Best Virtual Data Room Ratings and Comparison

Compare the best virtual data room providers based on ratings, features, pricing, and top VDRs for mergers and acquisitions. Explore what a virtual data room is, its evolution, key features and software tools, benefits, industries that use VDRs, and how to choose the right provider to help your business meet its security, workflow, and operational needs.
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Top 10 Virtual Data Room Providers

Confiex Data Room Logo

1. Confiex Data Room

4.7 / 5
Rated 4.7 out of 5
Confiex Data Room 1

Cost Storage Based Pricing / Page Based Pricing
Ease to use rating  4.5 / 5
Customer Service rating  4.6 / 5
Support Options  Live chat,  phone.
Platform Availability  Online.
Free trial  N/A

Features:

  1. Secure hosting on AWS
  2. Data center security
  3. SSL connection and AES-256 encryption
  4. Digital Rights Management (DRM)
  5. Granular user permissions
  6. 24/7 support
  7. Compliance management
  8. User messaging
  9. Security certifications including ISO 9001, ISO 27001, and VAPT (CERT-In audited)

Description:

Confiex Data Room provides a secure environment for storing and exchanging documents with high-grade encryption and customizable permissions. Confiex is a virtual data room provider that supports complex due diligence, investor reporting, and compliance workflows. Its platform emphasizes security and regulatory alignment, making it suitable for financial services, legal transactions, and cross-border deals.

Free Trial: Available

Learn more about Confiex Data Room.

ShareVault - Logo

2. ShareVault

4.9 / 5
Rated 4.9 out of 5
ShareVault Banner

Cost N/A
Ease to use rating  4.9 / 5
Customer Service rating  4.5 / 5
Support Options  Live chat, phone.
Platform Availability  Online.
Free trial  Yes.

Features:

  1. Organized document management
  2. Major tool integrations (e-signatures, CRM connectors)
  3. Quick setup
  4. Permission-based collaboration
  5. Activity tracking and reporting
  6. M&A-focused technology suite
  7. Security certifications including ISO 27001 and 21 CFR Part 11

Description:

ShareVault is a virtual data room provider widely recognized for its extensive security and analytics features, including page-level tracking, AI-powered redaction, and advanced search tools. Its platform is optimized for complex transactions, especially in life sciences, biotech, legal, and private equity, where detailed compliance logs and secure sharing protocols are critical. ShareVault supports sophisticated reporting, version control, and integration with popular workflow tools to increase deal speed and transparency.

Free Trial: Available

Learn more about ShareVault.

DealRoom

3. DealRoom

4.5 / 5
Rated 4.5 out of 5
DealRoom 1

Cost Begins at $1295/month
Ease to use rating 4.5 / 5
Customer Service rating 4.6 / 5
Support Options Live chat, ticketing, knowledgebase, phone.
Platform Availability Online, iOS, Android.
Free trial Yes. 14 days.

Features:

  1. Document protection
  2. Built-in file viewing
  3. User behavior analytics
  4. Secure online VDR
  5. Integrated project and task management

Description:

DealRoom is a virtual data room provider that blends secure document management with workflow and task tools. Ideal for modern project-centric teams, DealRoom combines M&A lifecycle support with collaboration and analytics features. It facilitates centralized communication, due diligence tracking, and actionable insights into user engagement and deal progression.

Free Trial: Available

Learn more about DealRoom.

FirmRoom Logo

4. FirmRoom

4.4 / 5
Rated 4.4 out of 5
FirmRoom 1

Cost Starts from $495/month.
Ease to use rating 4.6 / 5
Customer Service rating 4.7 / 5
Support Options Live chat, ticketing, knowledgebase, phone.
Platform Availability Online, iOS, Android.
Free trial Yes, 30 days.

