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GDPR-compliant VDR solutions
Best Data Room for EU GDPR Compliance
GDPR compliance isn't optional for EU transactions. Find virtual data rooms with EU data centers, proper legal frameworks, and privacy-by-design features to keep your deals compliant.
Top GDPR-Compliant Data Rooms
Papermark
Open‑source DocSend alternative with analytics & data roomsPapermark is a modern, security-focused virtual data room designed for startups and lean teams. It lets you run unlimited data rooms from $79/month, with options for both SaaS and self-hosting. Custom domains and full branding help you present a polished, on-brand experience to investors and partners. Detailed analytics, audit logs, and secure share links give clear insight into who is viewing your documents and how they engage.
G2
Dealroom
Modern VDR for M&A, due diligence, and complex transactions.Dealroom is a virtual data room built around M&A pipelines and due diligence workflows. It brings files, requests, and deal tasks into one workspace so teams can track progress without jumping between tools. Users can follow activity across multiple deals and see which items are blocked or complete. It suits deal teams that want a single, structured hub to manage the entire transaction lifecycle.
G2
Intralinks
Enterprise VDR for secure document management and complex deal execution.Intralinks is an enterprise-level data room used for large, sensitive transactions. It offers strict permission controls, detailed audit trails, and strong security settings to meet the needs of banks, advisors, and global corporations. Web and mobile access make it easier for distributed teams to work on the same deal securely. It is best for organizations that place compliance and control above simplicity.
G2
iDeals
Enterprise-grade VDR with exceptional support and multilingual capabilities.iDeals is a virtual data room known for its mix of strong security and user-friendly design. Features like granular permissions, redaction, watermarking, and page-level reporting support high-stakes M&A and fundraising projects. The platform is available on desktop and mobile, with data centers in multiple regions for global coverage. It is a good fit for teams that expect fast, reliable support and a smooth onboarding experience.
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Ansarada
AI-assisted VDR with intelligent workflows and predictive insights.Ansarada is a virtual data room that adds guided workflows and light AI on top of secure file sharing. Its checklists, templates, and dashboards help deal teams prepare rooms, manage Q&A, and track risk areas during due diligence. The platform highlights which tasks need attention so projects stay on schedule. It works well for organizations that want more structure and insight built into their deal process.
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Datasite
Comprehensive M&A platform with global scale and workflow automation.Datasite is a virtual data room platform widely used for mid-market and large M&A transactions. It supports secure document sharing, buyer tracking, and deal preparation in one environment. Web and mobile apps, along with strong search and reporting, help teams review materials quickly and stay aligned. It is often chosen by advisors and corporate development teams that handle many complex deals each year.
G2GDPR Requirements for Data Rooms
The General Data Protection Regulation applies to any transaction involving EU data subjects—which includes most European M&A deals, cross-border transactions, and any deal where target company data includes EU residents.
- Personal data must be processed lawfully and transparently
- Data transfers outside the EU require legal safeguards
- Data subjects have rights to access, correction, and erasure
- Violations can result in fines up to 4% of global revenue
The Risk of Non-Compliance
GDPR violations during M&A can derail deals entirely. Discovered compliance issues become material findings in due diligence, affect valuations, and can even kill transactions. Choose a compliant VDR from the start to avoid complications.
GDPR Requirements for VDRs
A GDPR-compliant data room must address several key regulatory requirements:
Data Processing Agreements (DPAs)
Under GDPR Article 28, you need a formal agreement with any processor handling personal data:
- Scope of processing: Clear definition of what data is processed and for what purpose
- Security measures: Technical and organizational measures to protect data
- Sub-processor controls: Rules for engaging additional processors
- Audit rights: Your ability to verify compliance
International Data Transfers
If your VDR stores or processes data outside the EU/EEA, you need legal mechanisms in place:
- Adequacy decisions: Transfers to countries the EU deems adequate (limited list)
- Standard Contractual Clauses (SCCs): EU-approved contract templates for transfers
- Binding Corporate Rules: For intra-group transfers in multinationals
- Supplementary measures: Additional safeguards for high-risk transfers
Key GDPR Features to Look For
Beyond legal frameworks, your VDR should have built-in features that support GDPR compliance:
EU Data Centers
Store data within the EU to simplify compliance
Consent Management
Track and document user consent for data processing
Access Logs
Complete audit trails for data access requests
Data Deletion
Ability to permanently delete data when required
Encryption Standards
AES-256 encryption at rest and in transit
DPA Templates
Ready-to-sign data processing agreements
GDPR Compliance Checklist for VDRs
Use this checklist when evaluating VDR providers for GDPR compliance:
Legal & Contractual
Technical & Security
Data Subject Rights
Compare GDPR-Compliant Providers
Most major VDR providers offer GDPR compliance, but implementation varies:
European-Headquartered
iDeals (Switzerland) offers native EU compliance with European headquarters and strong GDPR infrastructure. Excellent for deals requiring maximum EU data protection assurance.
Global with Strong EU Presence
Intralinks, Datasite, and Ansarada all offer EU data centers and comprehensive GDPR compliance frameworks. Standard choice for large international transactions.
Modern GDPR-First Approach
Papermark offers EU data centers with privacy-by-design architecture. Full GDPR compliance at a fraction of enterprise pricing, ideal for EU startups and mid-market deals.
Compliance Tip
Request the vendor's DPA and sub-processor list before signing. Review with your legal team to ensure it meets your specific GDPR obligations. Don't assume "GDPR compliant" marketing claims are sufficient.
Frequently Asked Questions
What makes a data room GDPR compliant?
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GDPR compliance requires several elements: a proper Data Processing Agreement with the provider, appropriate technical measures (encryption, access controls), the ability to fulfill data subject rights (access, deletion), and either EU data residency or valid transfer mechanisms (SCCs) for data stored outside the EU.
Do I need an EU-based data room for GDPR compliance?
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Not necessarily. Data can be stored outside the EU with proper legal safeguards like Standard Contractual Clauses. However, EU data centers simplify compliance, avoid transfer mechanism complexity, and may be preferred or required by some counterparties in sensitive transactions.
What is a Data Processing Agreement and why do I need one?
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A DPA is a legally required contract under GDPR Article 28 that governs how your VDR provider processes personal data on your behalf. It specifies security measures, data handling procedures, sub-processor rules, and breach notification requirements. You need one before uploading any personal data to the platform.
How do Standard Contractual Clauses work for data transfers?
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SCCs are EU-approved contract templates that provide legal protection for transferring personal data outside the EU/EEA. When your VDR provider stores data in non-EU locations, SCCs (combined with supplementary measures where needed) provide the legal basis for that transfer. Most major VDRs include SCCs in their standard agreements.
What happens if there's a data breach in the VDR?
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Under GDPR, data breaches must be reported to supervisory authorities within 72 hours and to affected data subjects in high-risk cases. Your VDR provider should have breach detection and notification procedures documented in the DPA. Ensure you understand the notification process and your obligations as the data controller.
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