Top Virtual Data Rooms in Canada

What is a virtual data room?

A virtual data room (VDR) — also called a virtual deal room, electronic or online data room — is a secure cloud-based space and SaaS solution designed for organizing, storing, and sharing company documents. You can use it permanently instead of your traditional physical data rooms when you need to transfer the company’s confidential information securely.

Electronic data rooms were designed to facilitate due diligence process and negotiations during the mergers and acquisitions (M&A) process. However, they are now being used for a variety of other transactions, including IPOs, fundraising, board communication, financial transactions, strategic partnerships, etc.

Thus, cloud storage provides unparalleled data protection, sophisticated document security features, and valuable collaboration tools to meet the needs of modern business leaders. In addition, the online platform helps you reduce paperwork, securely exchange documents, and speed up business transactions being also a feature-rich collaboration platform.

Step-by-step data room selection

Virtual data rooms available in Canada are all different from each other. A short virtual data room review might create a feeling that they do not differ. If you want to be sure that your documents are not in danger and that your deal will run smoothly you have to choose one of the top online data room providers in Canada.

Here are important things to note when choosing the best data room provider.

1. Define your needs and capabilities

Before you go out searching for the best data rooms, identify what the secure data room will be used for and how it will improve your brand or company. There are some important questions to ask before you can choose the best data room for your industry:

• What is your budget? 
• What kind of files will be stored in the data room? 
• How much storage will you need?
• Will the use of VDR improve your workstream? 
• Will other team members or the entire company be using the data room? 
• What other purposes will the VDR serve aside from storing and sharing data?

2. Identify your desired features

Once you’ve defined your needs and capabilities, you have an idea of your desired features. They will determine whether you need a virtual data room that only saves and shares data, or one that has other project management features. Some special features you might need in a data room include security, document management features, Q&A feature, customer support, permission settings, or audit logs. 

3. Consider your budget 

Pricing models for VDRs vary based on specific factors such as storage capacity, number of users, available features, and number of documents. You should consider your budget, as this will help narrow your search. 

4. Compare virtual data rooms 

After you analyzed the capacities of the providers and read every virtual data room review you wanted, you can move to the next stage. Now your duty is to analyze data rooms from the viewpoint of its equipment.

Make the virtual data room comparison to know which one meets your needs and criteria. There are comparison charts you can use for this search, such as Capterra comparison feature, Trustradius comparison chart, and a virtual data rooms comparison table. 

5. Read the reviews

Reading online reviews by other users is one way to learn about the functionality of data rooms, however, some review sites may be fake or include phony user reviews. You can narrow your search by reading reviews about vdr software and secure virtual data room companies and providers by searching for the company directly online. 

6. Select VDR providers, check their sites and talk to support

Once all the above steps have been taken carefully, you can then select the service provider that best suits your needs. Check their site to see if they are user-friendly or offer free materials that can serve as templates. You should also speak to a representative to ask about some other features or any other questions you may have about the provider. 

7. Test software using the free trial

Do not decide on data rooms if you haven’t tested them out. Most good virtual data rooms offer free trials to test their software. As you go through the trial, you should pay attention to the user interface and ease of use. You should also ask your team members about their experiences with the software, and then you can finally select the suitable VDR for your company. 

Choosing a virtual data room: things to consider

Virtual data room reviews are the basis to start the selection of vdr software. And while looking through any review one must consider the following criteria:

• The experience of the vendor (the duration of operation, number of business deals executed, well-known customers)
• The main focus (merger and acquisition deals, legal firms, life science organizations, fundraising, investment banking, etc.). Usually, providers do not have a single line or type of clients but certain rooms are more convenient for the execution of certain deals
• The scale of operation: certain rooms do not suit the execution of small projects while other rooms fail to assist throughout large-scale cross-national deals
• Safety guarantees such as tools and certificates: the level of protection should be recognized institutionally
• Convenience (languages offered, a mobile application, compatibility of platforms, and the chance to utilize Android and iOS devices simultaneously)
• Availability of instant qualified assistance
• Virtual data room pricing scheme

Tip: Consider providers that offer a free trial period of 14 days (for simple transactions) or 30 days (for more complex deals). You’ll have enough time to try out and evaluate the software before investing your money.

Factors to consider while choosing a VDR

Virtual data rooms comparison

Ideals Virtual Data Room

4.81/5.0

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Ideals is among the top data room service providers of highly-equipped virtual data rooms for small, medium, and large businesses across various sectors. The provider combines extensive expertise with continuous innovations to deliver a platform for sharing sensitive data with maximum security, collaborating on multi-staged projects, and building sustainable strategies for large scale-deals.

