Data room permissions

One room. The right view for every audience.

Set access by group, section and file, so buyers, investors and your own team see different parts of the same live room instead of five different copies.

Set up room permissions Open a live room

One room splitting into distinct controlled views for different audiences

Custom access groups for the audiences in your deal.

One rule per section, independently for every group.

Download policy stays separate from section access.

Expiry and revoke affect one group without disturbing another.

One source of truth

A folder per group becomes a maintenance problem.

The moment a document changes, every copy needs the same update. Permissions drift, versions diverge, and nobody can say with confidence which file a recipient saw.

Distinct access boundaries held inside one shared room

How it works

Name the groups. Set the boundaries once.

Groups are not prescribed roles. Call them Buyer A, advisors, board observers or anything else the deal requires, then decide what that group can reach inside the same room.

Northstar acquisition · Room accessGroup-level rules

Northstar acquisition · Room accessSaved

Same room · different views

Buyer A permissions

Rules apply to every recipient
in this group

Data index7 documents

Open

Downloads on

No expiry

Financials12 documents

NDA required

Sep 30

Commercial9 documents

Request access

Sep 30

Legal & tax18 documents

Recipients8 people

Visible sections3 of 4

Access statusActive

Access groups

Manage an audience as a set.

Add recipients to a custom group instead of rebuilding permissions person by person.

Section rules

Open, verify, gate, request or hide.

Each section can be open, email-verified, NDA-gated, request-only or fully hidden for that group.

File policy

Control the copy leaving the room.

Keep downloads off for sensitive items while allowing approved recipients to open them in the room.

Lifecycle

Expire or revoke without a resend.

Change one group’s access immediately while every other group keeps its existing view.

One room · three audiences

Different progress. Different access.

The data index can stay open to every buyer. Financials can require an NDA. Competitor-sensitive commercial detail can remain hidden until a buyer advances. Every group still reads the same current files.

Section

Buyer A

Buyer B

Counsel

Data index

Open

Financials

NDA gate

Hidden

Commercial

Request access

Hidden

Legal & tax

Hidden

Open

A precise access exception separating from the shared review flow

One activity record

Different access. The same clear signal.

Group rules do not fragment analytics. Every attributable open, return and document session still rolls up into one room-level view, so the deal remains legible across every audience.

See document analytics

RoundOS vs duplicate rooms

Update the document once. Every group's view updates with it.

A room per group duplicates both files and mistakes. RoundOS keeps one room and applies the relevant view when a recipient joins a group.

Folder per audience

Every update creates another maintenance task.

Copies drift, permissions become hard to audit, and analytics split across unrelated links.

One RoundOS room

One current file set, multiple controlled views.

The room changes once. Group rules decide who can reach the result.

Questions

Permissions, answered.

01Can I create my own access groups?

Yes. Groups use the names and audiences that fit your deal; they are not a fixed list of special roles.

02Can one group see a section that another cannot?

Yes. Section rules apply independently per group, so the same section can be open, gated or hidden depending on who is entering the room.

03What does request-to-access do?

The recipient can see that the section exists but must request access before it opens, giving you an explicit checkpoint without hiding the section entirely.

04Do permission changes apply immediately?

Yes. Change the section rule, expiry or group membership and the recipient’s room updates without a replacement link.

05Can I prevent a file from being downloaded?

Yes. Download policy is controlled separately from the ability to open a file inside the room.

A controlled path opening into one clear room

One room, exact access

Set up permissions for your next room.

Create the groups, choose each section rule, and send one current room.

Set up room permissions Explore the Data Room

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