Privacy Policy

Last updated: July 15, 2026

DataRooms.com LLC (“DataRooms.com,” “we,” “us,” or “our”) provides a secure, cloud-based platform that organizations use to store, manage, and exchange information. This Privacy Policy explains how we collect, use, share, and protect personal information when you visit our website at www.datarooms.com (the “Website”) or use the DataRooms.com platform and related services (the “Services”), and the choices and rights you have.

Who we are

DataRooms.com LLC is a Delaware limited liability company located at 13155 Noel Rd., Suite 900, Dallas, TX 75240, United States. For personal information we collect about Website visitors, prospective customers, and account holders, DataRooms.com is responsible for that information (sometimes called the “controller”).

Customer content and our role

Our customers decide what information they place on the platform, who may access it, and how long it is kept. We process the files and other information customers upload (“Customer Content”) on the customer’s behalf and according to its instructions, as a service provider (sometimes called a “processor”).

• We use Customer Content only to provide, secure, and support the Services.
• We do not sell Customer Content, use it for advertising, or use it to train artificial intelligence models.
• DataRooms.com personnel do not access the content of a customer’s data rooms unless a customer administrator grants that access, or where required by law.

If you are a user of a data room set up by one of our customers, that customer controls the data room and your access to it. Questions about the content of a data room, or requests to access or delete it, should be directed to the organization that invited you. We will assist our customers in responding to such requests.

Information we collect

Information you provide

• Contact and inquiry information, such as your name, business email address, phone number, organization, and job title, when you request information, a demonstration, or a quote, or contact us through the Website or live chat.
• Account information, such as your name, business email address, organization, password, and, if you choose text or voice verification codes, the phone number used for multi-factor authentication.
• Billing information, such as billing contact details. Payment card and bank account details are collected and processed by our payment processor; we do not store full payment card numbers.
• Support communications, including messages, chat transcripts, and call notes when you contact us for help.

Information collected automatically

• Platform activity and audit information, such as sign-ins, document views, downloads, and administrative actions within a data room. This information secures the Services and gives customers an audit trail of activity in their data rooms.
• Device and log information, such as IP address, browser type, operating system, pages visited, referring pages, and the date and time of requests.
• Cookie information, as described under “Cookies and similar technologies” below.

Information from others

• When a customer invites you to a data room, the customer provides your name, email address, and organization so that we can create your access.
• Our payment processor tells us whether a payment was successful.

We do not ask for, and ask that you do not provide through the Website, sensitive personal information such as health information, government identification numbers, or information about children.

How we use information

• To provide, operate, and maintain the Services, including creating accounts, authenticating users, and delivering notifications you or your organization have set up.
• To protect the Services and our users, including detecting, investigating, and preventing security incidents, fraud, and misuse.
• To respond to inquiries, provide support, and process billing.
• To send service-related messages, such as security alerts, account notices, and changes to our terms or policies.
• To understand how the Website and Services are used so that we can improve them.
• To send business contacts information about our products and services. You may opt out at any time (see “Your choices and rights” below).
• To comply with legal obligations and enforce our terms.

Cookies and similar technologies

We use cookies and similar technologies on the Website and the Services:

• Essential cookies keep you signed in, remember security settings, and protect the Website and Services, including through our web application firewall provider. The Services cannot work without them.
• Analytics cookies help us understand how visitors use the Website and the Services, such as which pages are visited and how often, so that we can improve them. These are provided by our analytics providers.
• Live chat uses cookies to keep a chat conversation connected while you browse the Website.

We do not use advertising or cross-site tracking cookies. You can set your browser to block or delete cookies, and to notify you when cookies are set. If you block essential cookies, parts of the Website and Services will not work.

How we share information

We do not sell personal information, and we do not share it for cross-context behavioral advertising. We share personal information only as follows:

• Service providers. We use a small number of service providers to host and secure the Services and to support our business, including our managed hosting and security provider, Lumos Technology Services; colocation data center operators; endpoint protection and security monitoring; web application firewall; transactional email delivery; text and voice verification codes; payment processing; live chat; analytics; and business email. Each provider receives only the information needed for its service and is required to protect it. A current list of providers that process Customer Content is available to customers on request.
• Within a data room. Data room administrators appointed by our customer can see information about users of that data room, such as names, email addresses, organizations, and activity, as part of the Services.
• Legal and safety reasons. We may disclose information where required by law, subpoena, or other legal process, or where we believe in good faith that disclosure is necessary to protect the rights, property, or safety of DataRooms.com, our customers, or others. Where permitted, we notify the affected customer before disclosing Customer Content.
• Business transfers. If DataRooms.com is involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction, subject to this Privacy Policy.
• With your consent or at your direction.

