Privacy Policy

PLEASE READ THESE TERMS CAREFULLY BEFORE USING OUR SERVICES. BY ACCESSING OR USING THE WEBSITE, APPLICATION, OR RELATED SERVICES OF VROXDATAROOM, YOU AGREE TO BE BOUND BY THIS PRIVACY POLICY AND OUR TERMS OF SERVICE.

1.Preamble and Definitions

1.1This Website/Application is owned, operated, and managed by VroxDataRoom (hereinafter referred to as “Company”, “We”, “Us”, or “Our”). The Website and Application provide secure virtual data room services for document sharing, storage, collaboration, due diligence, mergers & acquisitions, legal documentation, investor communication, and enterprise file management.

At VroxDataRoom, We are committed to protecting the privacy, confidentiality, and security of all Users and their data.

1.2Any person accessing or using the Website/Application (hereinafter referred to as “User”, “You”, or “Your”) acknowledges that they have read, understood, and agreed to this Privacy Policy (“Agreement”) along with the Terms of Service.

1.3This Privacy Policy explains:

What information We collect;

How We use and process such information;

How information may be shared;

The security measures implemented by Us; and

The rights available to Users regarding their data.

This document serves as the official Privacy Policy for VroxDataRoom.

2.Acceptance of Terms

2.1By accessing or using the Website/Application, You agree to the terms and conditions contained in this Privacy Policy. If You do not agree with any provision of this Policy, You must immediately discontinue use of the Website/Application and associated services.

2.2This Privacy Policy and the Terms of Service operate together and acceptance of both is mandatory for use of the Website/Application.

3.Information We Collect

3.1Account Registration Information

To create and manage an account, We may collect information including but not limited to:

Full Name

Email Address

Mobile Number

Company Name

Designation

Profile Photograph

Country and Location

Billing Information

Users may voluntarily provide additional information for profile completion and verification purposes.

3.2Data Room Content

VroxDataRoom allows Users to upload, store, manage, and share files and confidential documents. Such uploaded content may include:

Legal documents

Financial records

Investor reports

Contracts and agreements

Business plans

Corporate presentations

Due diligence files

Intellectual property documents

Users are solely responsible for the content uploaded to their data rooms.

3.3Access Logs and Device Information

We automatically collect technical information including:

IP Address

Browser Type

Device Information

Operating System

Geographic Location

Session Duration

Access Activity Logs

This information helps improve platform security, audit tracking, compliance, and unauthorized access detection.

3.4Location Information

The Website/Application may collect approximate or precise location information using IP address, GPS, or similar technologies for:

Security monitoring

Geo-restriction enforcement

Access verification

Fraud prevention

Certain security-enabled data rooms may require location access as part of authentication and compliance procedures.

3.5Third-Party Login Information

If You choose to register or log in using third-party services such as Google, Microsoft, or LinkedIn, We may receive certain profile information associated with those accounts, subject to the permissions granted by You.

4.Use of Information

4.1We use collected information to:

Provide and maintain services;

Create and manage User accounts;

Enable secure document sharing;

Authenticate Users;

Improve platform functionality and performance;

Personalize User experience;

Provide customer support;

Monitor suspicious activities and unauthorized access.

4.2Information may also be used for:

Audit trails;

Compliance monitoring;

Legal and regulatory obligations;

Internal analytics and reporting;

Security enhancements and fraud detection.

4.3Location data may be used to implement advanced security features including:

Geo-fencing;

Restricted access regions;

Location-based authentication;

Access monitoring and activity tracking.

4.4When Users upload documents or invite others into a data room, they acknowledge and consent that such content may be accessible to authorized participants as determined by the data room owner.

4.5Data room administrators and owners may have access to audit information regarding Users who access their data rooms, including:

IP addresses;

Device information;

Geographic location;

Viewing activity;

Download history;

File interaction logs.

5.Sharing of Information

5.1Service Providers

We may share information with employees, contractors, cloud infrastructure providers, security vendors, analytics providers, and technical partners strictly for the purpose of operating and improving the services.

5.2Third-Party Integrations

If You connect third-party applications or authentication services with VroxDataRoom, limited information may be shared to ensure proper functionality and authentication.

5.3Data Room Owners

When You access a data room created by another User or organization, certain information including access logs, IP address, login time, activity logs, device information, and geographic location may be visible to the owner or administrator of that data room.

