Setting up an M&A data room might feel like a chore — but if you do it early, it can save you hours (and stress) when due diligence kicks off.
This guide covers how to set up your data room for mergers and acquisitions, fast and securely — with no upfront cost.
Whether you’re selling a business, raising investment, or preparing for audit, these 7 steps will get you ready.
1. Understand What an M&A Data Room Is
An M&A data room is a secure digital space where you share confidential documents during mergers, acquisitions, or investment rounds. It allows buyers or investors to review your business without leaking sensitive info.
If you’re using email or Google Drive to share files, you’re already at risk. A proper virtual data room gives you audit trails, access controls, redaction, and full compliance.
2. Choose a Platform Designed for Professionals
Look for a solution with:
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UK data hosting (or EU/global, depending on your need)
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ISO27001 & GDPR compliance
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Bank-grade encryption (AES-256)
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Watermarking (including Excel)
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Two-factor authentication
Here’s a list of features to look for →
3. Build a Clear Folder Structure
A messy data room slows down deals. Create folders like:
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Financials
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Legal
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HR
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Tax
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Contracts
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IP & assets
Use a due diligence template if you’re not sure, Projectfusion offers 20+ options for different industries.
4. Upload Files Securely
Use a virtual data room that supports drag-and-drop upload for folders and documents. No plugins. No broken links.
Add your files, set custom permissions, and test with a colleague to ensure nothing is exposed that shouldn’t be.
5. Add Access Rules & NDAs
You control who sees what, and when.
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Restrict downloads, copying, or printing
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Show watermarked previews only
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Require users to accept NDAs before viewing
These features help protect sensitive documents during due diligence.
6. Monitor Activity in Real Time
An M&A data room with built-in audit trails helps you see:
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Who’s viewing what
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Which files are popular
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Who’s coming back repeatedly
This gives insight into buyer interest and helps spot tyre-kickers early.
7. Don’t Wait — Set It Up Free
With Projectfusion, your data room is free until go-live. That means:
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No upfront cost
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No billing until you start sharing externally
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You can pause the room if the deal goes cold
Why Projectfusion?
Thousands of professionals trust Projectfusion for M&A, legal work, and sensitive file sharing.
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Proven since 2001
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3-minute UK-based support (24/7)
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Secure hosting in the UK or EU
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Used for deals from £100k to £1bn
Need help setting up your M&A data room? Chat with us now →