What the deal team can see of your activity

A data room is a controlled environment, and the deal team can see how it is used. Knowing what is recorded lets you work in it without surprises.

What is recorded

• Visits per user, and the time spent with a document open in the viewer. Browsing folders is not timed.
• Documents viewed and downloads, per document and per user, with the time.
• Searches, including the terms used.
• Questions asked through Q&A, with their status. If the deal team set a monthly question limit for your group, they also see how much of it has been used.
• Whether you have signed in. The deal team sees how many invited users have not signed in yet.
• Your group's engagement, as a score and a few measures: how many members are active, how much of the room the group has opened, and how often it downloads. The deal team uses it to compare groups.

The deal team sees this on their Analytics page, aggregated per group and per user, and can open the access history of any single document. Downloads also appear in their project activity log, with your name and the time; views do not.

The portal emails you when an answer to your question is published and when new documents are added to your data room. Both are on by default; switch them off under Q&A Activity and Dataroom Activity in Notification Preferences. There is no inbox inside the portal.

If the room offers an AI chat

Some deal teams switch on an AI chat in the portal. It answers questions from the documents your group can see, with citations you can open, and your group has a monthly allowance for it set by the deal team; when it is used up the chat says so until the next month. Your conversations are your own: colleagues in your group do not see them. The allowance is shared by your group, and the deal team sees how much of it has been used.

What is not recorded

• Anything you do outside the portal, including what you do with a downloaded copy.
• The text of a search is recorded; what you read on the page is only recorded as a document view.

What this means in practice

• Open documents you need; a view is not a commitment. Be aware that the sequence and timing are visible.
• Downloads are visible and may be watermarked with your name or group.
• Questions are seen by the deal team and are private to your group. Other bidders never see them, and they never see your name or your colleagues' names: the portal shows you only the members of your own group.

Next actions

• Download documents explains watermarks and passwords.
• Ask the deal team a question covers Q&A and notifications.