5.4Legal Requirements

We may disclose information:

To comply with legal obligations;

In response to lawful requests by government authorities;

To enforce Our agreements and policies;

To investigate fraud, abuse, or security violations;

To protect rights, property, or safety of Users, third parties, or the Company.

6.Communication

We may use Your email address or mobile number to send:

Account notifications;

Security alerts;

Verification codes;

Data room invitations;

System updates;

Transactional communications;

Customer support responses.

We do not sell personal contact information to third parties for unsolicited marketing purposes.

7.Child Protection

The Website/Application is intended only for individuals above the age of 18 years or the legal age required in their jurisdiction.

If We become aware that personal information has been collected from a minor without proper authorization, We may suspend or delete the associated account and information.

8.Disclaimer and Limitation of Liability

8.1NO METHOD OF ELECTRONIC STORAGE OR TRANSMISSION OVER THE INTERNET IS COMPLETELY SECURE. WHILE WE IMPLEMENT INDUSTRY-STANDARD SECURITY MEASURES, WE CANNOT GUARANTEE ABSOLUTE SECURITY OF INFORMATION.

8.2ALL SERVICES ARE PROVIDED ON AN “AS IS” AND “AS AVAILABLE” BASIS WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED.

8.3WE SHALL NOT BE LIABLE FOR:

LOSS OF DATA;

UNAUTHORIZED ACCESS;

BUSINESS INTERRUPTION;

INDIRECT OR CONSEQUENTIAL DAMAGES;

LOSS OF PROFITS;

THIRD-PARTY MISUSE OF INFORMATION.

8.4USERS ARE RESPONSIBLE FOR MAINTAINING BACKUPS OF THEIR DATA AND DOCUMENTS.

9.Information Security

9.1We implement reasonable administrative, technical, and physical safeguards to protect User information.

9.2Security measures may include:

SSL/TLS encryption;

Secure cloud infrastructure;

Firewall protection;

Multi-factor authentication;

Role-based access control;

Audit logs;

Data encryption;

Activity monitoring.

9.3Access to User information is restricted to authorized personnel only.

9.4We regularly review and improve Our security practices and infrastructure.

10.User Rights

Users may have the right to:

Access their information;

Modify account information;

Request deletion of data;

Change security settings;

Manage access permissions;

Withdraw consent where applicable.

Certain requests may be subject to legal, contractual, or security limitations.

11.Cookies and Tracking Technologies

11.1We use cookies, pixels, and similar technologies to:

Maintain login sessions;

Improve functionality;

Analyze traffic and usage;

Enhance security;

Personalize User experience.

11.2Users may disable cookies through browser settings; however, certain features of the Website/Application may not function properly.

12.Publicly Available Information

Information intentionally shared publicly by Users, including profile details or publicly accessible data rooms, may become visible to search engines and third parties.

13.Log Data and Audit Trails

We maintain detailed audit logs for security, compliance, and transparency purposes. Such logs may include:

File access history;

Viewing activity;

Download records;

Device and browser information;

IP addresses;

Session timestamps.

These logs may be made available to data room owners and administrators.

14.Data Storage and Retention

14.1User data may be stored on secure cloud infrastructure and third-party hosting providers.

14.2We may retain data:

As long as necessary to provide services;

To comply with legal obligations;

For dispute resolution;

For audit and compliance purposes.

14.3We reserve the right to suspend, archive, or delete data and accounts:

For legal reasons;

Due to inactivity;

For security concerns;

Due to policy violations;

Upon service termination.

15.Anti-Phishing and Security Awareness

We never request sensitive passwords or confidential credentials through unsolicited communication.

Users should immediately report suspicious emails, links, or unauthorized activity through the official support channels.

16.Changes and Modifications

We reserve the right to modify or update this Privacy Policy at any time without prior notice.

Updated versions will be published on the Website/Application. Continued use of the services after modifications constitutes acceptance of the revised Privacy Policy.

17.Survival of Policy

The obligations and rights under this Privacy Policy shall survive termination, suspension, or deactivation of User accounts where applicable.

18.Governing Law and Dispute Resolution

18.1This Privacy Policy shall be governed by and interpreted in accordance with the laws of India.

18.2Any disputes arising from this Privacy Policy shall be subject to arbitration and the exclusive jurisdiction of courts located in India.

19.Contact Us

For questions, concerns, support requests, or privacy-related inquiries, Users may contact:

VroxDataRoom Support Team

VroxDataRoom Official Website

Email: support@vroxdataroom.com

Website: www.vroxdataroom.com