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GDPR Compliance Risk

Microsoft 365 is a US-based service subject to the CLOUD Act. EU organizations using this service risk non-compliance with GDPR data transfer requirements.

Microsoft 365 logo

GDPR-Compliant Alternative to Microsoft 365

🇺🇸Microsoft · US-based · Subject to CLOUD Act

Microsoft 365 is a comprehensive office suite developed by Microsoft, designed to enhance productivity through a range of integrated applications and services. It includes tools for document creation, data analysis, and communication, such as Word, Excel, PowerPoint, and Outlook. The suite is equipped with AI-powered writing assistance, real-time collaboration tools, and integrated task management features, catering to both individual and organizational needs. Microsoft 365 is particularly popular among businesses, educational institutions, and individual users who require a robust set of tools for various professional and personal tasks. A key aspect to consider is that Microsoft 365 is a US-based product, and user data is stored in the United States, making it subject to US data laws, including the CLOUD Act and FISA 702. The pricing model for Microsoft 365 is subscription-based, offering different plans tailored to personal, business, and educational use.

Why You Need a GDPR-Compliant Alternative to Microsoft 365

Since the landmark Schrems II ruling in 2020, transferring personal data to US-based services like Microsoft 365 has become a significant legal risk for EU organizations. The US CLOUD Act gives American authorities the power to access data held by US companies, regardless of where that data is physically stored — even if it's in an EU data center.

While the EU-US Data Privacy Framework (DPF) adopted in 2023 provides a new legal basis for transfers, privacy experts and legal scholars have raised concerns about its long-term viability. The framework could face the same fate as its predecessors (Safe Harbor and Privacy Shield), both of which were struck down by the Court of Justice of the EU.

For organizations that want to eliminate compliance risk entirely, switching to a European-based office suites is the most straightforward solution. Below are the best GDPR-compliant alternatives to Microsoft 365, all headquartered in Europe with data stored in EU data centers.

CLOUD Act Exposure

US authorities can access your data stored by Microsoft 365, even if servers are located in Europe.

GDPR Fine Risk

Non-compliant data transfers can result in fines up to 4% of annual global revenue under GDPR Article 83.

EU Alternative Available

4 GDPR-compliant European alternatives available with full EU data residency.

4 GDPR-Compliant Alternatives to Microsoft 365

European services with full GDPR compliance and EU data residency

LibreOffice logo

LibreOffice

🇩🇪

by LibreOffice

Free office suite – the evolution of OpenOffice. Compatible with Microsoft .doc, .docx, .xls, .xlsx, .ppt, .pptx. Updated regularly, community powered.

EU-BasedOpen SourceSelf-HostableSource AvailableGDPR Compliant
freeMigration:●●●Several hours to a few days, depending on the volume of data and complexity of documents

Why switch?

  • Open source: Customize LibreOffice to fit your needs
  • No subscription fees: LibreOffice is free to use
  • GDPR compliant: Data stored on EU servers

Consider

  • No AI tools: Lacks AI writing assistance
  • Learning curve: Different interface from MS 365
View DetailsCompareSwitch Guide
Visit LibreOffice
OnlyOffice logo

OnlyOffice

🇱🇻

by OnlyOffice

ONLYOFFICE offers a secure online office suite highly compatible with MS Office formats. Connect it to your web platform for document editing and collaboration or use as a part of ONLYOFFICE Workspace.

GDPR CompliantEU-BasedOpen SourceSelf-Hostable
freemiumMigration:●●●Several hours to a few days, depending on data volume

Why switch?

  • GDPR compliance ensures EU data protection standards.
  • Self-hosting allows full control over data storage.
  • Open source offers transparency and customization.

Consider

  • Migration from Microsoft 365 can be time-consuming.
  • Lacks AI-powered writing assistance found in Microsoft 365.
View DetailsCompareSwitch Guide
Visit OnlyOffice
Collabora Online logo

Collabora Online

🌍

by Collabora Online

CollaborativeOpen-SourceDocumentEditing Controlled by You Collabora Online is a powerful online document editing suite. Integrate into your own infrastructure or access via one of our trusted hosting partners. Try the FREE Demo https://www.collaboraonline.com/wp-content/uploads/2025/04/Writer-Overview-005-720p.mp4 Secure Collaboration Customisable Integrations Document Support & Interoperability Connect Everywhere Peace of Mind Open Source Secure Collaboration View and edit your documents as […]

GDPR CompliantISO 27001SOC 2Open SourceSelf-Hostable
freemiumMigration:●●●Varies depending on the amount of data

Why switch?

