Datasite virtual data room software:
the complete guide

Datasite is a virtual data room provider offering trusted deal tools for managing various financial transactions, including M&A, restructuring, and capital raising. From pipeline management and deal preparation to post-merger integration, the software supports advisors and clients through every stage of the deal lifecycle, ensuring regulatory compliance.

With cutting-edge AI/ML-enabled features like automated redaction, the solution is the premier choice for M&A due diligence and transaction management across investment banks, private equity, corporate development, and law firms.

Security features

As an M&A platform built around the world’s most trusted data room, Datasite upholds the highest global standards, ensuring users receive top-notch technology and security through the following features:

• Secure hosting on Microsoft Azure. Datasite Cloud is hosted on the highly secure Microsoft Azure platform. It ensures a reliable infrastructure that meets high-security standards.
• Cloudflare protection. Cloudflare provides additional protection, which includes a web application firewall and distributed denial-of-service (DDoS) defense to safeguard against cyber threats.
• Separate data storage. The provider stores user data, application data, and logs separately to reduce the risk of unauthorized access to sensitive information.
• Secure file purging. Once a project is completed, the software purges all files securely after 30 days.
• Strict data handling policies. Datasite implements strict policies that govern how employees and contractors collect, use, and handle personal data.
• Regular security assessments. Trusted third-party experts conduct regular code scans, vulnerability assessments, and penetration testing to identify and address potential security vulnerabilities.

Datasite’s security features create a trusted data room solution for secure deal management.

Pricing

Datasite does not have a uniform pricing structure; instead, costs vary based on factors such as the account manager, region, and client status. While there are hidden fees and the pricing structure based on pages can appear complicated, Datasite promotes this as a competitive advantage.

Notably, Datasite charges differently for non-PDF and non-Microsoft Office files. Clients incorporating various file formats into their data room should anticipate higher costs on their invoices. For example, Datasite charges a “special media” fee for video files at a rate of €8.23 per MB. Therefore, for instance, a client could incur costs as high as €20,567 for 2.5GB of media.

Unique features

The following Datasite tools make the solution a preferred choice over other platforms:

• Mobile app. Datasite brings the world’s most trusted deal tools to users’ fingertips, enabling them to review documents, share files, run analytics, and manage transactions. The app ensures robust security for the highest-value transactions and provides end-to-end dealmaking capabilities, including tools for sell-side and buy-side transactions.

✔️The mobile app features several life updates now, including closer integration with MergerLinks,  the ability to view frequently asked questions within the Q&A section, and bug fixes.

• Single sign-on. Users can log in once with a single set of credentials, maintaining security through centralized authentication and reducing password fatigue.
• Tracker. The feature streamlines project setup by allowing users to embed a comprehensive checklist into the data room. It ensures that all necessary files are uploaded before the launch.
• Buy-side efficiency. Reviewers can quickly locate the files they need. The search functionality allows for quick sorting through thousands of pages, facilitating the identification of relevant documents. 
• Multi-language support. Datasite users handle multi-language projects effortlessly by setting a default language; the search tool automatically detects and supports over 15 languages.
• AI-powered redaction. AI technology automatically identifies and redacts various forms of PII, including tax IDs, account numbers, and contact information.

Customer support

Datasite provides the following support services:

• 24/7 UK service team. Datasite’s UK-based support team is available around the clock to assist with technical issues.
• Datasite project managers. Assigned experts help customers streamline data room preparation, from setting permissions and inviting bidders to organizing analytics.
• Datasite Assist portal. A user-friendly portal offers additional support and resources for smooth deal execution.

Datasite offers the necessary services to assist clients with complex deals and daily workflows.

Document management features

Datasite provides the following document management tools to streamline deal processes:

• Automatic categorization and indexing. The platform organizes and categorizes documents automatically, even within deeply nested folders.
• AI-powered efficiency. Advanced AI trained on millions of M&A documents allows users to handle categorization, indexing, translation, and redaction accurately.
• Smart search. Users can search data across projects, identifying text within documents, images, and various file formats in 16 languages.
• File download from the index list. Admins and reviewers can filter the index list to select and download files. With options to filter by file type, date added, and more, retrieving needed files is faster and easier.

Pros and cons

Now, let’s take a look at some pros and cons of the virtual data room. What are users noticing that might help you decide on choosing the right solution for your company?

Clientele and case studies

Here are some industries and companies that use Datasite data rooms:

• Healthcare life sciences: One Medical, Fusion Pharmaceuticals, Silk Road Medical, Institut Merieux, Albumedix, and Physician Partners of America LLC
• Technology: Dish Network, Endeavor, Telxius, Reliance Industries, Keyword Studios, and ProVation Medical, Inc.
• Consumer retail: AUTODOC, Daiwa Securities, Swappie Oy, La Bouche Rouge, and Swiss E-Mobility Group
• Financial: E*Trade Financial Corporation, Stripe, Aite-Novarica Group, Nexi, and Rakuten Securities
• Industrials: HD Supply Holdings, Diversey, H2 Green Steel, Delphi Technologies, and Ahlstrom-Munksjö Oyj
• Energy: Abu Dhabi, Amarenco Solar, Manila Water Company, Qwello GmbH, and Marvel Fusion GmbH
• Real estate:  Physicians Realty, Quabit Inmobiliaria, Boxpark Ltd, RealManage LLC, and Edmond de Rothschild

The following spotlight a few use cases of how Datasite helps users with deals and daily workflows:

1. Aite-Novarica Group

Aite-Novarica Group successfully completed a deal in just 21 days, moving from bid to close with the help of the software. The platform’s efficiency was crucial in streamlining the process and ensuring a smooth transaction.

2. OTE Group

OTE Group significantly improved their efficiency by using Datasite, allowing them to complete redactions 40% faster compared to their previous manual methods. This increase in speed played a key role in meeting their project’s go-live deadlines.

3. Bambu

Bambu experienced a high level of efficiency using the data rooms. The platform allowed them to track which documents investors viewed and engaged with. The layout, design, and user interface were noted for their efficiency, and investors found the platform easy to use.