Software House Virtual Data Room
Virtual Data Room
Nowadays, many companies have moved away from traditional office management to remote working. During this process, awareness of information security risks has increased, which is why Virtual Data Rooms (VDRs) are becoming an extremely popular solution.
Initially used mainly for M&A transactions, it is now a standard in various economic sectors.
Security in first place
Virtual Room, Virtual Data Room is an extremely secure online environment for sharing information. Compared to traditional communications such as emails, the difference is huge - it's like sending cash in an envelope compared to hiring an escort.
Through the use of advanced encryption algorithms, the VDR guarantees that the information exchanged between organisations is protected at the highest level, comparable to the standards used in electronic banking (EV SSL).
Full control, full security
However, security is only the beginning. Just as important as the encryption itself is the ability to full control over access to information. The controller, i.e. the owner of the data, has control over who has access to specific documents, when and to what extent. This is a unique feature of the VDR - the ability to monitor any movement, invite and restrict access at any time.
With a VDR, key business documents can be securely shared with external companies, while retaining full control over them. Access to information is only persons with the appropriate authorisation, and all activity is monitored and reported on an ongoing basis.
Strategy documents:
Business plans
Development strategies, marketing plans, market analyses.
SWOT analyses
Reports on company strengths, weaknesses, opportunities and threats.
Information on intellectual property
Patents: documentation relating to patent applications, patent certificates
Trade marks: registration of trade marks, licensing agreements
Personal data:
Customer and employee records
Contact information, personal details, transaction history.
Compliance with regulations
Documentation of compliance with data protection regulations such as RODO (the Data Protection Regulation).
Financial documents:
Financial statements
Balance sheet, income statement, cash flow.
Audit reports
Results of financial audits, audit reports.
Credit and investment agreements
Contract terms, repayment schedule, fundraising documentation.
Employment contracts
Terms and conditions of employment, salary and benefit provisions.
Staff documents:
Employment contracts
Terms and conditions of employment, salary and benefit provisions.
Personal files
Staff information, performance appraisals, training records.
Legal documents:
Agreements and contracts
Sales contracts, rental agreements, supplier contracts.
Court documents
Lawsuits, judgments, contracts relating to court cases.
Types of documents stored in the Virtual Data Room
What can stored in the VDR?
W Virtual Data Room (VDR) documents of high value to the company are stored, which require special protection due to their sensitivity and importance to the functioning of the organisation. In addition to traditional financial, HR, legal or strategic information, a growing number of companies are beginning to appreciate the importance of protecting other types of data.
Benefits benefits of using the Virtual Data Room
High level of security
The VDR provides advanced data encryption both at rest and during transmission, which protects information from unauthorised access. Activity monitoring and tracking systems provide real-time control of who has viewed documents and what actions they have taken, increasing transparency and security of operations.
Improved access control
Administrators can define precisely who has access to which documents and what permissions they have (viewing, editing, downloading). The ability to set temporary access for specific users facilitates collaboration across projects and transactions.
Document management
VDR allows documents to be easily organised, stored and searched, making it easier to manage large data sets. Tools for categorising, tagging and searching documents increase work efficiency and speed up access to the information you need.
Accessibility and convenience
Documents can be accessed from anywhere in the world, facilitating international and remote collaboration. Users can view and share documents in real time, speeding up decision-making and transactional processes.
Compliance with regulations
VDR helps you comply with data protection and confidential information regulations, such as the RODO, with compliance management features and strict access control. Storing and managing data in compliance with regulatory regulations minimises the risk of breaches and financial penalties.
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Frequently asked questions
(FAQ)
Here you will find answers to many questions about the Virtual Data Room.
Virtual Data Room (VDR) is an online platform that provides secure storage, management and sharing of confidential documents. It is particularly used in the context of business transactions such as mergers and acquisitions, raising finance or audits.
A variety of documents can be stored in the VDR, including:
- Financial documents (reports, audit reports)
- Personnel documents (employment contracts, personnel files)
- Legal documents (contracts, court documents)
- Strategy documents (business plans, SWOT analyses)
- Information on intellectual property (patents, trademarks)
- Personal data (customer and employee records, regulatory compliance documentation)
The benefits of using a VDR include:
- a high level of security thanks to advanced encryption and monitoring technologies
- improved access control for precise management of user rights
- document management to facilitate organisation and access to data
- accessibility and convenience allowing you to work from anywhere in the world
- compliance with regulations such as RODO, minimising the risk of breaches
The VDR uses advanced encryption technologies such as AES (Advanced Encryption Standard) and EV SSL (Extended Validation Secure Sockets Layer). The encryption provides data protection both at rest and during transmission.
VDR uses advanced encryption technologies such as AES (Advanced Encryption Standard) and EV SSL (Extended Validation Secure Sockets Layer). Encryption ensures data protection both at rest and during transmission.
VDR administrators have the ability to define precisely who has access to which documents. Permissions such as view, edit, download can be set, and user activity can be monitored with detailed reports.
Yes, VDR offers advanced document search and filtering features. Users can easily search documents by keywords, tags or directory structure.
The VDR is accessible from anywhere in the world via a web browser. Documents can be accessed from both desktop computers and mobile devices, facilitating remote working and international collaboration.
VDR provides a much higher level of security and access control compared to email. It offers advanced encryption, precise privilege management, user activity tracking and better document organisation.
Yes, the VDR helps to comply with data protection regulations such as the RODO. With compliance management, strict access control and monitoring features, the VDR supports companies in ensuring the protection of personal data.
The costs of using a VDR may vary depending on the provider and the scope of services. Costs may include charges for platform access, document storage, and additional features and support. It is worth contacting your provider for details of pricing and available packages.
When choosing a VDR provider, it is worth considering:
- security level and encryption technologies,
- functionality and adaptability to company needs,
- technical support and customer service,
- the cost and flexibility of the offer,
- feedback and recommendations from other users and references.
Regular updating of entitlements: Ensure that access to documents is up-to-date and appropriate for all users.
Activity monitoring: Track user activities to ensure safety and regulatory compliance.
Organisation of documents: Organise documents into clear folder structures and use tags to make them easier to find and manage.
Encryption and backup: Make regular backups and use encryption to secure your data.
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