Virtual data rooms in the UK
Looking for a secure way to share sensitive documents? On this website, we review the best virtual data rooms trusted by UK businesses for M&A, legal deals, and confidential collaboration.
What is a virtual data room (VDR)?
A virtual data room (VDR) is a secure online platform designed exclusively for storing, sharing, and managing sensitive documents during high-stakes business transactions. While tools like Google Drive or Dropbox work well for everyday file-sharing, VDRs add critical layers of security, control, and compliance. Here’s how they differ in key areas:
| Feature | Cloud Storage | Virtual Dataroom |
| Security | Standard SSL encryptionTwo-factor authentication | AES 256-bit encryption at rest and in transitTwo-factor authenticationGeo-redundant storage99.9% UptimeIsolated databases |
| Compliance | General compliance:GDPR, ISO 27001 | General + industry-specific:GDPR, ISO 27001, SOC 1/2/3, FCA, cross-border (HIPAA, PCI DSS) |
| Access Controls | Broad permissions | Granular document and user-specific controls |
| Use Cases | Casual file-sharingGeneral business collaboration | Mergers and acquisitions (M&A)Due diligenceCapital raisingBankruptcy & restructuringPrivate equity |
Using generic cloud storage for sensitive deals risks leaks or compliance gaps. Modern VDRs solve this with features like document expiration and audit trails. For a full breakdown, check our dedicated article: What is a Data Room?
How to use data rooms?
Upload and organize your files
Upload files and folders using a simple drag-and-drop feature and organize them within the online repository. Once completed, all your documents are perfectly safe and ready to be shared with authorized users.
Grant and manage user access
Add team members and external users if needed. Once users are added, you can manage their roles and the actions they can perform within the data room. Also, you can see what other users are doing with files, how much time they spent working with them, and other useful data.
Share documents and keep track of usage insights
Once everything is set up and in use, you can check detailed statistics that allow you to track the development of the business. These reports allow you to gather lots of valuable information that will help improve the processes within and outside of the company.
Why use virtual data rooms?
Virtual data rooms solve high-stakes challenges across industries. Here’s how they deliver precision and security in 2025:
- M&A and due diligence
Accelerate deal closure with automatically document hubs, dynamic watermarks, and granular access controls to prevent leaks during sensitive negotiations.
- Real estate transactions
Securely share portfolios, 3D property tours, and lease agreements while enforcing GDPR-compliant access windows for brokers and buyers.
- Fundraising & investor reporting
Deliver financial updates via branded, audit-ready portals with restricted viewing modes and analytics tracking investor engagement.
- Legal casework & compliance
Manage litigation files with bulk redaction, version control, and tamper-proof logs that meet strict court or regulatory standards.
- Biotech & life sciences
Share clinical trial data or IP securely using secure portals with document expiration dates and patent-safe permissions.
Top-rated VDR providers in the UK
Having a reliable virtual data room is critical to doing business in the UK. VDRs expedite business processes since the necessary information is readily available and can be accessed offline.
Businesses prefer data rooms over standard cloud storage solutions due to greater safety controls. A secure virtual data room makes it easy to control information access and restrict viewing privileges whenever needed. Below, we have prepared a virtual data room comparison for navigating the sea of data room providers in the UK.Compare features, pricing, and reviews to find your best virtual data room.
| Data Room Provider | Advantages | Resource |
|---|---|---|
|
1. Ideals
|
1. Ideals
Enterprise-grade security (ISO 27001, SOC 1/2/3, London data centers), AI-powered bulk redaction. Premier support with dedicated experts and proactive threat monitoring
|
View profile |
|
2. DataSite
|
2. DataSite
AI-powered redaction, SOC 2/ISO 27001 certifications, due diligence activity trackers, and Excel-based checklists
|
View profile |
|
3. Sterling
|
3. Sterling
Multi-region data hosting (UK, EU, US), layered security with GDPR/regional compliance, and partnership-focused service
|
View profile |
|
4. Intralinks
|
4. Intralinks
Bank-grade security, GDPR compliance, AI-driven deal analytics, and Zoom integrations
|
View profile |
|
5. Drooms
|
5. Drooms
AI-driven deal acceleration (Drooms AI Assistant, AI redaction), GDPR-compliant Swiss/German data hosting, self-service transaction readiness, and lifecycle management tools
|
View profile |
|
6. DocumentVault
|
6. DocumentVault
UK-centric security with ISO 27001-certified data centers, 256-bit encryption (at rest/in transit), granular permissions, and 99.9% uptime
|
View profile |
|
7. Imprima
|
7. Imprima
AI-driven due diligence with automated GDPR-compliant redaction, multi-language translation, contract summarization, and real-time bidder heatmaps
|
View profile |
|
8. Dealroom
|
8. Dealroom
AI-powered M&A lifecycle management combining AI contract analysis, automated diligence workflows, and pipeline tracking
|
View profile |
|
9. Sharefile
|
9. Sharefile
AI-driven sharing recommendations, custom client portals, Outlook/QuickBooks integrations, and unlimited external users
|
View profile |
|
10. Box
|
10. Box
AI-powered content management with Box AI Agents, multi-document Q&A, and 1,500+ app integrations (Microsoft, Salesforce, Slack)
|
View profile |
|
11. Ansarada
|
11. Ansarada
AI-driven M&A precision with predictive bidder analytics (97% accuracy), bulk AI redaction, and Free pre-deal preparation
|
View profile |
|
12. HighQ
|
12. HighQ
Secure client portals, task management, AI-driven document collaboration, and GDPR/ISO 27001 compliance
|
View profile |
|
13. Ethosdata
|
