Short answer
For UK businesses handling client personal data, the safest options encrypt on the sender’s device, keep data in the UK or EU, delete documents once collected, and log who uploaded and downloaded what. Of the twelve tools below, only a purpose-built collection tool meets all four: the storage and portal products (Tresorit, ShareFile, SmartVault) are strong on encryption or logging but keep documents by design, because storage is what you are buying. Email and consumer transfer services meet almost none. The table in section 3 marks each one.
If you mostly need to collect documents from clients, a collection tool costs less and holds less data than a portal or a storage subscription. If you need a shared workspace your team lives in, that is a different purchase.
Last updated September 2026. ShareFile, Tresorit, SmartVault and Egress were read from their own pages on 3 September 2026; the other figures date from this article’s earlier editions and have not been re-checked since. Prices exclude VAT unless stated, and vendors change them.
The 5 Criteria That Matter for UK Businesses
Before comparing specific platforms, it is essential to understand what makes document sharing genuinely secure for UK businesses. Not all encryption is equal, and GDPR compliance involves far more than simply ticking a box on a marketing page.
- Encryption type. Zero-knowledge (client-side) encryption means the provider never sees your data. Server-side encryption means they hold the keys and could theoretically access files.
- GDPR compliance. Does the platform enable you to meet UK GDPR obligations including data minimisation, storage limitation, and demonstrable security measures?
- UK/EU data residency. Where is your data physically stored? UK/EU hosting ensures GDPR jurisdiction applies. US hosting introduces data transfer risks under Schrems II.
- Automatic deletion.GDPR’s storage limitation principle requires data to be deleted when it is no longer needed. A tool that deletes a document once it has been collected does that work for you; a tool built around storage leaves it to you to remember.
- Audit trails.Regulated businesses need evidence of who accessed what and when. What matters is whether the tool can show you a record of the transfer if a regulator asks; the level of detail varies a great deal between products, so check what is actually logged rather than trusting the word “audit” on a pricing page.
Platform-by-Platform Comparison
1. Email (Outlook, Gmail, Apple Mail)
Email remains the most common method of sharing documents in UK businesses, and simultaneously the least secure. Standard email provides TLS encryption in transit at best, but documents are stored in plaintext on mail servers, backed up to multiple locations, and retained indefinitely. There are no access controls, no audit trails, and no way to delete a document after sending it.
The ICO has repeatedly stated that email is insufficient for sharing sensitive personal data. For regulated professionals including solicitors, accountants, and financial advisors, email-based document sharing represents a compliance failure under both GDPR and sector-specific regulations.
Email verdict
2. WeTransfer
WeTransfer is popular for sending large files but was designed for creative agencies sharing media assets, not for professional document handling. The free tier provides no password protection, uses server-side encryption (meaning WeTransfer holds the decryption keys), and stores data on US servers. Free transfers remain available for 3 days regardless of whether they have been downloaded, creating an unnecessary exposure window.
WeTransfer’s paid plans add password protection and extended storage, but still lack zero-knowledge encryption, UK data residency, and automatic deletion after a single download. For UK professionals handling regulated data, WeTransfer’s security model is insufficient.
Best for: Large creative files (videos, design assets) where security is not critical. Not suitable for: Personal data, financial documents, or regulated industries. Pricing: Free (3GB, 10 transfers per month) or paid plans from $6.99/month.
3. Dropbox
Dropbox is a capable cloud storage platform with strong collaboration features, but it is designed for persistent file storage and sharing, not for secure one-time document transfers. Files remain accessible until manually deleted, shared links can be forwarded to unintended recipients, and Dropbox holds the encryption keys for all data stored on its servers.
Dropbox Business adds admin controls, audit logging, and data processing agreements, making it more suitable for regulated use. However, data is primarily stored in the US, and there is no automatic deletion after download. For professionals who need to collect documents from external clients, Dropbox requires significant manual security management.
Best for: Internal team collaboration and file storage. Not suitable for: One-time document collection from external clients. Pricing:From £9.99/user/month (Business).
4. Microsoft OneDrive / SharePoint
Microsoft OneDrive, particularly when combined with SharePoint and Microsoft 365 compliance features, offers the strongest security posture of any general-purpose cloud storage platform. UK data residency is available for Microsoft 365 business customers, audit logging is comprehensive, and Information Rights Management can restrict forwarding and downloading.