Ideals was established in 2008 as a data room solution with an industry-leading security approach and rich feature sets. Now, it is a giant in the data room industry for due diligence, M&A cycles, real estate portfolio management, life sciences, and board.

Feature set

The feature set supplied by Ideals covers all areas of basic data room activities, including streamlined document management, customization, activity reporting, and more. Additionally, the provider offers data room services such as platform setup, document organization, and deal processing advisory.

Security

Ideals secure data rooms employ a network of strategically located data processing facilities that undergo constant audits according to ISO 27001, SOC 2, HIPAA, and GDPR standards. Users can ensure their document safety with features like two-factor authentication, multiple layers of user permissions, SSO, and 256-bit SSL encryption.

Availability

The users of Ideals data rooms can access the file-sharing and collaboration space through a browser without requiring plug-ins or additional hardware. The iOS and Android device users can also download applications to contribute to the workflow on the go.

Ideals online data room support team is available 24/7/265 via phone, email, and chat. The representatives speak over 11 languages and assist users with a single point of contact.

Ideals Pros

• Versatile data security features including activity tracking, multi-factor authentication, dynamic watermarking, and remote file retrieval
• Flat monthly fee pricing model with a 30-day free trial
• Customizable, intuitive interface available in 14 languages

Ideals Cons

• Some users mention that reporting features’ interface could be improved

Firmex Data Room

4.3/5.0

Firmex data room is a Canadian provider of data room services and software that are designed to simplify complex procedures. The platform offers an extensive selection of tools for managing confidential information, granting remote file access to external contributors, and leveraging data analytics for timely decision-making.

Firmex was founded in 2006 as a technology that would make traditional data rooms obsolete. The company has since catered to small and medium companies, primarily in the biotech, investment banking, pharma, and mining sectors.

Feature set

Firmex data rooms are equipped to perform all times of corporate transactions, including intellectual property protection, day-to-day collaboration, and file management within secure cloud storage. The tools that users will particularly benefit from include full-text search, expedited setup, and automatic indexing.

Security

Virtual data rooms by Firmex are audited and certified according to ISO 27001, HIPAA, and SOC 2 security standards. And the features that further assist users with protecting confidential data are granular permissions, multi-factor authentication, and access expirations.

Availability

Firmex data room is available via internet browser access, as well as through mobile applications for iOS and Android devices.

The Firmex team offers multilingual support via email and phone on a 24/7/265 basis.

Firmex Pros

• Several levels of user permissions allow for role-specific access management
• Detailed activity and file tracking
• Flexible data room pricing

Firmex Cons

• Lack of advanced online data room instruments compared to competitors
• Occasional system crashes
• Extended waiting periods for support responses

Onehub Data Room

4.2/5.0

OneHub is a virtual data room solutions provider widely recognized for flexible and secure collaboration workspaces. OneHub data rooms are a fitting solution for small and medium companies that require digital space for storing confidential data and communicating during various transactions.

OneHub was founded in 2007 as a data storage solution. The platform’s features can find applications in a variety of scenarios. But the sectors that will find OneHub deal room more beneficial than other data room vendors are finance, energy, education, and entertainment.

Feature set

Users can easily manage their files inside OneHub data rooms with instruments for bulk uploads, document previews, and simultaneous contributions.

Security

OneHub online data room provider undergoes security audits according to ISO 27001, SSAE 16, PCI DSS 1, and FISMA standards. OneHub users can ensure their data’s protection with tools like multi-layered access privileges, activity reporting, and automatic watermarking.

Availability

OneHub VDR is a SaaS solution that offers access through a secure Internet browser connection. The provider also developed applications for iOS and Android mobile devices.

OneHub’s support team is available 24/7/365 through phone, email, and a ticket-filing system.

OneHub Pros

• Sufficient virtual data room solutions for low-budget businesses
• High-standard document security with granular access settings and activity reports
• Intuitive interface

OneHub Cons

• Administrators might have challenges with tools that control access for external users
• Initial setup requires extensive technical support

Merrill Datasite

4.6/5.0

Merrill Datasite is an established provider of virtual data rooms for M&A cycles with an extensive legacy. Datasite virtual data rooms provide all the instruments for a multi-stage deal management process. Datasite data rooms are used for marketing deals, performing due diligence, and facilitating post-merger integration.

Merrill Corporation, the parent company of Datasite, was established in 1968 as a financial printing business. Now, Datasite is recognized as one of the best electronic data room providers for large and enterprise-level companies in the legal, corporate development, investment banking, and private equity sectors.

Feature set

Datasite delivers all the necessary tools to store confidential corporate data, organize documentation with features like drag-and-drop file upload, and facilitate secure data exchange. Datasite users also benefit from AI redaction, detailed engagement analytics, and automated workflow organization.

