It cannot stop a photograph
No data room can. Watermarking makes a leak traceable to one login; it does not make one impossible.
A data room for estates and disposals. Every document a viewer opens is stamped with their name, and every view is written to a record that cannot be edited — not by them, not by you, not by us.
Every interested party means another transfer link that expires, or another shared folder to build and keep current. It is hours of administration — and at the end of it, no record of who read what.
One room per matter, set up once. Invite each party in seconds, give them only the folders they should see, and change that whenever you like. Their name is on every page they open, and every view is recorded.
Drag in files, or a whole folder straight off your machine — the structure comes with it. If the client sent you a zip, drop that in exactly as it arrived and it is unpacked for you. Nothing to rename or reorganise first.
Then AI file and folder organisation proposes where everything belongs, and you accept or reject each suggestion — nothing moves on its own. Only filenames are ever read; no document leaves the room.
AI organisation is subject to cost and the practitioner’s requirements, and is switched on per firm.
Anything not yet filed is invisible to every viewer, whatever access they hold. The appointment letter and court orders live on an internal side no viewer ever reaches. You get everything in first and organise it afterwards.
Choose the folders they see. Decide whether they may download or only read in the browser. Require a signed NDA before the room opens at all. They set their own password from a link that works once.
Every PDF, image and Word document is stamped as it is served: your own watermark — your wording or your logo, whichever you set — and along the foot of the page the name, email and date of the party who opened it. A page marked only with your firm tells you nothing when it turns up somewhere it should not. Your stored file is never touched, so the clean original stays clean for the court file.
A Word document is delivered as a stamped PDF. There is no honest way to mark a
.docx the recipient can simply edit out, so the copy they receive is converted
on the way out. Your .docx stays exactly as you uploaded it.
Spreadsheets are the deliberate exception. A PDF of an asset register cannot be sorted or totalled, which is the only reason a viewer opens one — so Excel files go out unmarked and usable, the room shows not marked against each, and the download is recorded either way. Convert anything sensitive to PDF before you upload it.
An estate's papers are not ordinary files. These are the measures that are actually in place — not a roadmap, and not a badge on a page.
Each person has their own, with a twelve-character minimum checked against the passwords that top every breach list. Two-step sign-in by authenticator app or emailed code, and a session that ends after thirty minutes untouched.
Folder by folder, and never anything internal or still unfiled — whatever access they hold. Every query is scoped to your firm by the signed-in session, never by anything sent in a request.
With the reader's own name, email and the date. Your stored original is never altered, so the clean document stays clean for the court file — and a leaked page points back to one login.
Every view and download is written to an append-only trail the database itself refuses to update or delete. Not by a practitioner, not by a script, not by us.
Every page over TLS with certificates that renew themselves. Backups are encrypted before they leave the machine, so a copy is useless to anyone who reaches the storage without the passphrase.
Your firm is the responsible party for its data room and we are its operator. The operator agreement section 21 requires is published, not requested — along with where the data sits and who else touches it.
Worth knowing before you ask, rather than after. A data room that oversells itself is not one you would put a client's estate into.
PDFs, images and Word documents are — a Word file is converted to a stamped PDF as it is served. Excel is left unmarked on purpose: a PDF of an asset register cannot be sorted or totalled, which is the only reason a viewer opens one. Spreadsheets reach a viewer exactly as you uploaded them, the room says so against each one, and the download is recorded either way. Convert anything sensitive to PDF before you upload it.
Every upload is scanned and an infected file is refused outright, but scanning recognises malware that is already known. Something written last week may not be in the signatures yet. Files are stored and never run, and the only kind the application opens is a Word document, converted to a watermarked PDF by LibreOffice sandboxed as an unprivileged user. If a client sends you something you would not open yourself, do not put it in the room.
No data room can. Watermarking makes a leak traceable to one login; it does not make one impossible.
Tell us who you are, the kind of matters you run, and when you would want to start. Someone reads every request by hand.
Read the Operator Agreement and the Privacy Policy before you ask, not after.