Can you access the data room without permission granted by the owner?

Data leakage has haunted businesses for all their existence, and it hasn’t stopped with the arrival of the digital age. However, entrepreneurs now have a better chance to protect their sensitive data. Companies can now use professional tools to protect data online, and a virtual data room is one such solution. In this article, you’ll learn more about its security capabilities.

How secure is a virtual data room?

Virtual data rooms are cloud spaces for storing and sharing sensitive data. Judging by that description, it’s hard to distinguish it from regular cloud storage, such as Google Drive and Dropbox, but they differ primarily in their security capabilities. VDRs are considered extremely secure spaces because they have international security licenses that certify their right to handle sensitive documents. Some of the best certifications that VDRs can possess are:

  • ISO
  • SOC
  • GDPR

Data rooms offer advanced security technology, protecting your data from external and internal threats on many levels. Since virtual data rooms have become the most commonly used business tool for document storage, incidents of data breaches worldwide have decreased significantly. VDRs protect the login, and the documents themselves, from unauthorized tampering. Additionally, users cannot access the space without the owner’s permission, as many features prevent this.

The main security features of a virtual data room

So what security features keep the entire space under control and prevent unauthorized use of documents? The best virtual data rooms handle this and, give or take, a similar set of tools. Learn more about the best virtual data room providers in Mexico and what security features they offer, namely:

  • Preferred encryption methods – During various business transactions, parties must exchange a large document. One of the most common theft scenarios is the interception of data while it is being sent, and to prevent this from happening, VDRs securely encrypt the contents of all documents, both at rest and during transmission
  • Permission settings – Data rooms offer very flexible settings for document access permissions. For example, you can restrict any action on a file except viewing, or you can allow some specific operations, depending on the role of the user. Another useful feature is the partial view, which means you can share a document with others but keep private parts of it you don’t want them to see
  • The digital watermark is a marker embedded in the file. You can add it to any file. With its help, you can track all actions that a particular user did with the document. This feature prevents data leaks or allows you to identify their source
  • Double-Factor Verification – you cannot log in to the VDR space if you have not been able to authenticate twice. You must enter not only a password and a login but also a one-time code or other identifying information
  • Activity monitoring – Space administrators have a complete picture of what is happening inside the data room. They can see this information through audit logs, which collect data and provide it as a report over some time. These reports tell you all the detailed information about who entered the space and when, what documents were viewed, and how long they were there. So you can easily track suspicious behavior and nip the threat in time

Thus, VDR’s security system leaves almost no chance for illegal intrusion into space.