Best data room providers 2025: Features, pricing, reviews

The virtual data room market is growing rapidly, making it a challenging task for businesses to choose the right provider

IN 2025, ALMOST no deal is done without the help of a reliable virtual data room (VDR) software.

What is VDR? It’s a cloud space where you can store your sensitive files and also share them with other people. But, unlike tools you’re used to (like Google Drive or Dropbox), virtual data rooms promise you much more security. Pretty handy for a big transaction, right?

However, the market for virtual data rooms is only growing, making it a challenging task for many businesses to choose the right provider. That’s what this article is for. With it, you get the selection of the best five virtual data rooms with their features and pricing described.

What Makes a Great Virtual Data Room?

Before moving to the main part of this article and exploring the top five online data room providers in the 2025 market, let’s first define what actually makes a data room a good one:

• Strong security. The most important thing a dataroom can offer is security. You should have no worries when storing financial reports or highly confidential legal contracts within a VDR. Providers typically make it possible through such features as redaction, two-factor authentication, granular access controls, watermarking, IP address restriction, and many more..
• Fast performance and ease of use. Regardless of whether you’re a developer with huge IT experience or a board member who only opens a laptop when you need to write an email, a virtual data room should be easy to navigate for you. There should also be no delays in its load times.
• Helpful support. Imagine you suspect someone of seeing the information they shouldn’t. Logically, you’d want to contact the VDR support to help you out here and solve the issue (if there’s any) immediately. But what if it takes them at least a couple of hours to respond? That’s definitely something you don’t want to experience with an online data room.
• Transparent pricing. The worst surprise a VDR provider of your choice can give you is to present you with a check with a sum that is x10 times larger than the one you expected at the beginning of using virtual data room services. And this is still possible if a vendor uses legacy pricing approaches, such as per page.

Top 5 Virtual Data Room Providers in 2025

Now, let’s briefly review the best virtual data rooms on the market in 2025.

1. Ideals

Core features	●         AES-256 encryption and two-factor authentication ●         Eight permission levels and detailed activity tracking ●         “Fence View” that hides confidential data from screenshots ●         Smart search and quick drag-and-drop uploads ●         Dynamic watermarks and remote document expiration ●         24/7 multilingual support available in over 50 languages
Free trial	Yes
Pricing model	Quote-based

Ideals has been around since 2008 and is often the first choice for teams handling M&A or fundraising. It’s secure, easy to set up, and designed for people who don’t have time to fight with clunky software. Many users like how quickly the support team reacts (it’s usually not longer than a few seconds), which is rare in this industry. If you want a data room that’s both powerful and genuinely user-friendly, Ideals is hard to beat.

2. Firmex

Core features	●         Audit trails ●         Role-based permissions with print/download limits ●         Bulk uploads and folder templates for faster setup ●         Custom branding for corporate consistency ●         24/7 customer support with quick response times
Free trial	Yes
Pricing model	Quote-based

Based in Toronto, Firmex serves thousands of businesses every year. It’s especially popular among law firms, banks, and healthcare companies that deal with sensitive information daily. The interface is simple, and you always know where things are, so no steep learning curve here. Firmex fits teams that want a secure data room with predictable pricing and no unnecessary extras.

3. Intralinks

Core features	●         Encryption and a digital rights management system ●         AI-driven redaction ●         Reporting and analytics dashboards ●         Advanced permission settings for complex projects ●         Global data centers meeting regional compliance standards ●         Dedicated implementation and onboarding support
Free trial	No
Pricing model	Quote-based

Intralinks is one of the oldest names in this space, trusted by major banks and Fortune 500 companies. It’s not the simplest tool, but it’s packed with everything you’d expect from enterprise-level software. The platform is made for complex transactions with many parties involved, and it handles that scale well. It’s a heavyweight solution, great for big deals, less so for smaller teams.

4. Datasite

Core features	●         AI tools for redaction, document sorting, and tagging ●         Built-in analytics and engagement tracking ●         Real-time dashboards and Q&A management ●         Secure mobile access and API integrations ●         Global cloud infrastructure with enterprise-grade security ●         Dedicated project support from setup to close
Free trial	No
Pricing model	Quote-based

Datasite focuses on the full deal process, not just file storage. It helps advisors, bankers, and corporates manage every stage of an M&A transaction, from preparation to post-close analysis. The system’s analytics tools give a clear picture of who’s looking at what, which is especially helpful for sell-side teams. It’s fast, reliable, and clearly built for professionals who live and breathe deals.

5. Ansarada

Core features	●         AI analytics and smart risk scoring ●         Bulk redaction and workflow automation ●         Secure Q&A and activity tracking ●         Advanced search and version history ●         Unlimited users in certain plans ●         24/7 global support
Free trial	Yes
Pricing model	Usage-based plans starting from $399 per month

Ansarada stands out because it feels less like traditional virtual data room software and more like a smart assistant that quietly does half the work for you. It helps teams prepare for transactions early, using AI to flag possible risks and organize files automatically. One thing users appreciate is that the setup is completely free until the deal officially starts, so that you can build the entire workspace without pressure. The layout is clean, quick to learn, and surprisingly flexible, which is why many advisors say it saves them hours they used to spend on repetitive admin tasks.

Summing up

So, as you can see, handing a deal seamlessly and securely is almost impossible without a good virtual data room at your disposal.

If you want a secure virtual data room that’ll keep your data safe and help you collaborate with the buyer (or seller), opt for one of those described in this article.