Frequently Asked Question

A Virtual Data Room (VDR), which is also known as a data room, is a security-enhanced internet-based platform for storing and sharing sensitive documents. It is widely used for sharing financial documents, M&A due diligence, fundraising, and legal processes where the security of document sharing is crucial for its safekeeping. Unlike traditional physical data rooms, VDRs offer 24/7 easy access from anywhere around the world with enhanced security, tracking, access authorisation, and collaboration features.

Right2Data is Indias most secure, affordable Virtual Data Room provider, specifically placed for the Indian markets cost-effective needs. It stands out by offering complete virtual data protection, security compliance, localised customer support in Hindi and English, India-based secure servers, and specialised features for Indian regulatory requirements. With transparent pricing and an understanding of local business practices, Right2Data provides better data room service value compared to the internationally expensive alternatives at a fraction of the cost of international peers with similar features.

Right2Data works through an easy-to-use but strong security-based process, which includes OTP based secured access, The possibility of creating a data room in a matter of minutes, user-friendly bulk upload and document organising facilities, set granular permissions for administrators and users of the documents, Email-based invitation to participants with customised access levels, and subscribers can also Monitor all activities of the users with detailed audit trails and analytics, and a detailed summary of access provided. Collaborate efficiently with Q&A modules and real-time notifications to facilitate understanding of the context within the shared documents. The Right2Data’s platform can be easily accessed through the website, by phone or laptop.

Starting a Virtual Data Room in Right2Data is very easy and doesn’t require any technical training. The step-by-step procedure to start a data room is:

1. Define the purpose and scope of the data room (M&A, Fundraising, Legal)
2. Compare pricing, features, security, data host location, customer support, and other factors to choose a VDR service provider that best suits your needs.
3. Set up an account (register, select storage size, and configure basic settings)
4. Finalise the folder structure (create categories like M&A files, financial documents, legal documents, due diligence, IP, etc).
5. Upload documents ( supports Bulk uploads)
6. Upload or enter the viewer list and create their groups if required.
7. Set Permissions and assign role-based permissions (view, print, download)
8. Generate an invoice and make the payment
9. Publish the data room and edit accordingly.

The Premium features, like Geo-fencing and geo-tagging in Right2Data’s data room, secure the data by prohibiting access based on geographical locations, allowing the administrator to provide a specific area for accessing the data room. Likewise, the Geo-fencing feature allows administrators of the data room to define preferred locations (like company office locations, viewers addresses, etc ) and block access from other undefined areas, while geo-tagging adds location metadata to all access attempts made to the data, creating a geographical audit trail of data interactions. These special features provide an extra layer of security by preventing unauthorised location access and preventing activities related to data theft.

You should make use of a Virtual Data Room (VDR) during the following:

1. Mergers and Acquisitions (secure due diligence purposes),
2. During the Fundraising Event (sharing confidential documents with Prospective Investors),
3. Collaborating on sensitive projects,
4. Preparation of an IPO (documents organising for regulatory compliance)
5. Real Estate Documentation (sharing property-related documentation)
6. Legal proceedings (Securely managing documents during case filing)
7. Board meeting communications (sharing confidential corporate information).

While both platforms’ primary purpose is to store data online, Virtual Data Rooms provide significantly greater security and control of the data than regular cloud storage. The main differences between the VDR and cloud storage are

1. Security: VDRs have military-grade encryption, whereas the cloud storage has basic protection.
2. Access controls: Data rooms offer document-level permissions to all the folders and sub-folders, but cloud storage provides folder-level permissions only.
3. Tracking (VDRs provide detailed audit trails of all user activities vs. limited logs),
4. Compliance (Virtual Data Rooms meet stringent regulatory compliance set by the particular governments),
5. Collaboration tools (VDRs include specialised features for due diligence of M&A, Finance, legal firms, and real estate businesses)
6. Professional support (Virtual Data Rooms offer dedicated assistance from setting up the data room to providing customizable access permissions and complete report download facilities).

Right2Data’s Data room helps startups in many ways:

1. Fundraising efficiency: You can organise and store your documents professionally for investors with extra security
2. Cost-effective pricing (Transparent and flat rate pricing charts with no hidden charges and plans, a monthly subscription with your desired features)
3. Strategic control and Presentation of data (Professionalism in the project data to the prospective investors and clients)
4. Security compliance (The data room meets the investors security and data protection requirements.
5. IP protection (share sensitive technology documentation safely with the possibility of access control and summary), and
6. One can expand the data room according to their requirements as they expand and flourish. Right2Data is specifically designed to fulfil the unique needs of Indian business startups seeking funding and potential partnerships.