Features:

  1. Scalable storage
  2. Unlimited users
  3. SAML 2.0 / SSO
  4. AWS hosting
  5. 24/7 support
  6. Document indexing and redaction

Description:

FirmRoom is designed for both mid-market and enterprise users looking for intuitive, secure data rooms with strong base functionality. FirmRoom’s virtual data room software tools include advanced analytics, customizable permissions, and support for complex file structures. Its straightforward interface and scalable environment help teams streamline due diligence and corporate reporting.

Free Trial: Available

Learn more about FirmRoom.

Intralinks Virtual Data Room

5. Intralinks

4.3 / 5
Rated 4.3 out of 5
Intralinks

Cost N/A
Ease to use rating 3.6 / 5
Customer Service rating 4.5 / 5
Support Options Email, phone
Platform Availability Online, desktop.
Free trial Per request

Features:

  1. Fast document upload
  2. Conditional pricing
  3. AI-driven due diligence tools
  4. Strong security controls
  5. Security certifications including ISO 27001, ISO 27701, ISO 27017, ISO 9001, SOC 2 Type II, and SOC 3

Description:

Intralinks is one of the most established virtual data room providers, trusted globally for large-scale financial, legal, and corporate transactions. It offers enterprise-grade security, comprehensive audit logs, and detailed analytics suited for multinationals. Intralinks supports complex deal workflows and cross-border compliance with deep reporting and integrations for large institutional clients.

Free Trial: Not Available

Learn more about Intralinks.

iDeals Logo 1

6. iDeals

4.5 / 5
Rated 4.5 out of 5
iDeals 1

Cost N/A
Ease to use rating N/A
Customer Service rating N/A
Support Options Email, phone, live chat.
Platform Availability Online.
Free trial Yes.

Features:

  1. Security-focused platform
  2. Watermarks with identifiers
  3. Fence view
  4. IP and time-based restrictions
  5. 99.95% uptime
  6. Extensive integrations

Description:

iDeals is a virtual data room provider known for strong security and compliance capabilities. Its platform supports multilingual teams, integration with enterprise applications, and robust permission controls suitable for legal, private equity, and corporate finance transactions. iDeals also delivers detailed audit trails and mobile access for on-the-go collaborations.

Free Trial: Available

Learn more about iDeals.

Fordata Logo 1

7. Fordata

4.4 / 5
Rated 4.4 out of 5
Fordata

Cost Starts with $190/month.
Ease to use rating 4.3 / 5
Customer Service rating 4.5 / 5
Support Options Live chat, ticketing, knowledgebase, phone.
Platform Availability Online, mobiles
Free trial Yes

Features:

  1. Read-only mode
  2. Disabled saving and printing
  3. Dynamic watermarking
  4. Copy-prevention tools
  5. Fence View
  6. Blur View

Description:

FORDATA focuses on document control and user experience in sensitive transactions. The FORDATA virtual data room emphasizes intuitive security settings, detailed audit trails, and customizable user permissions. It is especially popular in European markets and is used in real estate, M&A, and restructuring deals requiring strict confidentiality and oversight.

Free Trial: Available

Learn more about FORDATA.

Securedocs Virtual Data Room

8. Securedocs

4.3 / 5
Rated 4.3 out of 5
Securedocs 1

Cost Starts from $400 / month.
Ease to use rating 4.6 / 5
Customer Service rating 4.4 / 5
Support Options Email, phone.
Platform Availability Online.
Free trial Yes.

Features:

  1. Built-in e-signature
  2. Unlimited users and storage
  3. SAML 2.0 / SSO
  4. Security-focused tools
  5. AWS hosting
  6. SOC 2 and ISO 27001 infrastructure

Description:

SecureDocs is a virtual data room provider recognized for its simplicity, transparent pricing, and ease of use. Its platform is well suited for small and medium-sized businesses, startups, and legal practices where quick onboarding and straightforward controls matter. SecureDocs supports secure sharing, drag-and-drop uploads, and project-based workspace organization.

Free Trial: Available

Learn more about SecureDocs.

