Per-room sharing
Pick exactly who in your org can open each room.
Data Rooms: a startup data room you can set up in an afternoon
Create secure spaces to store, organize, and share documents — with your team, your investors, or anyone you send a link to. Each room has its own files, folders, sharing rules, and activity log.
- Per-room accessYes
- External sharesTracked
- Version historyPer file
app.nautis.io/data-rooms
What is Data Rooms?
A startup data room is one organized place for the documents investors, buyers or auditors ask to see. Nautis Data Rooms give each room its own folders, tags, version history, team access, external share links and analytics. Links can be public or passcode-protected, cover the whole room or chosen files, block downloads and expire, and the Analytics tab shows who opened what and when.
Diligence is mostly a filing problem. The investor asks for the latest board consent, the customer contract with the termination clause, and the option grant for your first engineer. If those live in three inboxes and a shared drive with 400 files called final_v3, every request costs you an afternoon and a little credibility.
Each room is separate: its own files, folders, sharing rules and activity. Run one for the seed round, one for a customer security review and one for an annual audit, and nobody sees the wrong set. Inside a room you upload by button or by drag and drop into the folder you're in. A duplicate file name prompts you to keep both, replace or skip, and every file keeps a version history you can roll back.
Sharing outside the company is a separate decision from team access. Create Share Link picks Public or Private (with a passcode), optionally limits the link to chosen folders or files, sets Allow downloads, and expires after 1 day to 1 year. Share via Email sends the link with a message. The Sharing tab lists every link so you can copy, revoke or check who opened it. For what investors will actually request, read our guide to investor diligence.
Built for
- Founders running due diligence with investors
- Teams sharing legal docs across counsel
- Operators sharing audit-ready files with regulators
Capabilities
What you can do with Data Rooms
Everything ships out of the box. No setup, no plugins, no extra tools.
External share links
Generate links for people without a Nautis account.
Folders & versioning
Organize files in folders, replace files in place, keep audit trails.
Analytics
See who opened the room, which files they viewed, and when.
Passcodes & expiry
Protect sensitive content with passcode-protected links, download control, and link expiry.
Use cases
How startups use Data Rooms
A seed data room in numbered folders
Create a room called Seed Round and add folders such as 01 Company and legal, 02 Financials, 03 Cap table, 04 Product and metrics, 05 Team, 06 Customer contracts. Use Manage Tags for cross-cutting labels like Signed or Needs update, then find them with Advanced Search by tag, type or date.
Giving a lead investor more than everyone else
Make one Private link covering the whole room for your lead, with downloads on. Make a second link for other investors that covers only Company, Financials and Product, with downloads off and a one-month expiry. Revoke the narrower link when the round closes.
Reading interest during a raise
Open Analytics on Monday morning. If one fund opened the financials folder three times since Friday, that's the call to make first. The same activity shows up in Raise HQ under Who's reading when the room is linked to your round in the Fundraising CRM.
A customer security questionnaire
Keep policies and security documents in their own room so a sales prospect never lands in your fundraising files. Share only the folder they need and set the link to expire after a week.
Quick start
From zero to using Data Rooms
- 1
Create a room
Name it (e.g., Series A Fundraising), set shared access.
- 2
Upload your files
Drag and drop files into the folder you're in, and organize them with folders and tags.
- 3
Invite reviewers
Send an internal share or generate an external link.
- 4
Check the Analytics tab
See who opened the room and which files they viewed during diligence.
Startup data room vs a shared cloud folder vs a dedicated virtual data room
A shared folder is fine for one investor and a handful of files. A dedicated virtual data room is built for M&A-scale diligence with hundreds of reviewers. Most seed and Series A raises sit between the two.
| Need | Shared cloud folder | Nautis Data Rooms | Dedicated virtual data room |
|---|---|---|---|
| Passcode and expiry on external links | Depends on the provider | Private links with a passcode, 1 day to 1 year | Yes |
| Share part of the room | Share a subfolder | Pick folders or files per link | Yes, often with finer permissions |
| Who opened which file | Limited | Analytics tab and per-link opens | Yes, usually in more detail |
| Version history | Usually | Per file, with roll back | Yes |
| Linked to readiness and the round | No | Diligence checklist in Investor Readiness; deck and room activity in Raise HQ | No |
| Built for large M&A processes | No | No | Yes |
Plans and limits
- Data rooms are on every plan: 5 on Launch, 10 on Voyage and 25 on Fleet. See pricing.
- Creating a room needs a verified email and create permission; uploading, editing and deleting need the matching permissions.
- Every plan starts with a 14-day trial with no card.
What Data Rooms doesn't do
- Data room links offer passcodes, download control and expiry, but no watermark option is listed. If you need the reader's name burned into the deck, share it from the Pitch Deck Analyzer, whose links have a Watermark field.
- A Public link works for anyone holding the URL. Use Private links for anything sensitive, and revoke links you no longer need.
- For a sale of the company or a process with many bidders and legal teams, a dedicated virtual data room offers finer permissions and controls. Use one.
- It stores and shares files. It doesn't tell you what to put in the room; that comes from your lawyer, your investor's checklist, or the diligence list in Investor Readiness.
Data Rooms questions
What goes in a startup data room for a seed round?+
Usually incorporation and legal documents, the cap table, the financial model and recent numbers, the pitch deck, key customer and supplier contracts, IP assignments and team agreements. Investor Readiness lists the documents investors ask for at your stage and shows which ones it finds in your rooms.
Do investors need a Nautis account to open my data room?+
No. Share links open in any browser. Use a Private link with a passcode and an expiration date if the room holds anything you wouldn't post publicly.
Why isn't Investor Readiness finding my documents?+
It matches the stage's diligence list by file or folder name. Name things plainly, such as Cap table or Financial model, rather than scan_0412.pdf, and recompute.
Can I take access away from a teammate?+
Yes. On the Data Rooms list, open the room card's three-dot menu, choose Edit, change Shared Access and click Update Data Room. People you remove no longer see the room.
How early should I build the data room?+
Before the first meeting, not after the term sheet. A room that's ready on day one makes the follow-up email easy and keeps diligence from stalling the close.
Can investors see my files without creating an account?+
Yes. A share link opens in any browser. Use a private link with a passcode and an expiration date for extra protection.
Will recipients be able to download files?+
Only if you turn on Allow downloads when creating the share link. Otherwise they can preview but not save.
Can I revoke access after sharing?+
Yes. Open the Sharing tab inside the data room and revoke the link. The link stops working immediately.
What file types are supported?+
Most common business document and media types upload fine (PDF, Office, images, video). The preview window supports many of them directly in the browser.
Can I share just one folder, not the whole room?+
Yes. When creating a share link, pick specific folders or files instead of leaving the selection empty.
How do I know who looked at what?+
Open the Analytics tab inside the room to see who has opened it, which files they viewed, and when. The Sharing tab shows who has opened each link.
How is content protected?+
Internal access is limited to the owner and teammates under Shared Access. Share links can be passcode-protected, block downloads, expire, and be revoked at any time.
Can I run multiple rooms in parallel?+
Yes — one room per fundraise, customer, or audit, each with its own files, sharing rules, and activity log.
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