Electronic Communications and Archiving Options
Prodeal is SOC 2 audited annually, and our deal rooms are structured to comply with SEC Rule 17g-5. Our data centers are ISO 27001 certified and SOC 2 audited as well.
For firms subject to SEC recordkeeping and electronic communications archiving requirements, the following overview explains how communications function within the system.
Prodeal does not function as a standalone communication platform.
System notifications are automated and event-based.
It is possible to configure automated emails to copy or send to a designated firm email account for archiving purposes if required.
If copying system emails to a monitored inbox is a compliance requirement, Prodeal can work with your team to implement the appropriate setup.
For reference, please see our case study outlining how an investment manager used Prodeal to support SEC compliance and data retention policies:
Compliance Case Study: Kairos Case Study: leading investment firm partners with ProDeal to create a compliance solution for SEC data regulations
1. Does Prodeal Facilitate General Electronic Communications?
No. Prodeal does not provide instant messaging, general chat functionality, or other general communication channels within the application.
The only free form in-app communication feature is Notes, which are tied to a specific document, folder, or checklist item in a specific deal room and are intended to provide document-level context. This feature must be enabled per deal room and can be restricted at an organizational level if needed via configuration by our team.
2. Notes Within Prodeal
Prodeal allows users to add Notes to:
Documents
Folders
Checklist Items
Notes are tied directly to the document, folder, or checklist items and serve as contextual commentary. Character limits apply in certain field-level entries.
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3. Email Notifications and Limited Custom Text Entry
There are three limited instances where user-entered text may trigger an automated email notification:
Notes Notifications - When a user creates a Note and email notifications are enabled, designated recipients receive an automated email alert.
Due Date Reminder Emails - A user may optionally include a short custom message in reminder notifications.
User Invitation Emails - During onboarding, a user may include a custom message in the invitation email sent to a new participant.
Room Posts - If the feature is enabled in a room. A Host of the room may create a general note. This must be enabled and can be disabled at the Organization level.
These are the only areas where custom text may be included in system-generated communications.
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4. Automated System Communications
Prodeal automatically sends system-generated emails related to:
Room access
Reminders
Room activity notifications
Password resets
File request uploads
Custom branding, including firm logos, is an optional feature that must be enabled.
5. API and Integration Capabilities
For firms that require deeper integration with internal archiving, compliance, or monitoring systems, Prodeal provides API access.
The API enables firms to integrate Prodeal with internal systems, including document management, CRMs, compliance workflows, and archival infrastructure.
7. Additional Documentation
If your compliance team would like a walkthrough of Notes functionality, system notifications, audit logs, or API capabilities, we are happy to schedule a review session.