially leading to gaps in data availability or limited historical data for the Metric.

Certain Data Sources follow distinct sync schedules due to API limitations or other constraints. Examples of these limitations include, but are not limited to

  • Google Sheets: syncs every hour, but only if its activity log has been updated since the last sync
  • YouTube: syncs every 12 hours 
  • Ahrefs: syncs once per day
  • MOZ: syncs once per day

When you use Scorecards, Scheduled Snapshots, or Scheduled Reports, Databox automatically refreshes all metrics included in the Scorecard/ Databoard(s)/ Report(s) just before the scheduled email is meant to be sent out. In some cases, this may result in slight delay in the email being sent out (up to 15 minutes) to ensure the freshest data is synced and displayed. 

What kind of data is synced by Databox?

All the data collected through our integrations is organized into entities called 'Metrics.' They all follow a similar structure:

  • Date: Specifies the exact time the value belongs to (e.g., 2023-11-29 00:00:00 -05:00)
  • Value: Indicates the quantity or amount (e.g., 100)
  • Dimension: Offers extra details or labels related to the value (e.g., iPhone)
  • Unit: Represents the unit of measurement or currency (e.g., USD)

Our visualizations rely on dates and values, making them mandatory. Dimensions and units, however, are optional components.

Even though there might be additional data available in the Data Source, our integrations specifically focus on and syncs data that fits within these particular 'Metric' structures.

How is our data stored and secured?

At Databox, we are dedicated to safeguarding our users' privacy.

For details regarding data storage and security, please refer to our Privacy Policy, focusing on the following sections:

  • Our Commitment To Data Security
  • Period for which your personal data will be stored
  • Personally Identifiable Information
  • Collection of general data and information

Further information about Databox's adherence to the GDPR and Data Processing Agreement is also available for your review.