Non-disclosure agreement for data room folders
How to make a shared folder require a non-disclosure agreement, and what the user sees in the data room until they accept it.
For confidential material you can require that a data room folder opens only after the user has accepted the non-disclosure agreement towards the folder's client company. The system creates an evidence PDF of the acceptance and notifies the company's administrators.
Switching the requirement on
- Open Document → Folders and click the Edit name / hierarchy icon in the shared folder's row.
- In the left column, in the Non-disclosure agreement (NDA) button group, choose the yellow Required button.
- Click Save. In the folder list a yellow NDA label appears under the folder name.
The requirement is inherited: every subfolder is locked too. When you edit a subfolder it says: "Required anyway: inherited from the parent folder "…"."
The agreement text
The text is edited under Contracts → Contract templates, in the template of the kind "Non-disclosure agreement (data room)". The built-in template is in Hungarian, English and German with 9 chapters. The agreement is made towards the folder's client company (disclosing party); without a client company, towards the operator of the system.
What does the user see in the data room?
- After signing in the user first accepts the terms of use, if they are mandatory for the store.
- The locked folder appears with a padlock in the folder tree. When opened, the card "Non-disclosure agreement required" appears.
- With "Read the agreement" the user reads the text in their own language.
- They tick the box ("I have read the non-disclosure agreement, I accept it and undertake to comply with it.") and click "I accept".
- The system shows: "Thank you — the non-disclosure agreement has been accepted." From then on every NDA-required folder of that client company opens for them.
Without the tick: "Please tick the box to accept the non-disclosure agreement." If the PDF copy cannot be produced, the acceptance is still valid and the user sees: "Your acceptance is recorded. The PDF copy of the agreement will be prepared by the administrator."
Issuing packages
From an NDA-required folder a watermarked package can be issued with the package issue function only to a user with a valid agreement.
Example
On the "Office building — Technical documents" folder of Sample Property Ltd. the Required button is switched on. Anna Kovács signs in; the folder and its "Floor plans" subfolder show a padlock. She reads and accepts the agreement; the system records it as NDA-000007, files the PDF among the documents of Sample Property Ltd. and notifies the company's administrators.