10 top encrypted collaboration tools for secure digital workplaces

Sara Ana Cemazar
February 22, 2024
min read

Did you know that as per recent estimates, 43% of cyber attacks are aimed at small businesses? 

As a matter of grave concern, only 14% of SMBs are geared up to counter such an attack that often severely impacts their brand position and prospects of growth.

In this scenario, encrypted collaboration tools can help enterprises strive to safeguard their digital workspaces. These tools also enhance productivity, prompt secure collaboration with all stakeholders, and ensure that sensitive information remains secure from unauthorized access.

As senior IT leaders, CXOs seek reliable solutions amidst rising cyber threats, identifying the most suitable encrypted collaboration tools is paramount. 

To help you with the search, let’s discuss how you can select top-tier chat and collaboration platforms.

Why should you use encrypted collaboration tools?

For modern businesses trying to avert the looming dangers of sophisticated cyber threats, leveraging encrypted collaboration tools has become a necessity, especially in times where shadow IT apps are used by so many employees.

Here are the three pivotal reasons why adopting these tools is indispensable:

1. Enhanced data security

Encrypted collaboration tools increase organizational security. They safeguard sensitive information from cyber threats, unauthorized access, and potential data breaches. By encrypting organizational messages and files, they ensure that only intended recipients can access and read the content, safeguarding your organization's confidentiality and integrity.

2. Regulatory compliance

Many industries are subject to strict regulatory requirements regarding data protection and privacy. Using encrypted collaboration tools helps businesses comply with laws like GDPR, HIPAA, CCPA, and others, avoiding hefty fines and legal complications.

3. Trust and reputation

Employing robust encryption demonstrates a commitment to security, fostering trust among clients, partners, and employees. This not only strengthens relationships but also enhances your company's reputation as a reliable entity in a digitally connected world.

Top 10 encrypted collaboration tools

Now, let us discover the elite encrypted collaboration tools that stand out for their robust security measures:

1. Rocket.Chat

encrypted collaboration tools

Rocket.Chat is a leading open-source communication platform that offers enhanced security for organizations prioritizing data protection and privacy. 

It's designed to provide a secure, customizable, and scalable solution for all your collaborative needs, ensuring a seamless and safe environment for internal and external communication.

Key security features

  • End-to-end encryption for messages and files ensures that only the sender and recipient can read them.
  • Two-factor authentication (2FA) adds an extra layer of security for user logins.
  • Compliance with GDPR, HIPAA, and other regulatory standards, providing a framework for data protection and privacy.
  • Enables businesses to deliver exceptional customer experiences by consolidating communications from various channels into a single platform.
  • Role-based access control (RBAC) to manage permissions and access to information within the organization.
  • Offers flexibility in deployment with options for self-hosted, air-gapped, or secure cloud setups. 
  • E2E encryption protecting information from unauthorized access or interception.
  • Trusted by major organizations and even funded projects by the U.S. Department of Homeland Security, Rocket.Chat has proven its capability to meet the highest standards of security and reliability.

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2. Wire

Wire provides a secure encrypted messaging and collaboration platform that caters to the rigorous privacy requirements of modern organizations. It combines secure messaging, voice and video calls, and file sharing within a user-friendly interface, making it an ideal choice for enterprises looking for comprehensive communication solutions.

Key security features

  • Ensures complete privacy through end-to-end encryption across all communications.
  • Allows the creation of secure guest rooms to collaborate with external partners while maintaining data control.
  • Adheres to GDPR, demonstrating a strong commitment to data protection and privacy.
  • Enhances account security with multi-factor authentication to prevent unauthorized access.
  • Undergoes external audits and regular penetration tests to continuously strengthen its security posture.

3. Microsoft Teams

encrypted collaboration tools

Microsoft Teams, as a core component of the Office 365 suite, provides a secure collaboration space for chat, meetings, calls, and document sharing. Designed for businesses of all sizes, it integrates seamlessly with Microsoft's productivity tools, ensuring a secure platform for teamwork.

Key security features

  • Protects conversations and shared files with advanced encryption for data in transit and at rest.
  • Meets a wide range of industry standards, including ISO 27001 and HIPAA, ensuring compliance.
  • Secures user identities with multi-factor authentication and conditional access policies.
  • Includes data loss prevention capabilities to safeguard sensitive information from being shared accidentally.
  • Facilitates secure collaboration with external parties through secure guest access.
  • Integrates with Microsoft's advanced security and compliance center for effective management.

4. Asana

Asana facilitates secure project management and team collaboration by organizing tasks, projects, and deadlines. It ensures that all project-related communications are protected, making it a preferred tool for teams prioritizing security alongside efficient project management.