Right2Data’s Virtual Data Rooms are designed with military-grade security, including: 256-bit encryption, watermarking, two-factor authentication, document-level access controls, Location restrictions and IP control, Data access tracking with complete audit trails, and data room and specific file access details with duration of time and location summary download feature. Our Virtual Data Room service provider, Right2Data, platform undergoes regular security audits and penetration testing, upgradation, and meets stringent security compliance laid by the Government of India and is ISO 27001 certified.

Setting up a data room in Right2Data can be done in a matter of minutes with all custom settings; it doesn’t take days or weeks like some traditional ones. Right2Data’s process is streamed lined from Quick registration with immediate access by the help of our experts, Bulk zip file document upload with drag-and-drop functionality feature, Predefined administrator and user roles for quick permission setup, most of our clients have their data room operational within 25 minutes of its initiation, allowing you to start sharing documents securely immediately within 30 minutes of its registration initiation.

Whenever the company or an individual deals with highly confidential documents that need to be shared with multiple interested parties under secure conditions. The data rooms or Virtual Data Rooms (VDRs) are used across many firms/industries, with most institutions concerned with

1. Financial Service sectors (for startup Fundraising, IPOs, Real estate, mergers and acquisitions due diligence, etc.),
2. For Legal (for litigation, compliance, and sharing files with clients),
3. Real Estate (portfolio management, property files, and document sharing),
4. Health Care and life sciences (biotech companies for clinical trials records, regulatory documentation and licensing ),
5. For technologies ( IP protection and investment rounds),
6. Energy-related companies (for regulatory compliance and asset sales),
7. Private Equity & Venture Capital (for deal management and portfolio oversight).

One should make use of a VDR or eDataroom when working with Mergers and Acquisitions, IPO, IP, IBC or any other financial-related field where data sharing security is prioritised. In both cases of M&A, the sell-side as well as the buy-side can use it for better efficiency in data sharing with extra protection. When organising Capital fundraising activity from investors. During the IPO preparation and regular filings for companies working in the financial sector. For document sharing during the strategic partnership alliance formation. During the communication between the Board and the Investors, dealing with sensitive documents. It can be very handy during complex real estate transactions. During restructuring or bankruptcy processes of an organisation. While providing secure client document portals related to legal, accounting, etc. When dealing with intellectual property licensing, and for regulatory audits that require secure document access.

Right2data’s data room prevents data leaks through multiple layers of security. Dynamic watermarking that displays owners’ information on documents that are being accessed. Controlled Disable/enable download, print, and copy options for sensitive files according to the administration’s custom settings. View-only access to very sensitive data. The data room captures an image of the viewer for record-keeping with the user’s permission. It also gives detailed information about the duration of data being accessed, which file or folder was accessed for how long, and from which country, geographical location, with their devices’ IP addresses in a downloadable report for every individual data point and the entire data room created. Two-factor authentication with OTP is given only to the assigned users’ email addresses and mobile numbers, and end-to-end encryption of the data present in the VDR. While no VDR platforms can guarantee a total 100% prevention of the data (like screen photography), our data room’s military-grade security makes unauthorized sharing of the data very difficult.

Right2Data’s Virtual Data Room has very reasonable pricing plan with no hidden charges. We provide all basic features and several premium features. The Virtual Data Room upto 10GB storage is provided with Rs. 10,000 per month with 100 unique viewers per month.

The pricing of basic features:
• Minimum base price per event: Rs. 10,000 for up to 10 GB, 100 readers and for 1 month.
• For each additional month: Rs. 10,000/month.
• For each additional GB: Rs. 1000/GB.
• For each additional user: Rs. 100/user.
• Manual support and services: Rs. 10,000 / Hour

Premium Add-on features
• Geo Tagging ₹5000/Month
• Geo Fencing ₹5000/Month
• Double Authentication ₹5000/Month
• Voter Selfie ₹5000/Month
• Water Mark ₹5000/Month

The data stored in a Virtual Data Room of Right2Data is deleted through a follow-up procedure in close contact with the client. Once the client’s subscription expires, the data gets locked in with the administrator login details. The administrator of the Virtual Data Room (VDR) has the option to delete the data anytime. After the data room’s grace period is over the data is deleted from our servers.

The Right2Data’s Virtual Data Room assists through a centralised, granular permission control for the sharing of financial, legal, and compliance documents with prospective investors or acquirers. Our Virtual Data Room (VDR) expedites and secures due diligence for Indian start-ups and small and medium enterprises. Right2data’s data room ensures real-time tracking, a complete summary of the data accessed report, while lowering risks and delays in high-stakes transactions.

