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Secure Virtual Data Rooms

Learn everything you need to know about VDR to take your enterprise data security & document management to the next level!
Caplinked virtual data room

With CapLinked, Sharing File Online is Secure and Easy

Just a few years ago, a data room was a physical room where confidential information or sensitive papers could be stored. Bankers, investors, brokers and lawyers would use these rooms at scheduled times to examine documents that were required for business transactions. Fast-forward to today and these physical data rooms have become exceedingly rare, replaced by virtual data rooms.

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What is A Virtual Data Room?

A virtual data room (VDR) provides secure storage for digital documents and limits access to only those who are authorized to view them. This type of online data room is used extensively for business transactions, including the due diligence process, M&As, IPOs, private equity agreements, banking, and investing. Stakeholders can securely access documents at specific times, from any platform, and from anywhere in the world with an internet connection. Businesses, governments and other organizations have found a wide variety of uses for VDRs for document sharing and collaboration.

In short, a VDR is used whenever someone needs to securely store information and make it available to a limited group of people. Unlike a physical data room, VDRs allow instant access to documents by anyone who needs it, regardless of where those people are in the world. And when they no longer require access, their permissions can be turned off and access revoked — including to any documents that have been downloaded, thanks to digital rights management (DRM).

How virtual data rooms work

Industries That Need Virtual Data Rooms

Top Benefits of a Caplinked Virtual Data Rooms

Data room services are equipped with advanced security features and come with wide-ranging benefits. Your business can streamline collaboration, financial transactions, and file sharing—internally and externally:

  • Secure file sharing – Sharing files through CapLinked is easier, faster, and more centralized than through an FTP server or via email. A secure VDR provides more advanced cyber security measures than your traditional data room. Unlike simple file-sharing applications such as Google Docs, a secure data room offers encryption, digital rights management, multi factor authentication, and more.
  • Compliance – CapLinked is SOC2 compliant (SSAE18) certified, and all data is hosted and managed by Amazon Web Services (AWS) via their secure data centers. As international policies around sensitive data have become more robust, using a virtual data room can help you stay in compliance with the regulations in your region of operation. Virtual data room software automatically treats sensitive documents in accordance with quickly evolving legal changes, so your business automatically stays up to date.
  • Artificial intelligence – FileProtect is CapLinked’s proprietary DRM software tool for controlling access to your most important documents. Data room automation features allow you to store and organize information with a single click, search texts quickly, auto-redact sensitive information, and more. You can easily tailor virtual data room software to your company’s specific document types.
  • Data storage – Advanced cloud-based systems such as Caplinked also include tools in compliance with GDPR and other data privacy regulations. Create backups of your sensitive files and set unique storage access instructions by the company department to protect from unauthorized access and data breach.
  • Audit Trails – CapLinked tracks documents for investors, shareholders, board members, consultants, auditors, and employees with no effort on your part. The Activity Tracker keeps you posted on who’s viewed and downloaded any workspace document. This maintain detailed audit trails that track user activity, providing transparency and accountability during critical transactions.

Why Do You Need A Virtual Data Room?

Today’s VDR is quickly replacing a wide range of outdated business technologies. This is primarily due to the exceptional security it provides, ease of use and a price point that reduces costs. Most likely, your organization is already using cloud storage for important documents — but that’s without the advanced security measures a VDR provides, and most likely at a similar, or even higher price.

Common Use Cases of Virtual Data Rooms

Using a VDR is a sound decision whenever security and data access are concerns. There is no limit to the number or type of files that can be securely stored in a VDR, including PDFs, data logs and even videos. Every organization has its own reasons for adopting a VDR solution, but these are some of the most common uses:

  • Mergers and Acquisitions (M&A) – VDRs are crucial for conducting the due diligence process in M&A transactions, allowing buyers and sellers to securely share and review financial records, legal documents, and more.
  • Financing – When you’re raising capital, you’ll need a sound platform that enables you to swiftly share sensitive files and confidential documents with potential investors and private equity interests. By streamlining file-sharing, the CapLinked VDR accelerates diligence and helps businesses provide clear paper trails.
  • Restructuring – Whether you’re managing a merger or moving through the bankruptcy process, virtual data room services can help you save crucial time and money. Steer clear of the usual hiccups that accompany insolvency, receivership, and restructuring with fast uploads, secure file storage, and messaging and updates features.
  • Legal compliance – With our secure platform and virtual data room services, safely upload and share sensitive documents like patents and IP with legal teams, brokers, and more. Leverage permissions tools to grant access to your workspace and monitor who views, downloads, and uploads files. Stay fully in control—and fully compliant. 

The Right Plan for Your Business

CapLinked has you covered, whether conducting due diligence and closing deals are a part of your business’s core initiatives, or you just need a data room for a one-off project.


Our enterprise plan is ideal for companies that conduct due diligence and close deals as part of their core business functions. Enterprise clients receive exclusive access to Concierge Services.

Contact us at (888) 799-6849 for your fully customized virtual data room solution


Our starter virtual data room plan grants teams access to the secure document sharing and advanced security features they need.


($299/month after the 1st month)

More Solutions from CapLinked

Browse more of our solutions to optimize your deal process and close more.

Secure Document Storage

When you use our VDR to share your enterprise’s data and assets, you can rest assured your information is readily accessible and reliably secure.

Document Management

Confidently share and manage your most sensitive files and documents using the industry’s leading solution.

Due Diligence Data Room

Review financial records and other sensitive documents for M&A due diligence in a secure environment.


Manage the financing of your business with a a powerful and secure platform to share documents and collaborate with internal and external parties.

Legal Compliance

CapLinked’s legal practice management allows partners, stakeholders, and other collaborators to share and view sensitive IP with customized permission levels and user activity tracking.

Bankruptcy and Restructuring

Data rooms for bankruptcy and restructuring streamline the process by providing effective management tools including DRM and access management.

Frequently Asked Questions

A virtual data room is a secure document sharing platform that hosts data and allows for collaboration on documents. It is commonly used to facilitate due diligence during the M&A process.

A virtual data provides higher security measures than simple document sharing platforms. The common online sharing platforms, like Dropbox, WeTransfer and Google Drive, do not provide security level like Caplinked VDR does. Without using a secure virtual data room, data can be breached through unwanted external sources and password sharing.

No, a VDR has a higher security standard compared to a transaction room. Although a transaction room can be sufficient for simple business needs, it doesn’t meet the requirement for bank-level security and encryption. A cloud-based solution like Caplinked also provides project management and collaboration features which a transaction room can’t fulfill. Understanding the difference between a VDR and a transaction room can help you decide on what you should use.

Here are some must-have features of a VDR as a secured file sharing platform: security thresholds, access control, ease of collaboration. You can learn further about features of VDR here.

A virtual data room can be used for any industry that requires a secure platform for document management such as to share and collaborate on documents. It is essential for M&A deals, as a virtual data room allows a secure and easy space to control access levels of users, file collaboration, and document editing.

Please reference the pricing page.

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