Sharefile Logo

9. Sharefile

4.2 / 5
Rated 4.2 out of 5
Sharefile

Cost Starts with $50/month.
Ease to use rating 4.5 / 5
Customer Service rating 4.7 / 5
Support Options Email, phone.
Platform Availability Online.
Free trial Yes. 7-days.

Features:

  1. View-only document access
  2. Click trails
  3. Dynamic watermarking
  4. Advanced reporting
  5. Granular permissions
  6. HIPAA and FINRA compliance

Description:

ShareFile provides secure document sharing capabilities across industries such as real estate, finance, healthcare, and HR. Its virtual data room tools include audit trails, custom branding, and strong encryption, making it appealing to teams with compliance requirements. ShareFile is often chosen for regulated workflows that need integration with enterprise file systems.

Free Trial: Available

Learn more about ShareFile.

Caplinked Logo 1

10. Caplinked

4.5 / 5
Rated 4.5 out of 5
Caplinked 1

Cost Starts with $338/month.
Ease to use rating 4.6 / 5
Customer Service rating 4.5 / 5
Support Options Email, phone
Platform Availability Online
Free trial Yes.

Features:

  1. Fast uploads
  2. Desktop and mobile access
  3. Version control
  4. 99.95% uptime SLA
  5. Instant access revocation
  6. Private-by-default files

Description:

CapLinked offers a cloud-based virtual data room with fast performance and flexible access management. It supports secure collaboration for small teams and enterprise departments alike, with customizable workspaces and activity monitoring tools. CapLinked’s platform is used in corporate development, fundraising, and investor reporting scenarios.

Free Trial: Available

Learn more about CapLinked.

Virtual Data Room Comparison Overview
Confiex Data Room Logo
DocullyVDR Logo
DealRoom
FirmRoom Logo
Intralinks Virtual Data Room
iDeals Logo 1
Fordata Logo 1
Securedocs Virtual Data Room
Sharefile Logo
Caplinked Logo 1
Pricing Plans
Storage Based Pricing
Billed Quarterly
Monthly or Flat Rate
Monthly or Flat Rate
Per Page
Monthly Standard Subscription
Monthly or Flat Rate
Monthly Standard Subscription
Monthly Standard Subscription
Monthly Standard Subscription
Pricing for 1 project
NA
$100 Per Month
$1295 billed annually
$495 billed annually
NA
NA
$190/month
$400 / month
$50/month
$338/month
Pricing for Unlimited Projects
NA
NA
Upon request
Upon request
NA
NA
NA
NA
NA
NA
Unlimited Users
Unlimited Data
Number of Rooms
NA
Startup Plan Enterprise Plan
Basic: 1 Professional: Unlimited
Basic: 1 Professional: Unlimited
Basic: 1 Business: Several
Basic: 1 Pro: Multiple
Market Segments
Drag-and-drop
Watermarking
Permissions
Build-in Viewer
Full-text Search
API Access
Live chat
Email, Call Support
Dedicated Manager

Compare Best Virtual Data Room Pricing

No. VDR Price
1
Confiex Data Room
Storage Based Pricing / Page Based Pricing
2
Sharefile
Starts with $50/month.
3
DocullyVDR
$100 PER MONTH (Billed Quarterly).
4
Fordata
Starts with $190/month.
5
Securedocs
Starts from $400 / month.
6
Caplinked
Starts with $338/month.

Top 5 VDRs for Mergers and Acquisitions (M&A) with Ratings

No. VDR Ratings
1
DocullyVDR
4.6 / 5
2
Fordata
4.4 / 5
3
Confiex Data Room
4.5 / 5
4
Securedocs
4.3 / 5
5
Sharefile
4.2 / 5
What is a virtual data room

What is a Virtual Data Room?

A virtual data room (VDR), also known as a deal room, is a secure online repository used to store, organize, and share sensitive documents with authorized users. VDRs are widely used in mergers and acquisitions, due diligence, loan syndication, private equity, and venture capital transactions where confidentiality and controlled access are essential.

