FAQ: Data Room

In your idgard® account, you can create up to 2,000 „regular“ PrivacyBoxes: sealed, virtual, maximum security work areas.

A Data Room is a PrivacyBox with additional features to protect against unauthorized retransmission of documents.

You can convert a PrivacyBox into a Data Room with one click and then have the following attractive additional functions:

  • PDF files with view-only configuration for browsers to protect against downloading or copying to clipboards
  • Printed PDF documents with dynamic watermark (name of the person, date and time of download)
  • Notification for mass download of documents (individually adjustable)
  • The declaration of consent can be defined individually before accessing the data room for the first time
  • Journals / audit trails recording all activity within a Data Room (uploads, downloads, deletions, etc.).

 

For more detailed information on the idgard® Data Rooms have a look at this article on our privacyblog.

Regular PrivacyBoxes are free of charge and already included in your idgard® package.

Converting a PrivacyBox into a Data Room costs €79.50 + VAT per month. You must book the license for a Data Room separately in advance in your idgard® Administration area (menu / administration / booking) for a fee.

Furthermore, the user groups are not limited neither in PrivacyBoxes nor in Data Rooms. Der idgard®-Datenraum ist damit im Vergleich zu anderen Angeboten sehr günstig.

 

Note: Please note that within PrivacyBoxes all members have access to all documents! This means that, for different user groups that should not be in contact with each other (or only see a subset of the documents), you have to create separate Boxes. Oppositely, within a Data Room you can define different access permissions for groups—also for subfolders / different levels.

In idgard® you can also set up so-called Data Rooms. Any PrivacyBox can be converted into a Data Room and dispose of the following extra features:

Journal: Documenting all accesses, downloads, deletions, etc. within the Data Room.

Dynamic watermark: PDFs are printed with the name of the person downloading it, the date and time of the download.

View-only files: View PDFs only in the browser. No saving, printing or downloading possible.

Alarm function for unusual download behavior: The files creator is notified when a certain number of documents are downloaded in a short period of time. Both values can be adjusted individually.

You only pay for the number of Data Room licenses you book, the number of users within the Data Room is unlimited. A Data Room license costs €79.50 per month plus VAT. You can book the desired number of Data Room licenses in your Administration area under „Booking“. The usage is billed on a daily basis.

Note: You can convert any PrivacyBox into a Data Room. However, due to the additional features, this action is irreversible. Consequently, if you no longer need the Data Room, you cannot convert it back into a PrivacyBox. For the license not to be charged any longer, you must back up all the content, then delete the entire Data Room, and remove the license in the Admin area, reducing the number and saving the changes.

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