Collaborative Software - Hosting and costs

May 26, 2025•871 words

Collaborative Software

I've been giving this far too much thought and there is no clear path for a small non-profit like ourselves. However, I think we are getting to the point where we need to start organising our data properly.

Why we need a shared workspace

  • Central file storage – Everyone can put documents in one place instead of keeping copies on personal laptops.
  • Real‑time editing – Two or more people can work on the same document at the same time, which saves time and avoids version‑conflicts.
  • Simple project tracking – A lightweight board or list helps the group see what needs to be done, who is doing it, and when it’s due.
  • Privacy & security – Because we work on activist issues, we want a service that does not sell our data or hand it over to third parties.
  • Low maintenance – We don’t want one person (me) to spend hours every week fixing the system; the system should be easy to set up and run.

Note: Chat and video calls will be handled separately (Signal for secure messaging, e-mail, and worst case WhatsApp for a wider audience).

Why we’re not picking US Big Tech

As we are fundamentally an activist organisation so security and privacy shouldn't be far from our thoughts.

Google and Microsoft's nonprofit offering is cheap, very cheap, and polished, but it relies on data‑mining and advertising revenue to make it cheap. That business model clashes with our activist mission and could expose us to unwanted surveillance.

The three main services we’re looking at

1. Managed Nextcloud (offered by IONOS)

  • What it does
    • Stores files, calendars, contacts, and email.
    • Lets you edit plain‑text markdown files directly in the browser.
    • With the Collabora Online add‑on we get a Word‑/Excel‑like editor for richer documents.
    • The Collectives app works like a simple wiki, great for shared notes or policy pages.
  • How much it costs
    • About £11 per month for a managed plan that supports up to 10 users.
    • I have the technical skills to install Nextcloud on a spare server – that would eliminate the monthly fees but would require me to handle updates, backups, and security patches etc. Time and stress tbh.
  • Good for
    • Groups like ours where users want a familiar “file‑share + office suite” feel.
    • There is always the option of eventually moving to a self‑hosted solution once we’re comfortable with the basics. Stroud Greens use this and it's called StroudShare.
  • Things to watch
    • Self‑hosting means we’ll need a spare computer or a low‑cost VPS, plus some time each month to keep it running smoothly.
  • Web site

2. Proton (Proton Mail & Proton Drive)

  • What it does
    • Provides encrypted email and a secure cloud drive for files.
    • Includes a very simple markdown editor for quick notes or drafts.
  • How much it costs
    • Roughly £50 per month. (It's expensive, around £10 per user per month)
    • Proton offers a special discount for registered non‑profits, so the final price could be a little lower.
  • Good for
    • Teams that value strong encryption and want a “set‑and‑forget” service.
    • Groups that don’t need advanced word‑processing or spreadsheet features.
  • Things to watch
    • Collaboration tools are fairly basic – there’s no full‑featured online Office suite, no integrated kanban board, and limited file‑sharing controls compared with Nextcloud or CryptPad.
  • Web site

3. CryptPad

  • What it does
    • An open‑source suite that runs entirely in the browser, with end‑to‑end encryption for every document.
    • Offers Docs, Sheets, Slides, a Kanban board, a whiteboard, and a simple file manager.
    • All data stays encrypted on the server; even the provider can’t read our content.
  • How much it costs
    • Approximately £15 per month for the managed plan and CryptPad is well-known amongst NGOs.
  • Good for
    • Groups that need the highest level of privacy and are comfortable with a slightly different user interface.
    • Teams that want a built‑in kanban board without adding extra apps.
  • Things to watch
    • The UI can feel “quirky” at first, and new users sometimes need a short walkthrough.
    • Setting up accounts for people who aren’t tech‑savvy may take a bit longer than with more mainstream tools.
  • Web site

How to choose the best path

  1. Think about privacy first – If end‑to‑end encryption is a non‑negotiable, CryptPad is the strongest option.
  2. Consider how much we’ll edit together – If we need full‑featured word processing and spreadsheets, Nextcloud with Collabora gives us that capability.
  3. Look at the admin workload –
    • Managed services (Nextcloud managed, Proton, CryptPad) mean the provider handles updates and backups.
    • Self‑hosted Nextcloud removes the monthly subscription but adds the responsibility of keeping the server secure.
  4. Check the budget –
    • Proton works out to about £50 a month. Managed Nextcloud around £11 a month.
    • CryptPad is a bit higher at £14 a month but the extra privacy may justify the cost for an activist group.

Comments and Feedback welcome