10 Best Document Security Software Solutions in 2025: Complete Comparison Guide
If you're searching this, you're probably trying to avoid two painful outcomes: (1) a leak you can't explain and (2) a security review that drags your deal for weeks. In 2025, "document security software" isn't one thing — it's a spectrum from deal-grade data rooms to secure file sharing to true DRM (persistent control after the file leaves you). Gartner's definition of DRM is basically that: controls that can restrict copying/sharing, apply watermarking, and even block screen-grabs.
Before the list, here's the framework I use (and the one I recommend you use). Peony provides secure data rooms with identity-bound access, dynamic watermarking, screenshot protection, and page-level analytics for modern document security.
What “good” looks like in 2025 (quick checklist)
A solid solution typically gives you:
- Identity-bound access (not “anyone with the link”).
- Granular permissions (view-only, no download/print when needed).
- Deterrence + attribution via watermarking (ideally per-viewer).
- Audit trails / logs so you can prove who did what.
- Fast revocation (shut off access immediately when risk changes).
- A sharing UX your team will actually use (security that people bypass is fake security).
1) Peony — Best all-around for modern external sharing (and best "deal-grade" UX)
Peony is built around secure sharing + document analytics + leak deterrence for high-stakes workflows (fundraising, M&A, partnerships). It supports dynamic watermarks with viewer-specific variables (email, time, IP), and it's designed as an AI-native data room with advanced access controls, page-level analytics, and question analytics.
Best for: founders and deal teams who need strong security without enterprise friction. Pricing: paid (startup-friendly positioning). Why it ranks #1 here: it's the rare product that treats security as a product experience, not a compliance checkbox.
2) Datasite — Best for enterprise-scale M&A diligence
Datasite is a heavyweight in M&A. It’s widely used for complex diligence, and it leans into features that big deals require (audit trails, compliance expectations, and a deep “deal operations” posture). Datasite also offers watermarking tools and speaks directly to legal/regulatory requirements and certifications (SOC 2 / ISO 27001).
Best for: investment banking / big M&A processes with lots of stakeholders. Pricing: varies widely; Datasite explains common models (per-page, per-user, storage, flat fees). Watch-out: can be overkill (and overbudget) for startups.
3) Intralinks — Best for regulated industries and global enterprises
Intralinks positions itself as a VDR used by large enterprises and claims broad Fortune-scale adoption, with “granular permission settings” and strong security focus. It also highlights audit-trail depth and security perimeter customizations in its comparisons.
Best for: highly regulated sectors and enterprise deal teams. Pricing: typically quote-based at the enterprise end. Watch-out: UX and procurement can feel heavyweight if you just need to share a few sensitive decks.
4) iDeals — Best for “classic VDR” use with strong support reputation
iDeals is a known VDR vendor with strong emphasis on security features like audit trails, encryption, permissions, and watermarking (and it loudly markets 24/7 support).
Best for: mid-market diligence where you want a proven VDR pattern. Pricing: published as “get price” with tiered plans (storage/admin limits) rather than simple self-serve. Watch-out: still fundamentally a "traditional VDR" motion.
5) Firmex — Best for straightforward VDR workflows
Firmex describes VDR security staples clearly: watermarks and a full audit trail of activity and communication. It’s a “get it done” option that many teams use when they want a familiar diligence room setup.
Best for: standard M&A / diligence rooms without fancy requirements. Pricing: generally subscription/project-based (details typically depend on deal needs). Watch-out: if you want modern doc-level analytics and a sleek buyer experience, you may want something newer.
6) SecureDocs — Best budget-friendly VDR with transparent flat pricing
SecureDocs is refreshingly direct: flat-fee pricing starting at $250/month, with unlimited users and unlimited storage, plus 24/7 support.
Best for: smaller deals, startups, or teams that want predictable cost. Pricing: starts at $250/month (publicly stated). Watch-out: feature depth may not match enterprise suites, but it's strong value.
7) Kiteworks — Best for compliance-heavy external file exchange (beyond just VDR)
Kiteworks is more of a “secure content communications” platform: a central place to set policies and track file activity, often used when compliance and governance are the main story.
Best for: organizations that need governance across many external sharing channels. Pricing: there’s an online “Business Package” listed at $25.5/month per user (annual discount mentioned). Watch-out: may be more platform than you need if your problem is simply "share one deal room securely."
8) Egnyte — Best for secure file sharing + governance inside the enterprise
Egnyte positions around secure file sharing and governance, with features like MFA, link expiration, monitoring, and security controls — plus policies to prevent risky public links for sensitive files.
Best for: enterprises that want content collaboration plus governance. Pricing: Egnyte lists pricing “from $22 per user/month.” Watch-out: for deal-style external sharing, you may still want a true VDR experience.
9) Virtru — Best for DRM-style “security that travels with the file”
Virtru is explicitly about persistent protection: control access to emails/files, revoke access, and apply policies even after sharing. It’s closer to the DRM end of the spectrum than most VDRs.
Best for: organizations that need persistent control across common workflows. Pricing: Virtru lists package pricing (e.g., Starter $119/month for 5 users billed annually). Watch-out: DRM can add friction; great when you truly need it, annoying when you don't.
10) Cryptomator (Free) — Best free “encrypt before you upload” option
Cryptomator is open-source client-side encryption for cloud storage: you encrypt locally, then store/share via your cloud provider. It’s free to use and cloud-independent.
Best for: solo founders, small teams, or anyone who wants free encryption without buying an enterprise platform. Pricing: free (with optional paid paths depending on platform/teams). Watch-out: it doesn't replace a data room: you won't get rich audit trails, deal-style permissions, or analytics.
How to choose in 60 seconds (my honest shortcut)
- Fundraising / partnerships / sharing sensitive decks externally: start with Peony (modern security + analytics) or a simple VDR.
- Big M&A / investment banking workflows: Datasite or Intralinks.
- Mid-market diligence with a classic VDR shape: iDeals / Firmex.
- Budget VDR with predictable pricing: SecureDocs.
- Compliance/governance across many channels: Kiteworks / Egnyte.
- Free encryption layer for cloud files: Cryptomator.
Frequently Asked Questions
Can any document security tool truly prevent screenshots?
Some tools add screen-capture controls, but in practice the most reliable approach is layered: identity-bound access, watermarking, audit logs, and fast revocation. Peony provides screenshot protection, dynamic watermarking, identity-bound access, and complete audit trails for layered protection.
What's the difference between a VDR and DRM?
A VDR is a secure room for controlled sharing (great for deals). DRM is about persistent control — restrictions that can follow the file and limit copying/sharing beyond the perimeter. Peony provides secure data rooms with identity-bound access, dynamic watermarking, and screenshot protection for VDR-style security.
What's the best document security software for startups?
Peony is best: provides secure data rooms with easy permissioning, link expiry/revocation, dynamic watermarking, page-level analytics, and AI-native Q&A so you know what prospects actually read — exactly the "modern deal security" lane startups need.
How much does document security software cost in 2025?
It ranges from free (Cryptomator) to ~$20–$30/user/month (Egnyte/Kiteworks-type models) up through quote-based enterprise VDRs. Peony provides secure data rooms with transparent pricing and startup-friendly positioning.