Seed Data-room Checklist

Your data room should make ‘yes’ easy and ‘no’ fast. This 25‑item checklist maps exactly to common VC diligence asks at pre‑seed/seed—so you can assemble once and reuse. It includes a naming scheme, a lightweight change‑log, and privacy/CWV notes for a fast, trustworthy experience.

Key takeaways: Keep one calm index with stable filenames. Map every file to a typical DD question and label red flags openly. Publish a change‑log and set a single Q&A alias. Optimise your deck/data pages for Core Web Vitals (INP ≤200 ms, LCP ≤2.5 s, CLS ≤0.1).

Make ‘yes’ easy: one index, stable names, honest flags, fast pages.

The short version: a data room investors can navigate

Start with a one‑page index and stable folders. Include a change‑log, owners, and a Q&A alias. Keep filenames short, dated, and consistent.

Investors don’t need a museum—they need a map. Use a flat folder structure and name files like ‘02_metrics_MRR-GRR-NRR_2024‑2025_v3.xlsx’. Keep sensitive data redacted and provide a contact alias for follow‑ups. Update weekly during the round and record changes in a small change‑log.

25‑item seed data‑room checklist

Use the list below; each item maps to a common diligence question. Don’t over‑stuff—link to a single source of truth for metrics.

Copy the table and tick through your documents before sending your first update.

File naming & versioning (keep it boring)

Prefer short names with module, topic, date, and version. Avoid spaces. Example: ‘04_model_cash-runway_2025‑08‑11_v5.xlsx’.

Naming examples

Stable names make Q&A easier. Use ISO dates (YYYY‑MM‑DD), a semantic version (v1, v2…), and keep a /00_index/change‑log.txt noting what changed and why. Replace files in place; don’t create duplicates.

Sensitive data handling

Redact PII and pricing specifics where not needed. Use expiring links and least‑privilege access. Keep a short privacy note in your deck page footer.

Operating the data room (weekly rhythm)

Every Monday: update metrics, refresh the change‑log, verify links, and close the loop on open questions.

Run a 30‑minute internal review: link check, file diff vs last week, and a punch‑list of investor asks. Post a brief summary in your investor update so angels can self‑serve answers.

Core Web Vitals for deck/data pages

INP ≤200 ms, LCP ≤2.5 s, CLS ≤0.1. Use WebP images ≤150 KB, reserve embed space, and defer heavy scripts.

Slow pages kill momentum. Preconnect to your storage/CDN, lazy‑load case studies, and provide a lightweight PDF preview of the deck. Measure both mobile and desktop; many partners review on laptops while travelling.

Access strategy (who sees what)

Default to least‑privilege and expand on signal.

Tier 1 (everyone): deck, metrics snapshots, roadmap overview. Tier 2 (high interest): cohorts, detailed metrics workbook, model. Tier 3 (partner DD): contracts, bank statements, board minutes. Always watermark sensitive PDFs and rotate expiring links every 2–3 weeks during a live process.

Reviewer notes

Track which partners have seen what. A short table in your change‑log helps avoid sending the wrong file to the wrong audience.

Security & privacy (practical, not performative)

Prove you handle data with care.

Redact PII where not needed, list sub‑processors, and include your DPA/MSA templates. Outline your incident response and uptime SLOs, and add a status link if you have one. If you pursue SOC2/ISO, state your timeline and scope crisply; don’t posture.

Data retention

State how long you retain logs and customer data, and how deletion requests are handled. If you sell to the EU or GCC public sector, mention data residency options.

GCC notes (UAE/KSA specifics)

Local buying norms can speed diligence.

Include a one‑pager covering invoicing currency, tax treatment, procurement models, and any local references. In KSA and UAE government‑adjacent buyers, security and data residency FAQs often matter more than price—surface them early.

Paperwork expectations

Prepare a short ‘How we bill’ note, PO fields, and common redlines for your MSA/DPA. This reduces legal loop time.

Change‑log template (copy/paste)

Small, honest diffs build trust.

Red flags & how to frame them

You can’t hide them—context them.

Examples: churn spike in Q2 (tie to a pricing change or product gap and show fixes), delayed enterprise deal (add a note on procurement steps and owner), security questionnaire backlog (share plan and ETA). Provide before/after metrics if a fix is live.

One‑liners for updates

“Churn spike in SMB from legacy plan; migrated 62% to new packaging; GRR improving from 88% → 92% over last 60 days.”

Operating cadence with your lawyer

No surprises in the term sheet stage.

Schedule a weekly 20‑minute sync to pre‑read redlines and keep templates (MSA/DPA) aligned with reality. Record positions you won’t accept (e.g., uncapped liability on indirect damages) and keep a ‘fallbacks’ column to trade quickly.

Core Web Vitals checklist (deck/data pages)

Make the pages instant and stable.

• Hero & logo strips compressed to ≤150 KB WebP
• Fonts preloaded or system stack; preconnect to CDN
• Reserve space for embeds; avoid layout shift
• Load calculators on interaction; avoid heavy third‑party scripts
• Test on 3G Fast in Lighthouse; mobile LCP ≤2.5 s

FAQ

Quick answers to common seed data‑room questions.

• Where should I host the data room?
  Use a reputable provider with link controls, expiring access, and audit logs. Keep a local backup of every file.
• How often should I update it?
  Weekly during an active raise; monthly otherwise. Update the change‑log and pin what changed in your investor update.
• What if I don’t have everything?
  Be honest. Label gaps and include a target date. A clean ‘Not applicable’ beats a messy placeholder.
• Can I use Google Drive?
  Yes—if you keep names stable, restrict editing to owners, and use view‑only links for external parties.
• Should I track who views the deck?
  Lightly. Don’t obsess over individual behaviour; focus on conversion to meetings and partner diligence.

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