Virtual Data Rooms are the backbone of modern M&A due diligence. But, when your data room starts slowing you down, support is nowhere to be found, or security feels more like a checkbox than a standard – frustration builds quickly. Here are the top 5 VDR Pain Points – based on research from multiple review sites, articles and relevant forums – that exasperate data room users, and what to look for in a VDR provider to avoid them.
1. Performance that grinds your deal to a halt
Due diligence is already pressure-filled, but when your platform lags, crashes, or takes forever to upload documents, it adds unnecessary stress. For large, complex deals with multiple bidder groups and round-the-clock-access, speeds isn’t a luxury, it’s critical. Yet, too many data rooms simply can’t keep up. The result? Costly delays, frustrated stakeholders, and missed deadlines.
VDR provider must haves:
- Load-balanced architecture for more than 99.99% uptime.
- High-speed file uploads and downloads at scale.
- Real time updates with minimal latency.
- Smart Scaling – so additional computation power is added during peak activity.
2. Customer service that vanishes when you need it most
Deals aren’t “cookie-cutter” and don’t run 9-5, so neither should your support team. In the middle of a live transaction, there’s nothing more stressful than hitting a roadblock, and waiting hours, or days for a response, or getting nowhere with a chatbot. Whether it’s setting permissions, structuring the data-tree or fixing corrupted files, you deserve immediate, expert assistance.
VDR provider must haves:
- Consistently high ratings for customer service on review sites (e.g. Capterra).
- Dedicated project managers with significant experience in deal management.
- True 24/7/365 human support (not bots).
- Multilingual service to support international teams.
3. Security that leaves too much to chance
In an era of cyber threats and data breaches, the idea that someone unauthorised could access your confidential deal information is enough to make any dealmaker lose sleep. Not all VDRs are created equal, and shortcuts on security could mean disaster – both financially and reputationally.
VDR provider must haves:
- Full ISO 27001 certification.
- Encryption in transit and at rest .
- Optional SSO (Single Sign-On).
- Granular user permissions with audit trails.
- Multi-Factor-Authentication (MFA).
- Dynamic watermarking capabilities.
4. Poor usability or missing features that slow down even the pros
You expect your VDR to simplify the due diligence process, not create more work. Clunky interfaces and missing features can seriously hinder progress. Tools and features should be designed with a deep understanding of the Due Diligence process, so that they actually deliver and save you time.
VDR provider must haves:
- AI-Powered Redaction tool with contextual understanding, producing high accuracy results.
- Instant, in VDR translation from any language to any language.
- LLM based automatic clause detection, and the ability to customise the AI to your deal.
- Advanced Q&A module with features such as custom workflows, question limits and legal check capabilities.
- Dynamic reporting that gives you the insights you need most.
5. Pricing that’s unclear, inflexible, or just plain unfair
No one wants to be surprised by hidden overage charges, “premium” fees for basic features or a lack of transparency in what’s included. Low-end VDRs may offer attractive pricing but often lack the features you need when it really matters. For the higher-end providers, some uses have reported inflexible pricing models, confusing pricing structures and unexpected additional charges.
VDR provider must haves:
- Transparent pricing with no hidden costs.
- Flexible pricing options to suit different deal types.
- All-inclusive plans with premium features included.
Final Thoughts:
When your VDR works against you, it’s more than just annoying – it’s a liability. The right provider should empower your deal, not hinder it. As you compare options, looks past the marketing fluff and ask the hard questions. Your deals deserve better.
Interested to learn more about how our platform can benefit your business? Book a demo of AI-Powered VDR now.
