Platform · Security and access
Decide who sees each deal and folder, and see who opened what.
Every person on a deal has a role, and access is set per deal and per folder. An audit trail records who uploaded, opened and changed what, and when.
The problem
Confidential deal papers travel further than anyone intended
A promoter shares the management accounts with one investor by email. The investor forwards them to an analyst, who saves them to a shared drive, and the promoter has no idea who has seen the numbers. In diligence the same thing happens at scale: salary sheets, customer contracts and bank statements go to a long list of advisers, each with their own copy. When a deal falls through, the seller cannot say which documents went out, and cannot ask for them back with any confidence.
What it gives you
Inside security and access, feature by feature.
Roles
Each person has a role on a deal, such as deal lead, team member, client, or external adviser, and the role sets what they can do.
Permissions per deal
People see only the deals they have been added to. Someone working on one acquisition does not see the fundraise next to it.
Permissions per folder
Within a deal, folders are opened to specific people or roles, so the buyer's tax adviser sees tax files and not employee records.
Audit trail
Uploads, changes, answers and access changes are recorded with the person and the time.
Who opened what
For any document, see who opened it and when. For any person, see which documents they opened.
Removing access
When an adviser leaves the deal or a bidder drops out, remove their access to the deal or to specific folders, and the change is logged.
How it works
A typical run through security and access
- Step 1Add people with a roleInvite each person to the deal with the role that matches their part in it.
- Step 2Open folders deliberatelyStart with folders closed and open each one to the people who need it, when they need it.
- Step 3Check the trail before key momentsBefore a bid deadline or a signing, look at who has opened the key documents. It tells you who has done their reading.
- Step 4Close access when roles endWhen a bidder leaves or an adviser's work is done, remove access the same day.
An example
A Rajkot auto parts promoter selling a minority stake
A Rajkot promoter who makes brake components for tractor makers plans to sell a minority stake to raise money for a new machining line. Three investors sign NDAs. Each is added to the deal as an external party and sees the information memorandum and the audited accounts, but not customer contracts or the salary register. When one investor reaches a term sheet, its lawyers are given the legal folder and its CA the tax folder. The other two investors lose access the day they step back, and the trail shows what each had opened. The salary register holds personal data covered by India's Digital Personal Data Protection Act, 2023, so it is shared only in summary with names removed. Where a business needs a proper DPDP programme for data like this, the group's TrustOS platform (dpdpatrustos.com) is built for that work.
Illustrative example. Screens and data are samples.
Permissions: Investor A counsel
- Deal
- Project Rajkot, minority stake
- Role
- External adviser
- Folders open
- Legal, Corporate records
- Folders closed
- HR, Salary register, Tax
- Added by
- Deal lead, 05 Oct 2026
- NDA signed by Investor A
- Added to deal as external adviser
- Legal folder opened
- Access review at term sheet signing
Questions
About security and access
Can a bidder see which other bidders are in the deal?
Keep each bidder in its own external role and open folders to them separately. Check with us how names appear to other parties before you invite several bidders to one deal.
Can we prove a document was shared with a buyer?
The audit trail shows when a document was uploaded, who it was opened to and who opened it. That record is often what settles a later disagreement.
Where is our data hosted and how is it protected?
We answer this in writing for each deal, with the specifics your IT team or lawyer needs to check it.
For this stage
Free tools and templates that go with it
Free tools · 2
- Tool · 3 minDiligence checklist builderPick your deal type and the areas you care about, and get a starting request list you can copy, download or email.
- Tool · 8 minDeal readiness score21 questions across seven areas a buyer tests, with a score out of 100, your strongest and weakest areas, the five actions that matter most and an indicative timeline.
From the templates library · 3
- TemplateNon-disclosure agreement (NDA)Before the teaser turns into real numbers, and before anyone sees the data room.
- TemplateExclusivity agreementWhen the buyer is about to spend real money on diligence and advisers.
- TemplateLegal diligence checklistAt the start of diligence, in parallel with the financial list.
Further reading
Related platform parts and guides
- PlatformDue diligenceRequest lists, a data room and questions in one place, with a record of who did what.
- PlatformEngagementsScope, milestones, deliverables and decisions for an advisory mandate, in one place.
- GuideRunning a virtual data room without chaosA data room fails in familiar ways: duplicate files, the wrong people seeing the wrong folders, and nobody sure what the buyer has already read. An agreed folder index, access by role and a few upload rules prevent most of it.
Ways to start
Use security and access with an adviser, or with your own team
Work with an adviser
A confidential first call with the Code Colonies consulting team. We agree a written scope, then run the mandate in a Synerger workspace you can open at any time.
Use the platform with your own team
For deal teams, funds and advisory firms running their own mandates. Request access, or log in if your team already has an account.
Next step
Run the next deal on Synerger. An adviser will show you how.
A confidential thirty minute call. Tell us how your team runs deals today and we will walk you through this part of the platform.