The primary limitation is complexity. Achieving a fully secure document collection workflow in OneDrive requires significant IT configuration, and the platform was not designed for collecting documents from external clients who do not have Microsoft accounts. Sharing links can be password-protected but lack automatic deletion after download.
Best for: Enterprises with dedicated IT teams and existing Microsoft 365 deployments. Not suitable for: Small businesses collecting documents from external clients without IT support. Pricing:From £4.70/user/month (included in Microsoft 365 Business Basic).
5. Google Drive
Google Drive provides solid cloud storage with good collaboration features, but shares similar limitations to Dropbox for professional document collection. Google holds the encryption keys, data residency options are limited to EU regions rather than UK-specific, and there is no mechanism for automatic deletion after a single download.
Google Workspace business plans add admin controls and audit logging, but the platform remains optimised for persistent storage and collaboration rather than secure one-time document transfers. The advertising-driven business model also raises concerns for some regulated professionals regarding data processing.
Best for: Teams already using Google Workspace for collaboration. Not suitable for: Regulated document collection from external clients. Pricing:From £5.20/user/month (Google Workspace Business Starter).
6. DocuSign
DocuSign excels at electronic signatures and contract management, with strong security credentials including SOC 2 Type II certification and ISO 27001 compliance. The platform provides excellent audit trails through its Certificate of Completion, and EU/UK data residency is available for business customers.
However, DocuSign is purpose-built for document signing workflows, not for general document collection. Collecting supporting documents such as identity verification, financial statements, or medical reports requires workarounds that add complexity and cost. The pricing model also scales significantly with envelope volume.
Best for: Contract signing and agreement workflows. Not suitable for: General document collection from clients. Pricing:From £8/month (Personal) to £35/user/month (Business Pro).
7. Clio (Legal-Specific)
Clio is the market-leading practice management platform for law firms, with strong document management, client portals, and billing integration. Its security credentials are well-suited to legal practice, with SOC 2 Type II certification and comprehensive audit trails that satisfy SRA requirements.
The limitation is scope and industry. Clio is designed exclusively for legal practices, with pricing that reflects full practice management rather than document collection alone. For solicitors already using Clio, its document features are adequate. For other professions such as accountants, insurance brokers, or estate agents, Clio is neither available nor appropriate.
Best for: Law firms needing integrated practice management. Not suitable for: Non-legal professionals or businesses needing only document collection. Pricing:From £49/user/month (EasyStart) to £109/user/month (Complete).
8. ShareFile
ShareFile is a client portal with document workflows and e-signature, widely used in accounting. Clients log in to a branded portal, and documents live there alongside requests and approvals. That is genuinely useful when you have an ongoing relationship with a client who will use the portal repeatedly, and it is overhead when you need one document from someone who will never log in again.
The pricing shape matters for small practices. ShareFile publishes per-user prices in US dollars with a three-licence minimum on its main plans, so a sole practitioner buys three licences. There is a fuller side-by-side on the FileSeal and ShareFile comparison page.
ShareFile verdict
9. Tresorit
Tresorit is end-to-end encrypted cloud storage for teams, and its encryption story is the strongest of the storage products here: it describes itself as zero-knowledge, so the provider cannot read your files. If your requirement is an encrypted place for your team to keep and collaborate on documents over time, it is a serious option.
Two things to check before buying. Tresorit states that customers without a Data Residency Option are assigned to data centres in Ireland, with region selection including the United Kingdom available only on Business and Enterprise tiers. And its business pricing page does not render a numeric price: the figure appears at checkout, which makes a like-for-like comparison awkward. There is a fuller side-by-side on the FileSeal and Tresorit comparison page.
Tresorit verdict
10. SmartVault
SmartVault is a document management and client portal product aimed squarely at accounting firms, with request workflows built around tax season. It is closer to a purpose-built collection tool than the general storage products, and it keeps documents rather than deleting them, because it is also the filing cabinet.
SmartVault verdict
11. Egress (now part of KnowBe4)
Egress is a British secure email and large file transfer product long used in UK public sector and legal work. Buyers should know that Egress was acquired by KnowBe4, the acquisition has completed, and egress.com/pricing now redirects to knowbe4.com. There is no published per-user price to compare: it is a sales-led purchase.
That is not a criticism of the technology, which is well regarded for policy-driven email protection. It does mean that if you are a sole practitioner or a small firm wanting a price today, this is not the shape of purchase you are making.