  • Self-hosted options ensure data control and privacy.
  • GDPR compliance guarantees EU data protection standards.
  • Open source allows code inspection and customization.

Consider

  • Migration from Microsoft 365 can be time-consuming.
  • Lacks AI-powered writing assistance found in Microsoft 365.
View DetailsCompareSwitch Guide
Visit Collabora Online
CryptPad logo

CryptPad

🇫🇷

by CryptPad

CryptPad is a secure, collaborative office suite designed to protect your privacy while enabling seamless teamwork. With end-to-end encryption, CryptPad ensures that only you and your collaborators can access your documents, making it an ideal choice for privacy-conscious users. Its real-time collaborative editing feature allows multiple users to work on documents simultaneously, enhancing productivity without compromising security. Key features include GDPR-compliant data handling, customizable templates, and version history tracking, all hosted within the EU to ensure data sovereignty. CryptPad is open source and community-driven, offering transparency and flexibility to its users. It is perfect for individuals, teams, and organizations that prioritize data privacy and need a reliable platform for document creation and sharing. CryptPad's pricing model includes a free tier with optional paid plans for additional storage and features, making it accessible for both personal and professional use.

GDPR CompliantEU-BasedOpen SourceSelf-HostableEU-hosted
freemiumMigration:●●●Varies depending on data volume

Why switch?

  • End-to-end encryption secures all document edits.
  • GDPR compliance ensures EU data protection standards.
  • Open source allows for community-driven improvements.

Consider

  • Migration from Microsoft 365 can be time-consuming.
  • Lacks AI-powered writing assistance features.
View DetailsCompareSwitch Guide
Visit CryptPad

Quick GDPR Compliance Comparison

ServiceHQ LocationGDPR NativeEU Data CentersCLOUD Act FreePricing
🇺🇸Microsoft 365
United StatesNoPartialNo-
🇩🇪LibreOfficeDEYesYesYesfree
🇱🇻OnlyOfficeLVYesYesYesfreemium
🌍Collabora OnlineGBYesYesYesfreemium
🇫🇷CryptPadFRYesYesYesfreemium

Frequently Asked Questions

Is Microsoft 365 GDPR compliant?

Microsoft 365 is a US-based service operated by Microsoft. While it may have some GDPR compliance measures, as a US company it is subject to the CLOUD Act, which allows US authorities to access data stored by US companies regardless of where the data is physically located. This creates a fundamental conflict with GDPR requirements for data protection.

What are the GDPR risks of using Microsoft 365?

The main GDPR risks include: (1) Data transfers to the US may lack adequate protection since the Schrems II ruling invalidated Privacy Shield, (2) US authorities can demand access under the CLOUD Act, (3) Your organization may face GDPR fines up to 4% of annual revenue for non-compliant data transfers, and (4) User consent may not be sufficient to legitimize transfers given the systematic access by US authorities.

What are the best GDPR-compliant alternatives to Microsoft 365?

The top GDPR-compliant alternatives to Microsoft 365 include LibreOffice, OnlyOffice, Collabora Online. These European services store your data in EU data centers and are fully subject to GDPR protections.

How do I migrate from Microsoft 365 to a GDPR-compliant alternative?

Most migrations involve three steps: (1) Export your data from Microsoft 365 using their data export tools, (2) Create an account with your chosen EU alternative, and (3) Import your data into the new service. We provide detailed migration guides for each alternative to make the switch as smooth as possible.

Can EU companies legally use Microsoft 365?

Since the Schrems II ruling (2020), EU organizations face significant legal risk when using US cloud services like Microsoft 365. While the EU-US Data Privacy Framework (2023) provides a new legal basis, its long-term stability is uncertain. Many EU data protection authorities recommend using EU-based alternatives to avoid compliance risks entirely.

Other GDPR Alternatives in Office Suites

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Related Pages

Migration Resources

Last updated: January 26, 2026