Best Virtual Data Room Ratings and Comparison

Compare the best virtual data room providers based on ratings, features, and pricing. Explore what a virtual data room is, its evolution, common features, essential 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 data room environment for storing and exchanging documents, using high-grade encryption and customizable access controls. As a virtual data room provider, it supports complex due diligence, investor reporting, and compliance workflows. The platform emphasizes security and regulatory alignment, making it well suited for financial services, legal transactions, and cross-border deals.

Free Trial: Available

Learn more about Confiex Data Room.

DealRoom

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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 a simple and secure document-sharing virtual data room used 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 suitable for teams with compliance requirements. ShareFile is often chosen for regulated workflows that require integration with enterprise file systems.

Free Trial: Available

Learn more about ShareFile.

DocullyVDR Logo

9. DocullyVDR

4.9 / 5
Rated 4.9 out of 5
DocullyVDR

Cost Starts at $100 per month
Ease to use rating 4.9 / 5
Customer Service rating 4.5 / 5
Support Options Live chat, email, phone.
Platform Availability Online.
Free trial Yes.

Features:

  1. Bank-grade secured platform.
  2. Hosted on Microsoft Azure data centers with ISO 27001, ISO 9001, and SOC 1/2/3 compliance.
  3. Encryption for data in transit and at rest.
  4. Secure SSL connectivity.
  5. Bulk document upload via browser with drag-and-drop support.
  6. Bulk document download.
  7. Dynamic watermarking.
  8. Data room access control with granular permissions.
  9. Folder and document-level permission control.
  10. Real-time email notifications.
  11. User-to-user platform messaging.
  12. Real-time activity feed with user tracking.
  13. Intuitive reports including usage and audit logs.
  14. Meaningful dashboard for data room oversight.
  15. Global support.

Description:

DocullyVDR provides an easy-to-use and secure file-sharing virtual data room built to support due diligence during mergers and acquisitions, capital raising, audits, IPO preparation, and other confidential business processes. It is designed to help organizations manage sensitive documents efficiently while enabling structured collaboration between internal teams, investors, and external stakeholders. With flexible pricing and scalable plans, DocullyVDR is suitable for both small and large transactions.

Free Trial: Available [15 days free trial].

Learn more about DocullyVDR.

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.

Comparison of the Top 10 Virtual Data Room Providers

Virtual Data Rooms Feature and Capability Comparison

Virtual Data Rooms Unlimited Users Unlimited Data Number of Rooms Market Segments Drag-and-Drop Watermarking Permissions Built-in Viewer Full-text Search API Access Live Chat Email / Call Support Dedicated Manager
Confiex Data Room No No Multiple (Plan-based) Financial services, legal, compliance, cross-border M&A Yes Yes (DRM-based) Granular Yes Yes Limited / On request Yes Yes Yes
DealRoom No No Multiple M&A, corporate development, PE, advisory Yes Yes Granular Yes Yes Yes Yes Yes Yes
FirmRoom Yes No Multiple Mid-market, enterprise, M&A, reporting Yes Yes Granular Yes Yes Limited Yes Yes Yes
Intralinks No No Multiple (Enterprise-scale) Large enterprises, banks, law firms, global M&A Yes Yes Advanced Yes Yes Yes No Yes Yes
iDeals No No Multiple Legal, PE, investment banking, corporate finance Yes Yes (Dynamic) Granular Yes Yes Yes Yes Yes Yes
FORDATA No No Multiple M&A, restructuring, real estate (Europe-focused) Yes Yes (Dynamic) Granular Yes Yes Limited Yes Yes Yes
SecureDocs Yes Yes Multiple SMBs, startups, legal, fundraising Yes Yes Granular Yes Yes No No Yes No
ShareFile No No Multiple Finance, healthcare, HR, regulated industries Yes Yes (Dynamic) Granular Yes Yes Yes No Yes No
DocullyVDR No No Multiple M&A, audits, IPOs, fundraising Yes Yes (Dynamic) Granular Yes Yes Limited Yes Yes Yes
CapLinked No No Multiple Corporate development, fundraising, investor reporting Yes Yes Granular Yes Yes Yes No Yes Yes

Affordable Virtual Data Rooms: Pricing Comparison of 6 Providers

From the top 10 virtual data room providers listed above, the following six are included because they publish clear starting prices or offer entry-level plans suitable for cost-conscious projects.

Virtual data room pricing varies based on storage limits, number of users, project duration, feature requirements, support level, and intended use cases such as M&A, fundraising, or audits. Entry-level plans typically start between $50 and $150 per month, while pricing for active transactions generally ranges from $200 to $500 per month. For large-scale or high-risk projects, costs can exceed $1,000 per month, particularly when advanced access controls, detailed audit logs, unlimited users, and dedicated support are required.

The table below compares six virtual data room providers based on published starting prices and pricing models.

No. VDR Provider Pricing Model Starting Price
1 Confiex Data Room Storage-based / Page-based Pricing on request
2 Sharefile Per-user / Subscription-based Starts at $50/month
3 DocullyVDR Subscription-based Starts at $100/month
4 Fordata Per-user / Project-based Starts at $190/month
5 Caplinked Project-based Starts at $338/month
6 Securedocs Flat-rate subscription Starts at $400/month

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. It is widely used to support due diligence during M&A transactions, as well as in loan syndication, private equity, and venture capital deals where confidentiality and controlled access are critical.

A VDR centralizes confidential information, supports data integrity and regulatory compliance, and enables secure collaboration among internal teams, investors, and external advisors regardless of location. By providing structured access, detailed activity tracking, and strong security controls, VDRs have become the standard digital environment for managing transaction-related information.

Evolution of Virtual Data Rooms

In the early stages of mergers, acquisitions, and other major financial transactions, due diligence relied on physical data rooms where printed documents were reviewed onsite. This approach was constrained by location, required manual supervision, and often slowed transactions due to travel requirements, limited access windows, and document handling risks. These limitations ultimately drove the shift toward digital alternatives. A detailed comparison of virtual data rooms and physical data rooms further explains how these constraints influenced the transition.

As organizations began digitizing records in the late 1990s and early 2000s, early electronic data rooms emerged. These systems improved document accessibility by allowing files to be shared electronically, but they offered limited security controls and minimal visibility into user activity.

With advancements in internet security and enterprise software, virtual data rooms evolved into purpose-built platforms designed specifically for due diligence. Encryption, role-based permissions, audit trails, and real-time activity monitoring became standard, providing greater transparency and control during critical transaction phases.

Today, modern VDRs operate on cloud-based infrastructure and support secure collaboration across global teams. Ongoing innovation in automation, compliance support, and system integrations has further expanded their role, making virtual data rooms essential tools for managing complex, high-stakes transactions efficiently and securely.

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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