Virtual data rooms in the UK

What is a data room? A data room or VDR (Virtual Data Room) is a software that helps businesses store and share documents with their partners in a highly secure way.

File sharing is one of the main features that finance, investment banking, biotechnology, legal sphere and many other industries utilize with VDR software. A data room’s highest priority is to provide secure M&A deals through protected document exchange.

How to use data rooms?

1. Upload and organize your files. To start, all you need to do is upload your files using a simple drag and drop feature and organize them within the online repository. Once complete, all your documents are perfectly safe and ready to be shared with your team, partners, investors and anyone who needs to use them.

2. Grant and manage user access. Add team members or others who need to have access to the information. Once new 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.

3. 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.

What are virtual data rooms used for?

Businesses use data rooms for every aspect of work related to documents. The main use cases of virtual data rooms are the following:

  • Due diligence
    Significantly speed up the information review process. There is no need for potential partners, investors or authorities to waste time or money travelling back and forth to provide or sign documents. Everything can be reviewed online within a short period of time.
  • M&A.
    Data shared during M&A is extremely sensitive, that’s why it should be secure and protected. Business owners who use online data rooms don’t have to worry about the safety of important documents. Providers care about the security of their customers’ files and protect their servers. Also, they provide users with additional safety perks like watermarks.
  • Real estate.
    In the UK, data rooms are widely used in the real estate sector. Since the property market is blooming here, companies in this field have to speed up the paperwork to get the deal. Real estate businesses that use VDR can not only manage their documents more efficiently but also share video tours, plans of the property and other useful information with potential buyers. It allows both parties to save time and make a decision in a comfortable environment without any rush.

What are virtual data rooms used for?

Can be used for a variety of purposes, including:

Is VDR a far cry from cloud storage?

Cloud storage is a software that has been popular with businesses for many years. The low price attracts users, although cloud storage neglect many things, including security.

Virtual data rooms are a next-generation alternative. Some people mistakenly believe VDR is just another file sharing service, but there is a big difference. VDR is a controlled online platform that enables the exchange of confidential records without the risk of leaks or damage.

What is the difference between VDR and cloud storage?

  • Functionality.
    File sharing services are more suited to private use. The primary purpose of any virtual data room software is to meet the requirements of companies and ensure stability. Built-in tools are user-friendly and also helpful when dealing with everything from special transactions to daily tasks. VRDs give managers a reliable workspace with the opportunity to control documents and personnel in real-time.
  • Safety.
    Two-step authentication, encryption, and tracking sets VDRs apart from the rest, allowing privacy-seeking organizations like banks and government agencies to carry out important business in a secure manner. VDR providers take the integrity and safety of their customers seriously, while developers continue to add extra layers of protection and innovative tools to enhance use.

There are more distinctions, but really the function of each of the office programs speak for themselves.

Virtual data room providers in the UK

Having a reliable virtual data room is absolutely critical to doing business in the UK. With so many laws regulating M&A transactions, conducting online due diligence and ensuring strict confidentiality can open your business up to serious legal and representational risks if there is a misstep. If you encounter a legal dispute, you will have to show who made which changes, downloaded or uploaded documents and pretty much anything that was done to the documents. This is why a lot of companies in the UK use a data room to protect themselves and their information.

For many UK companies, a virtual data room expedites business processes since the necessary information is readily available and, in some cases, can be accessed offline. They also use it as a document repository since it is much safer than any other cloud service on the market and it is very easy to grant and restrict viewing privileges whenever needed.

Below we have prepared a virtual data room comparison for you since navigating the sea of data room providers in the UK can be difficult.

Virtual data room reviews

Data room review is one of the most important criteria for selecting the best provider. Therefore, you should start exploring virtual data room reviews once you have decided on your needs, budget, and necessary features.

Here are a few things to keep in mind when reading the reviews. They are equally important and should not be neglected for the best buying decision.

  • First.
    Pay attention to security options and ease of use since these aspects significantly impact the team’s work. For example, sometimes a platform includes dozens of security features, but this negatively affects virtual workspace management.
  • Second.
    Check what customers say about document and user management. Some vendors offer a limited number of features, which complicates workflows and transactions. However, with a state-of-the-art solution, the feature set will meet all customer needs, with no need for additional plug-ins or programs.
  • Thirdly.
    Explore technical support in each virtual data room review for the provider you consider. Check the availability of experts 24/7, the speed of processing applications, and whether customers are satisfied with the level of service.

Finally, make sure you read trustworthy reviews only. They are easy to identify because they include both pros and cons and sound pretty objective.

