NDA and digital signature in a data room
Require guests to accept confidentiality terms before the content is shown. Customise the text, override it per participant or share link, and optionally require digital signing with an email code and name signature.
A data room can require guests to accept a set of confidentiality terms (NDA) before they see a single document. The content stays hidden server-side until acceptance is in place, and every acceptance is logged with a timestamp and email. You can use the default text, write your own, and — if you need stronger proof — require digital signing with an email code and a name signature.
The data room is an add-on module. The NDA settings live in and apply to the whole room, but can be overridden per participant and per share link.
1Turn on the acceptance requirement
Open the room, go to Settings, and find the Security section. Turn on Require terms acceptance (NDA).
Require terms acceptance (NDA) Guests must accept confidentiality terms before the content is shown. Can be overridden per participant or share link.
Once it is on, each guest meets an acceptance page instead of the room's content.
2Use the default text or write your own
The Terms text field controls what the guest reads. Leave the field empty to show the default text — a confidentiality undertaking with 6 numbered points:
| Point | Topic |
|---|---|
| 1 | Confidentiality |
| 2 | Use |
| 3 | No warranty |
| 4 | Logging |
| 5 | Revocation and deletion |
| 6 | Duration |
To customise the text, type your own wording in the field and click Save text. You get the confirmation The terms text has been saved.
The default text also states that access and activity are logged, and that acceptance is recorded with a timestamp, email and — if digital signing is enabled — the guest's name.
3What the guest sees
The guest lands on the page Accept terms to access with the text in a scroll area, a checkbox and a button.
The content is shown once you have accepted the terms below. I have read and accept the terms Accept and continue
Below the button it reads: "Your acceptance is recorded with timestamp and email in the data room's activity log." The acceptance shows up in Activity as the event Accepted terms (NDA).
4Require digital signing
For stronger proof than a checkbox, turn on Require digital signing under Security. It is off by default.
With signing, acceptance requires an email code and a name signature. The guest first clicks Send code to my email and then fills in:
- 1Full name (your signature) — e.g. First name Last name
- 26-digit code from your email
- 3Click Sign and continue
If the code is missing, the guest can click Send new code. When signing succeeds, Signed by {name} is shown, and the name is stored together with the timestamp and email.
Digital signing applies to all guests in the room who are covered by the NDA requirement. It does not replace the acceptance requirement — it turns the acceptance into a signature.
5Override per participant or share link
The NDA requirement can be managed individually, so not everyone has to accept.
Under Sharing & participants you open a participant's settings. At Terms (NDA) you choose Require acceptance or Exempt. The status line shows Terms accepted {date}, Terms not yet accepted or Terms are not required for this participant, and the badge switches between NDA pending, NDA required and NDA waived.
When you create a share link, you set Terms (NDA) for link guests directly on the link. The choice is saved on the guest at first visit and can be changed per participant under Sharing afterwards.