Egress verdict
12. FileSeal (Purpose-Built Professional Document Collection)
FileSeal is purpose-built for UK professionals who need to collect and share sensitive documents with clients. Unlike general-purpose file sharing tools, FileSeal encrypts documents in the client’s browser before transmission. In the default Email them option FileSeal holds the key so it can email a working link; choose Get a link (Most private) and the key stays in the link, so FileSeal cannot read the files.
Documents are deleted from FileSeal’s servers after download, which supports GDPR’s storage limitation principle without manual intervention. Each link works once. Uploads, downloads, collections and expiry clean-up are logged against the request. Separately you can download an activity report. Creating a request is not itself logged, so this is a record of what happened to the documents rather than of every action in the account.
The platform supports two workflows: requesting documents from clients (secure upload links) and sending documents to clients (one-time download links). Both use the same browser-side encryption and the same two delivery options.
Best for: Accountants, solicitors, financial advisors, insurance brokers, recruitment agencies, and estate agents who collect sensitive documents from clients. Pricing: The free trial is 5 secure requests with no time limit and no card. Professional is £29 a month (£25 billed annually) and Teams is £59 a month (£47 billed annually) for up to 5 people including the owner, both plus VAT. No seat minimum, and no published Enterprise tier.
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Start Free TrialComparison Summary Table
The following summary shows how each platform performs across the five criteria that matter most for UK business document security:
| Platform | Encryption | GDPR | UK Data | Auto-Delete | Audit | Published price |
|---|---|---|---|---|---|---|
| Encryption: no | GDPR: no | UK Data: no | Auto-Delete: no | Audit: no | Bundled with a business email subscription | |
| WeTransfer | Encryption: partial | GDPR: partial | UK Data: no | Auto-Delete: no | Audit: no | Free tier, paid from $6.99/mo |
| Dropbox | Encryption: partial | GDPR: partial | UK Data: no | Auto-Delete: no | Audit: partial | From £9.99/user/mo (Business) |
| OneDrive | Encryption: partial | GDPR: yes | UK Data: yes | Auto-Delete: no | Audit: yes | From £4.70/user/mo (M365 Business Basic) |
| Google Drive | Encryption: partial | GDPR: partial | UK Data: partial | Auto-Delete: no | Audit: partial | From £5.20/user/mo (Workspace Starter) |
| DocuSign | Encryption: yes | GDPR: yes | UK Data: yes | Auto-Delete: partial | Audit: yes | From £8/mo to £35/user/mo |
| Clio | Encryption: yes | GDPR: yes | UK Data: partial | Auto-Delete: no | Audit: yes | From £49 to £109/user/mo |
| ShareFile | Encryption: partial | GDPR: yes | UK Data: partial | Auto-Delete: no | Audit: partial | $18.15/user/mo, $16.50 annual, min 3 licences |
| Tresorit | Encryption: yes | GDPR: yes | UK Data: partial | Auto-Delete: no | Audit: partial | Per user, not shown before checkout |
| SmartVault | Encryption: partial | GDPR: yes | UK Data: partial | Auto-Delete: no | Audit: partial | $55/user/mo annual, min 3 users |
| Egress (KnowBe4) | Encryption: partial | GDPR: partial | UK Data: partial | Auto-Delete: partial | Audit: partial | Not published, sales-led |
| FileSeal | Encryption: yes | GDPR: yes | UK Data: yes | Auto-Delete: yes | Audit: yes | £29/mo, £25 annual, no seat minimum |
= Full support ~ = Partial or depends on tier = Not available or insufficient
Marks describe each tool in its default configuration. ShareFile, Tresorit, SmartVault and Egress were read from the vendors’ own pages on 3 September 2026; the marks and prices for email, WeTransfer, Dropbox, OneDrive, Google Drive, DocuSign and Clio carry over from this article’s earlier editions and have not been re-checked since. Where a capability depends on the tier or how the account is set up it is marked partial rather than assumed. Prices are quoted in the currency each vendor publishes and exclude VAT unless stated. Check the vendor’s current pricing page before deciding.
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General File Sharing vs Professional Document Collection
The fundamental distinction in this comparison is between tools designed for general file sharing and tools designed for professional document collection. General platforms like Dropbox, OneDrive, and Google Drive excel at persistent storage and team collaboration. They are designed to keep files accessible over time, which is the opposite of what secure document collection requires.
Professional document collection has a different lifecycle: a client uploads a document, the professional downloads it, and the original should be deleted. Keeping documents accessible indefinitely creates security risk and GDPR liability without providing any benefit. Purpose-built tools recognise this lifecycle and build security around it.