Security

Datasite’s security facilities that allow users to share confidential documents with confidence are certified according to ISO 27001 and SOC 2 standards. The provider’s data protection features include granular permissions, dynamic watermarking, and multiple-factor authentication.

Availability

Datasite data rooms are available through plugin-free browser access. Additionally, iOS and Android device users can download mobile applications to attend to their duties on the go.

Merrill Datasite support team speaks multiple languages and is available 24/7/365 via phone, email, and chat.

Datasite Pros

• Easy data exchange and document management with bulk uploads and automated categorization
• Detailed insights into all data room activity
• Complete feature set for full-circle M&A cycles

Datasite Cons

• Outdated, non-intuitive interface, compared to competitor virtual data room vendors
• A complex virtual data room pricing model that sometimes results in budget exceedings
• No free trial options for testing the data room hands-on

Ansarada Data Room

4.0/5.0

Ansarada is one of the best Australia-based virtual data room service providers for individual entrepreneurs and businesses of all sizes. Ansarada offers an equipped collaboration platform that allows users to upload files in bulk, share sensitive data, exchange confidential documents, and communicate with each other during M&A, IPO, fundraising, and other complex transactions.

Founded in 2005, Ansarada has been supplying well-structured data rooms to companies worldwide. The industries that benefit the most from Ansarada’s document repositories and electronic data room toolset are real estate, mining, financial advisory, healthcare, and gas and oil.

Feature set

Ansarada supplies all the basic tools offered by virtual data room vendors in the same segment. On top of that, the provider enhances the user experience with the incorporation of AI mechanisms, layered permissions, and adjustable functionality.

Security

Ansarada’s cloud storage software is audited and certified according to ISO 27001 and GDPR standards. In addition, the provider offers security features like detailed audit trails, IP restrictions, human-error resistance, and granular access permissions.

Availability

Ansarada is a SaaS platform available through Internet browsers on computers and mobile devices. At the moment, the provider does not offer tailored applications for smartphones.

Ansarada’s support team is accessible 24/7/365 via phone, email, and chat. Please note that this provider’s offer varies based on the package a user subscribes for.

Ansarada Pros

• Simplified content population with features that allow to drag and drop multiple files, redact data, and integrate with external cloud file storage platforms
• AI-automated workflows for fast and easy collaboration with multiple parties
• Configurable user management with an option to restrict access based on location, role, and device

Ansarada Cons

• Difficult to set up compared to other virtual data rooms services
• Poor adaptability with mobile devices restricts on-the-go contribution for busy executives
• Escalated virtual data room cost for the full-feature package

Finalize your virtual data rooms comparison

The comparison of the virtual deal room services helps you understand which traits you really need to have to satisfy your needs. Having the impression of what you can get for a certain sum of money will help you realize which characteristics are important for you and which you won’t use. Thus, before making your final decision you must decide on your list of demands for the virtual data rooms. Otherwise, you might end up using a web-based assistant not skilled enough to deal with your demands or you may find yourself paying more money for useless tools.

Most common VDR use cases

The reasons for using virtual data rooms are different depending on the industry specifics and business needs. Some seek data room solutions just for simple document storage, and project management, strategic transactions, others require reliable software that will assist in a due diligence process, loan syndication, litigation, real estate transactions, or licensing. 

In any case, the VDR solution is equally ideal for small, medium, and large businesses. Let’s define the top ten virtual data rooms use cases.

#1. Mergers and acquisitions 

What are data rooms for mergers and acquisitions? It’s an online repository with particular security features where all the confidential documents along with data about financial transactions are stored. 

Using a digital data room during the M&A, the sell side can close the business deal faster and in a more profitable way with the ability to effectively manage multiple projects.

#2. Investment banking

Startups or small businesses that seek fundraising also often opt for virtual data room solutions. 

Online data room providers maintain a smooth and effective due diligence process with the help of various security and collaboration tools.

Unlike a physical data room, modern virtual deal rooms enable interested numerous parties to quickly get acquainted with all the necessary documents needed and decide on the potential investment at the soonest. All the data is stored in one secure online repository and can be reached via a single link by all VDR users. Whereas physical data rooms would require actual visiting at least several times.

#3. Initial public offering (IPO)

What is a data room for the IPO? When companies seek extra opportunities by going public, they have to be ready to share confidential documents with investment bankers, potential investors, third-party experts, etc. Obviously, security during the entire deal lifecycle management is important not only for large corporations but also for startups, which is what the industry-leading features of data rooms provide.