A VDR provides a centralized environment for managing confidential information while maintaining data integrity and regulatory compliance. It enables efficient collaboration between internal teams, clients, investors, and external advisors, regardless of geographic location.

For a deeper understanding of how virtual data rooms function, you may refer to our Virtual Data Room Comprehensive Guide. You can also explore our comparison of virtual data rooms and physical data rooms to understand the shift from traditional document handling to secure digital platforms.

Evolution of Virtual Data Rooms

Before the adoption of virtual data rooms, organizations relied on physical data rooms where documents had to be reviewed onsite. This approach was costly, time-intensive, and limited participation due to location and scheduling constraints.

As digital infrastructure matured in the early 2000s, virtual data rooms emerged as a secure alternative that enabled remote document access without compromising confidentiality. Over time, VDR platforms evolved to include encryption, granular access controls, audit logs, and cloud-based infrastructure. These advancements improved document security, accelerated due diligence, and streamlined transaction workflows, laying the foundation for modern VDR solutions.

Evolution of Virtual Data Rooms

Important Common Features of Virtual Data Rooms

Reliable virtual data rooms share a common set of features that ensure secure document handling, controlled access, and transparency throughout transactions.

  1. File Sharing
    VDRs allow secure document sharing with internal teams and external stakeholders. Files are shared within controlled environments rather than through email or unsecured cloud links, reducing the risk of data leakage.
  2. Optical Character Recognition (OCR)
    OCR technology converts scanned documents and image-based files into searchable text. This improves document discoverability and speeds up due diligence by allowing users to quickly locate specific clauses or data points.
  3. Viewer History and Audit Logs
    Viewer history records who accessed which document, when it was accessed, and what actions were taken. This is essential for compliance, accountability, and understanding buyer or investor engagement.
  4. Security and Encryption
    VDRs use encryption protocols such as AES-256 and SSL/TLS to protect data both at rest and in transit. These measures safeguard sensitive information against unauthorized access and cyber threats.
  5. Drag-and-Drop Upload
    This feature simplifies document uploads by allowing users to move files directly into the data room. It reduces setup time and supports faster onboarding during time-sensitive transactions.
  6. View-Only Access
    View-only mode prevents downloading, printing, or editing of documents. It is commonly used for highly confidential files during negotiations or regulatory reviews.
  7. Reporting and Analytics
    Reporting tools provide insights into document activity, user engagement, and access patterns. These insights help deal teams track progress and identify serious stakeholders.
  8. Live Chat and Q&A
    Integrated communication tools enable structured question-and-answer workflows. This keeps discussions documented, organized, and accessible within the platform.
  9. Bulk Upload
    Bulk upload allows entire folders or large document sets to be uploaded at once, preserving structure and saving time during initial data room setup.

To learn more, see our detailed guide on essential VDR features.

Necessary Virtual Data Room Software Tools

Beyond basic features, virtual data rooms rely on specialized software tools to support complex workflows and regulatory requirements.

  1. Document Security Tools
    These tools include encryption, digital rights management, dynamic watermarking, and restricted access settings. They ensure that documents remain protected even after being accessed.
  2. User Permission and Access Control Tools
    Granular permission settings allow administrators to control access at the folder or document level. Role-based access, IP restrictions, and SSO authentication help enforce internal security policies.
  3. Document Management Tools
    These tools support efficient organization through indexing, version control, structured folders, and advanced search. They ensure that documents remain accurate and up to date throughout a transaction.
  4. Collaboration Tools
    Collaboration tools support internal coordination and external communication through Q&A modules, tagging, notifications, and activity-based alerts.
  5. Activity Monitoring Tools
    Activity monitoring captures detailed user behavior, including session duration and document interaction. These insights help teams assess interest levels and identify potential risks.
  6. Integration Tools
    Integration capabilities allow VDRs to connect with CRM systems, cloud storage platforms, and e-signature tools. This reduces workflow disruptions and improves operational efficiency.
  7. Compliance and Certification Tools
    Compliance tools support adherence to standards such as ISO 27001, SOC 2, GDPR, HIPAA, and regional regulations. Certifications demonstrate the provider’s commitment to security and data protection.