For UK businesses that need both capabilities, the most effective approach is to use a general platform for internal collaboration (OneDrive or Google Drive) alongside a purpose-built tool for external document collection. This provides the best of both worlds without compromising security.
Choosing the Right Tool for Your Business
The right tool depends on the nature of your work and who you are sharing documents with.
Regulated professionals (solicitors, accountants, financial advisors, insurance brokers) need encryption in the browser with an optional zero-knowledge mode, audit trails, and automatic deletion. Use a purpose-built tool like FileSeal for client document collection alongside your existing practice management system.
SMEs and startups handling client data need GDPR compliance without IT complexity. A purpose-built document collection tool provides compliance out of the box, while OneDrive or Google Drive handles internal storage.
Enterprise organisations with large teams and IT departments need integration with existing systems. Microsoft 365 with proper configuration handles internal needs well; add a specialist tool for external client-facing document collection.
Creative and media businesses (agencies, designers, content creators) need large file transfer without strict compliance requirements. WeTransfer or Dropbox handles creative assets. Switch to a secure tool when handling contracts or client personal data.
The Bottom Line for UK Businesses
No single tool is perfect for every scenario, but the security gap between general-purpose file sharing and purpose-built document collection is significant. Email is the highest-risk option and should be eliminated for all sensitive document transfers. WeTransfer and consumer cloud storage provide convenience but lack the security features that UK regulations demand.
For UK businesses that handle client personal data, the choice is increasingly clear: use purpose-built tools with browser-side encryption and an optional zero-knowledge mode, automatic deletion, and audit trails for document collection. Reserve general platforms for internal collaboration and non-sensitive file sharing.
The cost difference is negligible. At £29/month, a purpose-built secure document collection tool costs less than a single hour of a solicitor’s time, and infinitely less than the average GDPR fine. The question is not whether you can afford secure document sharing, but whether you can afford to continue without it.
Frequently Asked Questions
What is the most secure way to share documents for UK businesses in 2026?
Look for four things together: encryption applied on the sender’s device before upload, UK or EU data residency, deletion once the document has been collected, and a log of who uploaded and downloaded what. Purpose-built collection tools tend to offer all four. Email, consumer transfer services and general cloud storage each miss at least one, usually deletion.
Is email GDPR compliant for sharing business documents?
Standard email is a poor fit for sensitive documents. Attachments sit in plaintext on mail servers, are copied into backups, stay in both mailboxes indefinitely, and cannot be recalled. There is no access log to show a regulator. The ICO expects appropriate technical measures for personal data, and an ordinary email attachment does not provide them.
Is WeTransfer safe for sensitive UK business documents?
WeTransfer is built for large creative files rather than regulated client data. It uses server-side encryption, so the provider holds the keys, and free transfers stay downloadable for a fixed window whether or not anyone collected them. Paid plans add password protection. For passports, bank statements or legal papers, a tool that encrypts on the device and deletes after collection is a better fit.
What should UK businesses look for in a secure document sharing tool?
Five criteria: where encryption happens and who holds the key; whether the tool helps you meet your own UK GDPR obligations; where the data physically sits; whether documents are deleted once collected rather than kept indefinitely; and what record you can show if a regulator asks how a document was transferred.
How does FileSeal compare to Dropbox and OneDrive for professional document sharing?
They solve different problems. Dropbox and OneDrive are general-purpose storage designed to keep files available over time. FileSeal collects a document from a client through a one-time encrypted link, then deletes it from FileSeal’s servers after the download. Most firms end up using both: cloud storage for internal work, a collection tool for documents arriving from outside.
How much does FileSeal cost?
The free trial is 5 secure requests with no time limit and no card. Professional is £29 a month (£25 billed annually) and Teams is £59 a month (£47 billed annually) for up to 5 people including the owner, both plus VAT. Extra Teams seats are £10 a month each on request. There is no published Enterprise tier.
Can FileSeal read the documents my clients upload?
It depends on the delivery mode, and FileSeal states both plainly. “Email them” is the default and lets FileSeal keep the key so it can email a working link. “Get a link”, labelled Most private, keeps the key only in the link, so FileSeal stores ciphertext it cannot read. Files are encrypted with AES-GCM-256 on the device before upload in either mode.
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Written by the FileSeal security and compliance team. We specialise in document security, GDPR compliance, and data protection for UK professionals. Our guides are reviewed by industry practitioners and updated regularly.