Virtual Vaults Data Room
What is Virtual Vaults?
Virtual Vaults is a Dutch virtual data room (VDR) provider built around the full lifecycle of a deal rather than the due diligence phase alone. It was founded in 2014 in Rotterdam by Jeroen Kruithof, who spent more than 15 years running data room services for major VDR providers, law firms, and investment banks before starting the company. Virtual Vaults reports more than 100,000 users on its platform.
The product runs across three connected stages. Workspaces handles deal preparation: collecting documents, assigning tasks, and redacting sensitive details. The Data Room handles due diligence, with permissions, Q&A, and analytics. Archive closes the deal with a secure USB drive or cloud backup and a comfort letter. Documents move between the three stages without re-uploading.
Its primary buyers are deal advisors, private equity firms, corporate M&A teams, law firms, and real estate professionals, largely on mid-market transactions in Europe. Core use cases include M&A due diligence, real estate transactions, legal due diligence, fundraising, and ongoing portfolio management for repeat dealmakers.
Virtual Vaults positions itself against larger, due diligence-only VDR vendors on two points: covering the entire deal lifecycle in one connected platform, and a flat, sell-side-user-based pricing model with unlimited data storage rather than storage-tiered or per-GB pricing. Support is delivered directly rather than through resellers, with a dedicated Customer Success Manager included on its higher plans.
Virtual Vaults publishes pricing directly on its own site across two product lines, Workspaces and Data Room, billed monthly with discounts for longer commitments (3 months: -15%, 6 months: -30%, 12 months: -40%).
Workspaces Free: €0/month, free for deal advisors, 3 workspaces Workspaces Plus: €360/month, 5 workspaces, adds branding and a Customer Success Manager Data Room Basic: €527/month, up to 3 sell-side users, unlimited buy-side users Data Room Standard: €639/month, up to 7 sell-side users, adds a dedicated Customer Success Manager Data Room Advanced: €1,055/month, up to 15 sell-side users, adds a Q&A approval flow and a security review Enterprise: price on request, unlimited users and the full feature set
All Data Room tiers include unlimited data storage at a fixed price rather than per-GB billing. Archive add-ons are priced separately: a USB archive drive with a comfort letter costs €199, and a cloud archive add-on costs €50 per recipient.
Advantages
- Strong, responsive customer support
- Easy to learn, minimal onboarding friction
- Granular access controls and encryption praised for high-volume, sensitive document exchanges
- Clear folder structure and straightforward reporting
Things To Consider
- Pricing seen as high for small deals or smaller organizations
- Costs can rise if a deal timeline extends and the project renews
- Advanced features take time to fully learn
- Migrating documents from Workspaces to the Data Room is unclear
customer service
Support is delivered directly by Virtual Vaults rather than through resellers, with 24/7 phone and email coverage in English, Dutch, German, and French. A dedicated Customer Success Manager is included from the Standard/Plus tier upward. Customer support consistently rates above 4.8 out of 5 across Capterra, Software Advice, and GetApp, the highest-rated aspect of the product in third-party reviews.
security, compliance, and certifications
Virtual Vaults holds ISO/IEC 27001:2022 certification and states GDPR compliance, with multi-factor authentication and AES 256 encryption as baseline protections. Data is stored redundantly across two locations on Microsoft Azure, and the company contracts Securify for penetration testing and carries Chubb Cyber Risk insurance for incident response. No SOC 2 report or public bug bounty program was found published, which may matter to buyers who specifically require US-style attestations.
competitive advantages
Virtual Vaults’ main differentiator is scope. Most VDR competitors cover only the due diligence phase, while Virtual Vaults connects deal preparation, due diligence, and closing in one platform with document handoff between stages. Its flat-rate pricing based on sell-side user count, with unlimited storage, is also positioned against the usage- or storage-based pricing common elsewhere in the category.
use cases
The platform is used for M&A due diligence, real estate transactions, legal due diligence, fundraising, and ongoing portfolio management by private equity and corporate development teams. Case studies published by Virtual Vaults describe use by accounting and corporate finance advisory firms managing multiple simultaneous deals.
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