CryptPad self-hosted: a collaborative suite for privacy and data sovereignty

TL;DR:

• CryptPad is an online document suite (text, spreadsheets, presentations, forms, kanban, etc.) designed for simple collaboration… without sacrificing privacy.
• Its strong point: your documents are protected “by default” — the content remains unreadable to the host, even if someone accesses the server.
• Self-hosting possible: an organisation can install it on its own server to keep full control (where the data is, who has access, etc.).
• Why it’s interesting for businesses/non-profits: a good compromise between teamwork (multi-person real-time editing) and reducing the risks associated with traditional cloud suites.
• Cost: the software is free; the costs mainly come from hosting and maintenance (often more predictable than per-user licences).
• Limitations to anticipate: less suited to “power user” uses (complex layouts, large Excel files, macros), sometimes imperfect conversions/import-export, slightly less comfortable mobile experience.
• Adoption: used by large organisations and more activist/associative groups, especially when privacy is a central issue.
• Good candidates: teams handling sensitive information (strategy, HR, clients), cooperatives/non-profits, education/training — in short, those who want to collaborate without putting everything in Google/Microsoft.

Introduction

Online collaboration tools like Google Workspace, Microsoft 365 and others have become essential for teamwork. However, these platforms raise increasing concerns about privacy, data security and digital sovereignty. For leaders of SMEs or cooperatives who want to protect their sensitive information while providing their teams with effective collaborative tools, CryptPad stands out as an alternative of choice.

CryptPad is an open-source collaborative office suite designed from the outset to preserve user privacy. It can also be self-hosted on an organisation’s server, ensuring total control over the data. In this article, we introduce what CryptPad is, its origins and how it works, then detail its specific advantages over competing suites, whether free (OnlyOffice, Nextcloud Office) or commercial (Google Workspace, Microsoft 365). We also address its current limitations head-on. A concise comparison table helps visualise the differences on key criteria (encryption, collaboration, features, hosting, cost, etc.). We finally cite examples of organisations that have already adopted CryptPad and describe the types of teams for whom self-hosting CryptPad can be particularly beneficial.

CryptPad: origins, principles and operation

CryptPad was born in 2017 in France within the company XWiki SAS, which specialises in open-source collaborative software. From the outset, CryptPad was designed according to the principle of “privacy by design”. Its operation is based on end-to-end encryption (E2EE): all data is encrypted on the client side — in users’ browsers — before it is even sent to the server. In concrete terms, this means the documents, spreadsheets, presentations or messages you edit in CryptPad are unreadable by the server and by service administrators. Even the technical team hosting CryptPad (whether a public instance or your own internal server) cannot see the content of your files. Only you and the collaborators with whom you share the documents hold the keys to read them. This “zero knowledge” model guarantees an exceptional level of privacy that sets CryptPad apart from other collaborative solutions.

Beyond encryption, CryptPad is presented as a complete online office suite that can be used via a simple web browser. It includes a range of collaborative applications: rich text editor (word processing), spreadsheet, presentation tool akin to slides, survey and form manager (equivalent to Google Forms), and other tools (whiteboard, kanban, etc.), all with shared storage space (CryptDrive). The interface is uncluttered and available in French, which makes the tool fairly easy to pick up, even for people who are not very comfortable with digital tools. You can use CryptPad anonymously (without creating an account) to quickly edit a shared document, or create a user account (free) to have a secure personal space and advanced sharing features.

An important point: CryptPad is free and open-source software (AGPL licence). The source code is publicly auditable, which strengthens trust in its security. Any organisation can install its own CryptPad instance on a Linux server and control all aspects of it (access, updates, data location…). The official public instance CryptPad.fr (hosted in France by the project’s developers) is available for quickly testing the tool or for immediate online use, but businesses and local authorities will benefit from self-hosting CryptPad to maintain complete control over their documents.