#4. Audits (Due diligence)

Most companies go through an audit round sooner or later. And it always implies document sharing with multiple parties and interaction with employees. Virtual data room providers simplify that process a lot.

Using advanced data rooms, professionals can rest assured that all the confidential data about their company will stay safe.

#5. Strategic partnerships

When you think of a potential partnership, you need to find a way to share sensitive information with a prospective partner.

Inside a virtual deal room, you can securely manage sensitive documents applying multiple layers of security without the risk of their disclosure and also collaborate with each other in real time. This is what a physical data room can’t offer.

#6. Board communications

The best virtual data rooms allow enterprises to communicate during the deal with the help of such collaboration tools as in-built chat or Q&A section. 

By implementing an online data room, you get a controlled environment where you can invite users, manage permissions, restrict access, etc.

#7. Secure document sharing

This is the most frequent use case for virtual data room providers. Data rooms are generally used as corporate repositories to securely store documents of any kinds and large volumes of information. It includes but is not limited to data about financial transactions, confidential documents, financial statements, presentations, contracts, videos, etc.

#8. Bankruptcy

One of the most challenging cycles a company can experience is bankruptcy and reorganization. Here, you need tools to control, track, and share data with multiple parties. Important partners like loan managers, banks, legal administrators, attorneys, advisors from financial institutions, and others expect your data to be structured and accessible. Luckily, this is exactly what the data room industry leaders provide.

#9. Loan syndication

Loan syndication is a complicated, multiparty due diligence procedure. The information and communication requirements are changing and continuous throughout the deal, whether you manage the loan on behalf of the syndicate or negotiate it for a client. 

With data rooms, the borrower is confident that its most private corporate information is secure and accessible only to the appropriate individuals.

#10. Litigation

All private documents stored and transferred via VDR are kept secure thanks to the diversity of security measures that providers offer. Additionally, numerous attorneys can work on a case, monitoring activity inside a data room and communicating in real-time. 

#11. Real estate transactions

Professionals can manage many real estate projects in a secure, centralized space. To be more precise, you can add important data and team members wherever you are from any device and manage communications to speed up the transaction. Also, investors can follow each decision-making process and add questions and comments with the Q&A tool.

Top industries virtual data rooms are mostly used in

Below are the key industries where vdr vendors are implemented most often, the uses cases aren’t limited to these only and include many other businesses as well:

• Financial institutions
• Life sciences industry
• Intellectual property
• Law
• Startups
• Manufacturing
• Technology
• Investment banking
• Capital raising
• Real estate
• Private equity

Virtual data room key functionalities

No two virtual data room services are alike. All solutions differ in terms of the benefits and features virtual data rooms provide. That said, let’s take a closer look at the key features each data rooms vendor should offer to support dealmaker.

What security standards should a trusted data room meet?

The best way you can be certain and have peace of mind about the secure data room provider you’re going with is by their security certification. 

• ISO 9001 / ISO 27001. This is the leading international information security standard that guarantees a secure environment for safe information exchange and storage.
• AICPA — SOC 2. It is an auditing procedure by the American Institute of CPAs that makes sure that secure data rooms are safe enough to keep users’ data confidential. To get SOC 2 certification, different standards have to be followed, some of which are user access control, encryption, breach detection, firewall protection, two-factor verification, and disaster recovery. A secure platform that has SOC 2 certification shows you that they meet the standard level of security and take sophisticated security measures.
• GDPR. Known as General Data Protection Regulation, it provides a set of rules on security that data providers must adhere to, and failure to adhere to it may incur penalties. Any secure VDR who has this certification is known to store and share users’ data with the utmost privacy.
• HIPAA/ITAR compliant. This ensures that virtual data related to defense and military technologies is restricted only to US citizens. A VDR failing to adhere to these standards is subject to fines from the US government because it does not meet the parameters of secure cloud storage to protect privacy.
• AICPA — SOC 1. It is an audit of the internal controls that a data room provider has put in place to protect users’ data. A user can request this certification from a virtual data room company they want to engage with, as this gives them a basis of trust for secure file sharing.
• Privacy Shield compliance. It is an EU-US privacy shield that states that private data of the EU shall not be transferred. Data rooms that are compliant with this are secure data room services that can be trusted since they have to apply to the US Department of Commerce. 

The fundamental trait to take into account is data security. Usually, the online data rooms form a shield for the files to ensure a secure exchange of documents with partners. Being produced primarily for merger and acquisition deals and due diligence data room programs are packed with tools that facilitate these operations. Specifically, secure virtual data rooms must be characterized by a comprehensible file system, intuitive search algorithms, and the right to alter copies inside the repository. If you have a need to run several projects at the same time you have to find out if the repository lets you sort the users and create clusters with unequal access status.