Key security features

  • Secures project information and communications with data encryption in transit and at rest.
  • Offers secure access through SAML-based single sign-on and two-factor authentication.
  • Complies with GDPR and other privacy regulations, ensuring responsible data handling.
  • Provides customizable privacy settings to control project and task visibility.
  • Ensures data integrity with automatic backups and secure data storage for data loss prevention.
  • Supports secure authentication and collaboration through G Suite integration.

5. Trello

encrypted collaboration tools

Trello streamlines project management and team collaboration through its intuitive boards, lists, and cards system. It's designed to help teams organize and prioritize projects in a fun, flexible, and rewarding way, all while maintaining a strong focus on security.

Key security features

  • Encrypts data in transit and at rest to protect your project details and communications.
  • Offers secure access with two-factor authentication to enhance the security of user accounts.
  • Ensures compliance with GDPR, providing a framework for managing users' data securely and responsibly.
  • Allows for detailed control over board and card privacy settings, giving teams the ability to regulate access and visibility.
  • Conducts regular security assessments and audits to maintain a high level of security and data protection.

6. Google Drive

Google Drive is a secure platform for storing, sharing, and collaborating on files and documents. Integrated with Google's powerful suite of productivity tools, it facilitates seamless collaboration across documents, spreadsheets, and presentations, ensuring data is kept safe and accessible.

Key security features

  • Implements robust encryption for data in transit and at rest, safeguarding your files against unauthorized access.
  • Supports multi-factor authentication, adding an extra layer of security to protect user accounts.
  • Complies with various compliance certifications, including ISO/IEC 27001, ensuring adherence to strict data protection standards.
  • Provides advanced sharing controls to manage who can view, edit, or comment on your documents, enhancing data privacy.
  • Utilizes Google's advanced artificial intelligence and machine learning to detect and alert users of potential security risks.

7. Nextcloud

encrypted collaboration tools

Nextcloud offers a self-hosted cloud storage solution, enabling businesses to manage file sharing, collaboration, and communication under stringent security measures. It's particularly suited for organizations looking to maintain control over their data while facilitating remote work and collaboration.

Key security features

  • Delivers end-to-end encryption for files and communication, ensuring data remains confidential.
  • Supports two-factor authentication and hardware tokens for secure login processes.
  • Provides data sovereignty, allowing businesses to decide where and how data is stored and accessed.
  • Includes compliance features for GDPR and other privacy laws, offering tools for data management and protection.
  • Enables extensive file access control rules and encryption capabilities, allowing administrators to enforce security policies effectively.

8. Toggl

Toggl comes with straightforward time tracking and reporting services designed to improve team productivity and accountability. While primarily focused on time management, Toggl also incorporates important security features to protect user data and privacy.

Key security features

  • Secures data transmission with HTTPS encryption, ensuring that all data sent to and from the service is encrypted.
  • Implements two-factor authentication for an added layer of security on user accounts.
  • Adheres to GDPR, providing users with transparency and control over their data.
  • Conducts regular third-party security audits and penetration testing to identify and rectify potential vulnerabilities.
  • Offers role-based access control, allowing teams to manage who has access to specific projects and sensitive data.

9. Pexip

encrypted collaboration tools

Pexip provides a flexible, secure video conferencing platform that adapts to your company's communication needs, enabling high-quality meetings across any device. Designed with enterprise-grade security in mind, it facilitates secure collaboration for teams and organizations of all sizes.

Key security features

  • Ensures secure communication with end-to-end encryption for all video meetings, protecting data from unauthorized access.
  • Employs strong authentication mechanisms, including two-factor authentication, to secure user accounts.
  • Offers complete control over data and privacy with GDPR compliance, ensuring user data is handled with the utmost care.
  • Supports the ability to host on-premises or in a private cloud, giving organizations control over their data storage and access.
  • Provides advanced privacy controls, allowing administrators to customize settings to meet specific security requirements.

10. Zoom

Zoom has become a household name for video conferencing, offering a platform for virtual meetings, webinars, and collaboration. With a focus on usability and performance, it also prioritizes security features to protect its users' data and privacy during online meetings and communications.

Key security features

  • Implements end-to-end encryption for meetings, ensuring that conversations remain private and secure.
  • Requires two-factor authentication for user accounts, adding an extra layer of security against unauthorized access.
  • Complies with GDPR and other privacy regulations, demonstrating a commitment to user data protection.
  • Offers role-based access control and meeting passcodes to manage meeting access and protect against unauthorized attendees.
  • Features the ability to lock meetings and remove participants, giving hosts control over meeting security.

Frequently asked questions about <anything>

Sara is an SEO Strategist at Rocket.Chat. She is passionate about topics around digital transformation, workplace experience, open source, and data privacy and security.
Sara Ana Cemazar
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