Benefits of Using a Virtual Data Room

Implementing a virtual data room delivers measurable advantages across transaction-heavy and regulated environments.

  1. Secure Information Storage and Sharing
    VDRs protect sensitive documents through encryption, access control, and monitoring, reducing reliance on unsecured communication channels.
  2. Faster Transaction Execution
    Centralized document access eliminates delays caused by manual sharing and fragmented communication, helping deals progress more efficiently.
  3. Improved Due Diligence Efficiency
    All documents are organized in one controlled environment, allowing reviewers to analyze information systematically and without confusion.
  4. Greater Transparency and Accountability
    Audit trails and activity reports provide clear visibility into user actions, supporting trust and compliance.
  5. Actionable User Insights
    Analytics reveal which documents attract the most attention, helping sellers and deal teams gauge stakeholder interest.
  6. Better Decision-Making
    Real-time access to accurate information enables stakeholders to make informed decisions without delays or data inconsistencies.

Industries and Fields That Use Virtual Data Rooms

Virtual data rooms are widely adopted in industries where confidentiality, accuracy, and compliance are critical.

  1. Accounting
    Used for audits, financial reviews, and secure exchange of financial records.
  2. Banking
    Supports loan syndication, mergers, acquisitions, and regulatory documentation.
  3. Business Brokerage
    Manages confidential business information during sale or acquisition processes.
  4. Consulting
    Facilitates secure collaboration and structured document sharing with clients.
  5. Corporate Governance
    Supports board communications, policy documentation, and internal compliance.
  6. Private Equity and Venture Capital
    Used for fundraising, investor reporting, portfolio management, and due diligence.

How to Choose a Virtual Data Room Provider

Choosing a virtual data room provider should be a structured decision based on the features, tools, pricing models, security standards, ratings, and industry applications discussed throughout this article.

  1. Start with your transaction requirements
    Identify the type of transactions you handle, such as mergers and acquisitions, fundraising, audits, or internal governance. Consider document volume, number of users, and expected deal timelines.
  2. Prioritize security and compliance alignment
    Review the security features and certifications listed for each provider. Match encryption standards, audit capabilities, and compliance support with your regulatory obligations.
  3. Evaluate essential features and software tools
    Use the Common Features and Software Tools sections to confirm that the provider supports your workflow requirements, including access control, reporting, collaboration, and integrations.
  4. Assess usability and operational efficiency
    Ease-of-use ratings and platform availability matter in time-sensitive transactions. An intuitive interface reduces training time and operational friction.
  5. Consider industry relevance and scalability
    Providers vary in their suitability for different industries and deal sizes. Select a platform that aligns with your industry’s complexity and growth expectations.
  6. Compare pricing models transparently
    Review pricing structures carefully, including storage limits, user access, and additional fees. Predictable pricing helps avoid cost overruns during extended deals.
  7. Validate performance through free trials
    Free trials allow you to test document uploads, permission controls, reporting tools, and collaboration features using real workflows.
  8. Weigh ratings and real-world usage
    Ease-of-use and customer service ratings provide insight into reliability and long-term support quality.
  9. Make a balanced final decision
    Select the provider that delivers the strongest balance of security, functionality, usability, pricing transparency, and proven industry adoption.

About DocullyVDR

DocullyVDR is a secure document sharing platform designed for businesses. Our platform is built to protect sensitive business documents and facilitate instant sharing with both internal and external users. We have been operating since 2019, and DocullyVDR is used in over 100 countries by businesses. We continuously work towards providing users with information regarding document security and Virtual Data Room (VDR) solutions. Learn more about DocullyVDR.

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