16 best data room providers 2023

Data Room Provider Advantages Rating Resource
1. iDeals
1. iDeals
Excellent document management tool: High-security level, Support, User Interface, Ease of set up, Ease of use
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2. DataSite
2. DataSite
Support, User Interface, Ease of set up
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3. Sterling
3. Sterling
Many features and Full security
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4. Intralinks
4. Intralinks
Useful for sharing large files, Support, User Interface, Ease of set up
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5. Drooms
5. Drooms
Security features
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6. DocumentVault
6. DocumentVault
Ease of use, Ease of set up
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7. Imprima
7. Imprima
User-friendly platform with an intuitive interface
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8. Dealroom
8. Dealroom
Simplified Process, Faster Entry, Focused Analytics
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9. Sharefile
9. Sharefile
Dynamic Watermarking, advanced contorls
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10. Box
10. Box
Great Efficiency, Support, User Interface, Ease of set up
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11. Ansarada
11. Ansarada
Good Cusromer Service, User Interface, Ease of set up
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12. HighQ
12. HighQ
Quick set-up and Fast access
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13. Ethosdata
13. Ethosdata
Easy-to-use data room, 24/7 Support Service
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14. ShareVault
14. ShareVault
Document Sharing Analytics, Marking of Files and Tags
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15. Onehub
15. Onehub
Secure Backup Storage, Increased Security, Accessibility
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16. Datasend
16. Datasend
Direct, fast and easy access to folders, Private Q&A system
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How to choose the best virtual data room provider in the UK

1
The first thing you have to take into account is security

You must be absolutely confident that when you upload something into the data room it will remain there and only people who have access credentials will be able to view it. There are plenty of cyber criminals out there, and if they really want to get their hands on a certain piece of information, they will use any means to get it. Be sure to ask the virtual data room providers about their protection features and what sets their security apart from the rest.

2
The data room must be easy to use and offer outstanding customer service

While there should be a lot of features, the best data room solutions are the ones that offer an easy to use interface. After all, the last thing you want is to have to spend a ton of time trying to figure out how to use complicated software. However, let’s say that you do need help with something and you decide to call the customer services team. Will you be able to talk to a person or will they transfer you to a robot? Will they be there whenever you need them or will they be available only during regular business hours?

3
While the cost is an important factor, it should not be the deciding one

Keep in mind, data room providers offer a wide range of pricing plans and the best features will be available with the pricier options. Think about what features you will absolutely need for your project and then think about which ones are worth paying extra for and which ones you can do without. Whichever plan you choose, be sure it is flexible and you can upgrade whenever want.

FAQ

A virtual data room is a business tool for managing and sharing corporate documents online. A data room keeps all your documents organized, secure, and available for authorized users. It simplifies and accelerates all business processes that involve papers — such as due diligence, M&A, IPO, and others. Also, a data room provides businesses with essential features for efficient teamwork and valuable reports for better insights to improve business strategies.

Always look for a service that offers all the instruments you need. Different data room providers will usually offer slightly different features. However, some functions are essential, including but not limited to: two-factor authentication and watermarks for enhanced protection bulk upload and automatic indexing for quick uploading of files granular permissions to give you full control over users reports to provide you with useful insights You can learn more about different features on our website — we offer detailed virtual data room reviews where we talk about functions and other important factors.

Both services are quite similar if you look at them as tools for storing files online. But even the quickest comparison of cloud storage VS. a VDR will show you that the latter is much more secure and suited for business needs. A VDR offers a lot of features that will simplify the deal making processes to help companies successfully reach their goals. These include user management and controls, a bulk uploading function, smooth communication inside the data room, and advanced protection techniques in line with the latest security standards.

A virtual data room allows businesses to upload files and manage them easily online. To do this effectively, a VDR should have the following set of functions: 1. User management and controls. The company should be able to invite participants to the data room and have full control over their activity. 2.Communication in one place. All parties should be able to communicate on a VDR through features like document comments and a Q&A section. 3.Intuitive user experience. Finally, a data room should improve business operations by providing insights and data that helps to develop a more efficient workflow.

Data room prices vary depending on the features of the software and the popularity of the provider. Vendors usually have different pricing plans to satisfy various needs and budgets. Also, a lot of providers offer a free trial or a demo that will let you test a data room and see if it’s worth the investment. We offer information about data room pricing on our website, so you can easily compare costs.

Virtual data rooms for Mergers and Acquisitions are tailored specifically for the M&A business process. They provide specific tools required for a successful M&A and typically every feature is utilized. Also, M&A data rooms are often designed to create a prearranged convenient workspace that can accelerate the deal.