• Access from anywhere saves the hassle of travelling. And viewers can work in their environment and access the data remotely.
• Access anytime – available 24*7*365.
• Digital access enhances the ability to use tools like search, bookmark, etc.
• Lower cost – security, hosting of viewers.
• No manpower required to manage the data room.
• Access rights can be given to multiple parties at the same time.
• Faster DD process and faster M&A deal closure.
• Track who is accessing which documents and spending how much time on each document.
• It saves time and cost.
• Limit access to various documents. Differential access rights to different groups, and different access rights to different documents in the data room.
• Secure and transparent sharing of data efficiently and diligently.

Right2Data’s VDR service does not provide the facility of having multiple administrators in a single Virtual Data Room, meaning only one user per data room holds the full administrative privileges. This design prioritises centralised control to minimise conflicts in permissions or settings. While other VDR service providers allow multiple admins, right2data’s structure ensures accountability by assigning critical tasks such as user management, security configurations, and subscription management to a single designated administrator. This approach streamlines decision-making that requires the administrator to manage all the responsibilities diligently.

The admin is the primary authority for the data room that has been created, with responsibility for technical, operational, and security domains. The administrator creates the data room, configures the access levels for the viewer, such as (View, Print, Download), (restricted download allowing print and view), or disables print or view. The administrator can invite the viewers while assigning role-based access. The administrator can monitor the real-time activity through the track activity, reply to the questions raised, download the full audit trail, upload or delete files, add or remove viewers, create groups, assign role-based access, etc. They can also enforce security protocols, such as two-factor authentication, IP restriction, Geo-fence, geo-tag, and manage data room’s lifecycles, such as extending timelines, subscription renewal, or permanently deleting the data room. In any disputes, the administrator serves as the single point of contact for resolving access rights or compliance queries.

Right2Data’s VDR service requires a minimum subscription period of one month, which starts automatically after the initiation of the data room’s subscription. The subscription period is automatically renewed unless a manual cancellation is made. This monthly subscription cycle provides flexibility for short-term projects like due diligence or contract negotiations. The administrator and viewers are notified via email before renewal, and billing aligns with the initial subscription start date. If a project finishes earlier than the subscription period, the administrator can manually terminate the subscription, but the data remains accessible until the billing cycle ends.

The data in Right2Data’s VDR is retained for a week after the users subscription expires. During this grace period of 7 days, the administrator can renew the subscription by contacting customer support to restore full access to the data room. After the grace period, all the files, viewer records, audit trails, and activity records are permanently deleted from the server to ensure regulatory compliance with the Data Protection Act. The viewers and administrators receive notifications via email before and after the expiration, urging them to back up the critical data or renew the subscription. Right2Data doesn’t retain any backups after the deletion, so the subscriber of the data room must ensure all necessary documents are downloaded before the grace period, as we do not provide any backup hard drives.

The data room’s extensions can be initiated during an active subscription period or within the 7-day post-expiry grace period. To extend the subscription period of the data room administrator logs into the VDR dashboard, selects “My Rooms”, a dashboard appears with all the data rooms created using the same login details, just next to the data room on the right-hand side lies the “EDIT” tab, clicking on it. The administrator can navigate the “Extend Time” icon (located on the EDIT tab of the admin panel), allowing the subscriber can select and extend the timeline accordingly or contact the customer support team and ask them to extend the desired timeline. The users can ask the support team to extend their timeline and proceed further by adding Balance to their wallet and making the payment, or the support team can bypass the payment gateway from the backend and generate an invoice, which can be paid after the reimbursement of the billed amount. Payment confirmation triggers an immediate update to the subscription end date, and all the viewers retain uninterrupted access to the documents in the data room. Extensions are prorated based on the remaining days, and invoices are automatically generated by the system itself.

The settings of the data room can be changed at any time while accessing the data room by the administrator during an active subscription. The administrator can set up the desired settings while creating the data room, as well as while using it, this facility is not provided to the viewers. The administrator can navigate the data room’s “EDIT tab”, available just beside the name of the data room on the right-hand side of the admin panel dashboard. The users can be added and their permissions such as View, Print, Download or restriction of any can be modified at any time The administrator can click on the “EDIT” tab and can update data room settings, The subscriber can also extend time, assign permission, add users, create groups, or edit/upload files from the edit navigation bar. When the admin makes the desired changes to the Virtual Data Room, all the viewers/users are notified via email that the data room has been updated, or the admin is granted the authority to disable push notifications for the data rooms updates to all the viewers.