Where your information is stored

The Services are hosted in the United States, in professionally managed colocation data centers in Texas, with a geographically separate disaster-recovery site that is also in the United States. If you access the Website or Services from outside the United States, your information will be transferred to, stored, and processed in the United States. Where the law requires it, we use appropriate safeguards for these transfers, as described under “Additional information for users in the EEA and UK” below.

How long we keep information

• Customer Content is kept for as long as the customer keeps it on the platform. When a customer’s account is closed, its content is returned or made available for retrieval as agreed with the customer and is then deleted. Copies in backups are removed as those backups expire.
• Account and audit information is kept for as long as the account is active and for a reasonable period afterward, to support the customer’s records and to meet legal and security needs.
• Inquiry, marketing, and support information is kept for as long as it is useful for the purpose for which it was collected, or until you ask us to delete it.
• Billing records are kept for the periods required by tax and accounting laws.

How we protect information

We protect information with administrative, technical, and physical safeguards, including:

• encryption of data in transit, and application-level encryption of files stored on the platform;
• multi-factor authentication and role-based permissions that let customers control who can access each data room;
• separation of each customer’s information from other customers’ information;
• around-the-clock security monitoring and endpoint protection by our managed security provider, Lumos Technology Services;
• hosting in colocation data centers whose operators hold independent SOC 2 reports and ISO certifications; and
• security training for our personnel.

No method of transmission or storage is completely secure. If we become aware of a security incident affecting your personal information, we will notify affected customers, and individuals or authorities where the law requires.

Your choices and rights

• Marketing emails. You can unsubscribe at any time using the link in any marketing email, or by contacting us. We will still send service-related messages while you have an account.
• Account information. You can review and update much of your account information in your profile settings.
• Access, correction, deletion, and portability. Depending on where you live, you may have the right to request access to, correction of, deletion of, or a copy of your personal information, and to object to or limit certain uses of it. Residents of U.S. states with consumer privacy laws may exercise the rights those laws provide.
• Customer Content. If your request concerns information in a data room, we will refer it to the customer that controls that data room and assist that customer in responding.

To make a request, email privacy@datarooms.com. We will verify your identity before acting on a request and will respond within the time required by applicable law. We do not charge a fee for requests and will not discriminate against you for exercising your rights. You may use an authorized agent where the law permits; we may ask the agent for proof of authorization.

Additional information for users in the EEA and UK

If you are located in the European Economic Area or the United Kingdom, the following also applies to personal information for which DataRooms.com is the controller.

• Legal bases. We process personal information to perform our contract with you or your organization; for our legitimate interests in operating, securing, improving, and marketing the Services, where those interests are not overridden by your rights; to comply with legal obligations; and, where required, with your consent, which you may withdraw at any time.
• Transfers. Your information is processed in the United States. Where required, we rely on appropriate safeguards such as the European Commission’s Standard Contractual Clauses and the UK International Data Transfer Addendum.
• Complaints. You have the right to lodge a complaint with your local data protection authority. We would appreciate the opportunity to address your concern first, so please contact us.

Where we process Customer Content on behalf of a customer subject to the GDPR or UK GDPR, we support that customer in meeting its obligations.

Children

The Website and Services are intended for business use and are not directed to children under 16. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will delete it.

Links to other websites

The Website may link to websites we do not operate. We are not responsible for the privacy practices of those websites, and we encourage you to review their privacy policies.

Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated version on this page and change the “Last updated” date above. If we make material changes, we will provide additional notice, such as by email to account holders or a notice within the Services, before the changes take effect.

Contact us

If you have questions about this Privacy Policy or our privacy practices, contact us at:

DataRooms.com LLC
Attn: Privacy
13155 Noel Rd., Suite 900
Dallas, TX 75240
United States
Email: privacy@datarooms.com
Phone: 1-877-907-6667