Virtual data room management, run for you
When you raise, sell, or get audited, someone has to build the room where all the documents live, decide who can see what, and answer questions for weeks. We do that. You get an organised, permissioned Ideals data room, run by us, and a clean archive when the deal closes.
- Who it's for
- Founders and finance leads running a raise, sale, or audit
- Typical timeline
- Room live in 3-5 working days once documents arrive
- How it's billed
- Per project or per month for as long as the room is open
What changes for you
Deal-ready in days
You hand over documents, we hand back a structured, indexed room your buyers and lawyers can work in - without your team spending a week on folder names.
How
Ideals room build with standard due-diligence index, bulk upload, OCR pass, and automated index numbering.
Ideals room build with standard due-diligence index, bulk upload, OCR pass, and automated index numbering.
Nothing leaks by accident
Each party sees only what it should, confidential pages carry the viewer's own name, and access disappears the moment you say so.
How
Group-based permissions, view-only and no-download rules, dynamic watermarking, and instant access revocation.
Group-based permissions, view-only and no-download rules, dynamic watermarking, and instant access revocation.
An audit trail you can hand to counsel
Who saw what, when, and for how long - as a report. Useful during the deal, essential if anyone questions disclosure afterwards.
How
Full activity logging, per-party engagement reporting, and a closing binder export with the final index.
Full activity logging, per-party engagement reporting, and a closing binder export with the final index.
A shared folder is not a data room
A virtual data room is a controlled online space for sensitive documents. It looks like a folder structure, but every file has permissions attached - who can view it, who can download it, whether it is watermarked - and everything anyone does inside it is recorded.
Most first-time raises start the same way: a Drive folder, a long link, and a promise that nobody will forward it. Two weeks later nobody knows which version of the cap table the investor actually read, three people have permanent access who should never have had it, and there is no record of any of it.
A data room exists to remove exactly that risk. Every document is indexed, every viewer is named, every permission is revocable, and every open, download, and print is logged. When counsel asks who saw the customer contracts in March, the answer is a report, not a guess.
What we actually do, in plain English
We build the room. That means the folder architecture and index numbering your lawyers and buyers expect, bulk upload of everything you already have, and a pass to make sure scanned documents are searchable rather than flat images.
We set the permissions. Each party - investor, buyer, auditor, adviser - gets its own group with its own view. Confidential material is dynamically watermarked with the viewer's own details, downloads are restricted where they should be, and access can be pulled in seconds.
We run the Q&A. Questions arrive from multiple parties, get routed to the right person on your side, and get answered in one place instead of across forty email threads.
Running the room while the deal is live
The room is most useful in the middle of the process, not at the start. You get activity reporting that shows which parties are actually engaged, which documents they keep returning to, and where a question is about to come from.
We handle the day-to-day: new parties invited, permissions widened as exclusivity narrows, second rooms split off when competing bidders must not see each other, and a fresh index whenever documents change.
Closing, archiving, and shutting it down properly
When the deal closes you get a closing binder - the full room exported with its index, so the record of what was disclosed survives the transaction.
Then we decommission the room properly: external access revoked, an archive copy handed to you and to counsel, and no forgotten link still live a year later.
Why Ideals - and when you don't need it
Every page a person opens is stamped with their own name, email, and the time they viewed it. If a document leaks, the copy itself says who it came from - which is usually enough to stop it leaking in the first place.
We run rooms on Ideals because it does the things that matter under pressure: granular permissions, dynamic watermarking, structured Q&A, and reporting that stands up in front of counsel. We are an Ideals partner, so setup, licensing, and support all come through us.
If you are sharing a handful of non-sensitive documents with one party, SharePoint with proper permissions is enough and we will tell you so. A data room earns its cost when there are multiple parties, real confidentiality, and a deadline.
We scope the deal
What kind of process it is, who the parties are, what must never be downloadable, and when the room has to be live.
We build the room and the index
Folder architecture, index numbering, bulk upload of your existing documents, and a searchability pass on scans.
We set permissions and invite parties
One group per party, watermarking on confidential material, and guest onboarding so nobody needs a support call to get in.
We run it and report
Q&A routed and answered, permissions adjusted as the process moves, and engagement reporting to your deal lead.
We close and archive
Closing binder exported, archive handed to you and counsel, external access revoked, room decommissioned.
For a handful of low-sensitivity documents with one party, yes - and we'll tell you when that's enough. Once there are multiple parties, confidential material, and a deadline, you need per-party permissions, watermarking, and an activity log you can hand to counsel. A shared folder gives you none of those.
Get your data room built before the deal needs it.
Book a free 30-minute call. Tell us what process you're running and we'll tell you what the room needs to contain - and how fast it can be live.