13. Ethosdata
Unlimited third-party users, 24/7 multilingual support, plugin-less access, and bulk uploads
|
View profile |
|
14. ShareVault
|
14. ShareVault
Life sciences-focused security with 21 CFR Part 11 compliance, BIO partnership, and customizable dynamic watermarking. Offers SSO, SIEM integration, and secure audio/video tools
|
View profile |
|
15. Onehub
|
15. Onehub
Secure client portals, white-label branding, stealth mode, DocuSign integration, and unlimited storage in top-tier plans
|
View profile |
|
16. Datasend
|
16. Datasend
Dedicated UK servers, browser-based access, IP restrictions, and a private Q&A system
|
View profile |
How to choose the best VDR provider
When choosing a virtual data room, consider the following factors:
Security
VDR security requires independently certified safeguards and multi-layered controls to combat evolving threats. The best virtual data rooms on the market typically provide globally recognized compliance and granular security tools:
• Certified compliance. ISO 27001, SOC 1/2/3, GDPR, and HIPAA adherence, verified by third-party audits
• Military-grade encryption. AES-256 for data at rest, TLS 1.2+ for transfers, with keys stored in secure vaults
• Access controls. Granular permissions, 2FA, IP/time restrictions, and 8-level document controls (e.g., encrypted downloads with password protection and disabled printing)
• Document security. Dynamic watermarks, secure Excel viewers, remote shred, and no client-side footprints
• Reporting. Audit trails that track every action, user impersonation reviews, and real-time alerts
• Disaster-proof infrastructure. 99.95% uptime, geo-redundant backups, and physical data center security (biometric access, fire/flood resilience)
Ease of use
Modern VDRs prioritize user-friendly design without sacrificing power. Look for an M&A data room that simplifies complex tasks while adapting to your team’s workflow:
• Bulk actions. Auto-tagging, bulk document renaming, and folder structure imports
• Drag-and-drop simplicity. Bulk uploads with auto-versioning and optical character recognition (OCR) for instant searchability
• Mobile-first design. Native iOS/Android apps with offline document previews and secure annotations
• Unified collaboration. In-document comments, Q&A threads with approver roles, and external file sharing via expiring links
• Custom branding. Tailor interfaces with logos, colors, and NDAs per user group
• Cross-project tools. Copy files and settings between projects and manage users globally.
• SSO & API integrations. Connection to CRMs or e-signature tools without coding
Support
The best data rooms in 2025 typically offer tiered assistance aligned with your project scale:
• 24/7 multilingual support. Live chat (<60s response), email (<30m), and phone
• Dedicated experts. Unlimited training and a personal project manager
• Onboarding services. Data migration, template setup (e.g., M&A checklists), and live training
• Post-deal security. Password-locked USB archives, remote project locking, and compliance reports
• Proactive monitoring. Alerts for unusual activity (e.g., bulk downloads at odd hours)
Pricing
Electronic data room providers typically offer three pricing models: per-page billing (common for small, document-light projects), usage-based plans (costs scale with storage or user counts), and tiered subscriptions (fixed features for predictable budgets).
While per-page and usage-based models work for niche cases, tiered plans remain the gold standard for most businesses. They balance cost control, scalability, and feature access without surprises:
• Entry plans. Core security, 24/7 support, and storage for standard due diligence
• Mid-tier. Expanded toolkits (e.g., bulk translation, deferred billing) and faster response times
• Enterprise. Full customization, cross-project analytics, and compliance guarantees
Modern providers also prioritize hybrid models (mix tiered + pay-as-you-go) and free trials to test premium features risk-free.
VDR Selection Checklist
Before signing, confirm you’ve addressed these factors:
Compliance requirements
- Does the VDR meet industry-specific standards? (GDPR for EU deals, HIPAA for U.S. patients, FCA for UK finance.)
- Can it generate audit trails for regulators?
- Does it support automated data retention/deletion policies (e.g., auto-purge expired contracts post-deal)?
User scalability
- How many internal/external users will access the VDR?
- Are guests (e.g., investors) billed separately?
- Can you adjust user roles mid-project (e.g., demote an advisor to “view-only” after their contract ends)?
Tech ecosystem
- Does it integrate with your CRM, e-signature tools, or project management software?
- Are APIs available for custom workflows?
- Does it offer pre-built templates (e.g., M&A due diligence checklists, IPO roadshow folders)?
Disaster readiness
- Is data backed up in multiple geo-locations?
- What’s the recovery time objective (RTO) after an outage?
- Does the provider conduct regular penetration testing (with results shared transparently)?
Future-proofing
- Can the platform adapt to AI advancements or evolving cybersecurity threats?
- Are upgrades included, or do they incur extra fees?
- Is there a public roadmap for new features (e.g., AI document translation)?
FAQ
A VDR is a secure platform for high-stakes transactions (M&A, fundraising), offering granular permissions, audit trails, and compliance certifications (GDPR, ISO 27001). Unlike Dropbox/Google Drive, VDRs prioritize document control, leak prevention, and specialized workflows.
The best data rooms for UK businesses offer UK/EU data storage, FCA/GDPR compliance, and features like AI redaction (Ideals, Datasite). Verify ISO 27001 certification and 24/7 UK-based support.
Entry plans typically start at £200/month (basic storage), mid-tier averages £299–£450/month (AI tools), and enterprise tiers exceed £1,000/month (unlimited projects, custom compliance).
Yes. Top providers (Ideals, Datasite, Intralinks) offer bulk uploads and GDPR-compliant access controls tailored for portfolios, leases, and cross-border transactions.