Advantages of CryptPad compared with other collaborative suites

What specific benefits does CryptPad offer, particularly in a self-hosting context, compared with other collaborative office suites? Here are the main points to remember:

1. Unmatched privacy and security

CryptPad’s full client-side encryption gives it a decisive advantage in terms of privacy. Unlike Google Docs or Microsoft Office 365, where your documents are stored in clear text on the provider’s servers (and potentially analysed for advertising purposes or handed over on legal request), data on CryptPad is end-to-end encrypted. Neither the host nor a third party can exploit the content of your documents, whether intentionally or as the result of a data leak. With CryptPad, even in the event of a server intrusion, any stolen files would remain encrypted and therefore unusable. For an SME handling confidential data (strategic plans, R&D, customer information…) or for an organisation wishing to protect its internal communications, this is an extremely valuable guarantee of security.

2. Digital sovereignty and data control

CryptPad is fully in line with a digital sovereignty approach. By opting for a self-hosted instance, your data remains on your own infrastructure (for example, on a server on your premises or with the host of your choice). You are no longer dependent on the servers of a cloud giant to store your sensitive documents. This makes it easier to comply with local regulations (such as the GDPR in Europe) and eliminates risks linked to extraterritorial laws like the U.S. CLOUD Act.

Competing free alternatives also offer the possibility of self-hosting (OnlyOffice can be installed on your server, Nextcloud Office also via Collabora Online). However, CryptPad stands out because even when hosted by a third party, it remains end-to-end encrypted: in other words, if you use someone else’s public instance, that third party cannot read your data. Few online collaborative solutions offer this level of protection “by design”. By choosing CryptPad, you remain master of your information from A to Z, aligning your digital tools with values of independence and ethics (no data monetisation, no commercial surveillance).

3. Reduced cost and sustainable model

CryptPad is free and open source. The software itself requires no paid licence to be used on your server. In practice this means a small organisation can deploy CryptPad with its main costs being installation/maintenance time and hosting (physical machine or cloud server). No per-user monthly subscription is required, unlike Google Workspace or Microsoft 365 which operate on a subscription basis.

Of course, running a service in-house has a cost (server resources, backups, updates), but it generally remains modest compared with commercial cloud licences in the long term. OnlyOffice and Nextcloud, although free as well, may involve higher indirect costs: for example the community edition of OnlyOffice is limited to 20 simultaneous users, and Collabora Online (for Nextcloud) requires paid support beyond a certain number of users. By comparison, CryptPad offers all its features without hidden fees; its economic model relies on grants and on optional subscriptions to the public instance (CryptPad.fr), without ever compromising free access to the source code.

Lastly, it is important to note that CryptPad offers real-time co‑editing just as smooth as that of the major online suites, allowing multiple people to collaborate simultaneously on a document without losing comfort.

5. Ease of deployment and hosting

Self-hosting a web service may seem technical, but in the case of CryptPad, deployment is particularly simple. There is an official Docker image and installation guides provided: in a few commands, your CryptPad instance is up and running. The technical stack is lightweight and only requires modest resources. Compared with solutions like Nextcloud Office or OnlyOffice, the configuration is easier and requires fewer components to maintain. For a small organisation without a dedicated IT department, CryptPad often stands out as the most accessible option.

Comparative table of collaborative solutions

To visualise at a glance the differences between CryptPad and other suites, here is a summary table on a few criteria:

Criteria

CryptPad

OnlyOffice

Nextcloud Office

Google Workspace

Microsoft 365

End‑to‑end encryption

✅ Yes

⛔ No

⛔ No

⛔ No

⛔ No

Real‑time collaboration

✅ Yes

✅ Yes

✅ Yes

✅ Yes

✅ Yes

Advanced features

⛔ Limited

✅ Yes

✅ Yes

✅ Yes

✅ Yes

Self‑hosting possible

✅ Yes

✅ Yes

✅ Yes

⛔ No

⛔ No

Cost

✅ Free

✅ Free (basic edition)

✅ Free (free server)

⛔ Subscription

⛔ Subscription

Limitations and points to know before adopting CryptPad

No solution is perfect, and CryptPad also has a few limitations you should bear in mind:

• Less rich office features. If your employees rely on advanced Microsoft Office functions (such as macros or very complex layouts), CryptPad might frustrate them. CryptPad’s text editor allows basic formatting (headings, bold, lists, simple tables…) but does not offer the same depth of tools as Word or even OnlyOffice. Likewise, the CryptPad spreadsheet supports common formulas and filters but lacks the power of Excel for large calculations or pivot tables. The presentation tool allows you to create simple slides (in Markdown) with few design options. In short, CryptPad covers everyday collaborative office needs very well, but does not fully replace Office for very specialised uses or complex formats.
• Import/export needs improvement. CryptPad can import and export documents in MS Office formats (.docx, .xlsx, .pptx) or LibreOffice (ODF), but this feature is still improving. There may be layout details that change or elements not supported during conversion. It’s advisable to test on a few sample documents to check the rendering and adjust formatting if necessary. In addition, not all file types are editable in CryptPad; for example you can store a PDF or image in CryptDrive but not edit them online (whereas Google Drive at least provides a preview of many formats).
• Less polished user experience. Although CryptPad is generally ergonomic, it is driven by a small team. The interface, which is regularly improved, may seem less polished than that of the industry giants. For example, editing on mobile via the browser is possible but less comfortable than on Google or Microsoft native apps. There are also sometimes slight lacks of fluidity (short load times, slightly less responsive interactions), whereas proprietary suites provide an advanced level of polish. In practice this does not prevent you from working effectively, but you have to accept a few compromises on UX.

Cases of CryptPad adoption by organisations

Several organisations of various sizes and sectors have already chosen CryptPad for its privacy advantages. Here are a few notable examples:

• Public institutions. Prestigious institutions have also recognised the value of CryptPad. For example, the European Commission uses it internally for certain collaborations, and in 2025 the United Nations chose CryptPad (via its Forms module) to collect signatures as part of its Open Source Principles, instead of Microsoft Forms. These examples show that the tool is considered reliable at the highest level.
• Associations and NGOs. CryptPad is very popular among activist organisations and NGOs defending human rights, the environment or privacy. For example, the local branch of Friends of the Earth in Germany uses it daily to coordinate its volunteers, and the German Pirate Party is also among the declared users of CryptPad. These actors like being able to collaborate online without sacrificing their principles: CryptPad assures them that their working documents don’t travel in clear text on potentially indiscreet servers.

These adoption cases show that CryptPad has proved its worth in varied environments, from citizen collectives to major international institutions. They also illustrate the tool’s versatility: CryptPad is used both to draft confidential reports in a small committee and to run a participatory workshop with dozens of people via a form or shared whiteboard.

What types of organisations can benefit most from CryptPad?

Self-hosted CryptPad is not necessarily a universal panacea, but it is particularly well suited to certain types of teams or organisations:

• Activist associations, citizen collectives and privacy‑sensitive NGOs. For these groups, protecting internal communications can be a matter of vital security. CryptPad offers them a collaborative workspace where no external entity can spy on the documents (whether a government or a company). It’s a natural choice for rights‑defending NGOs, unions or collectives that coordinate sensitive actions.
• SMEs and cooperatives handling strategic data. Whether it’s a law firm or a company in the healthcare sector, these organisations need to collaborate on highly important documents without risking a leak via a third‑party cloud service. By self‑hosting CryptPad, they keep this data in‑house while enjoying the flexibility of online work. What’s more, the savings made on proprietary software licences are significant for a small organisation on a tight budget (an argument that is also appreciated in the cooperative sector).
• Educational and training establishments. Schools, universities and training centres can deploy CryptPad to offer their students and teachers a collaborative environment that respects privacy. This avoids forcing pupils to create accounts on external services and allows the tool to be adapted to specific educational needs.

In summary, self‑hosted CryptPad benefits any organisation that values privacy, independence and control over its data — all the more so if its financial or human resources are limited (as the tool is both economical and relatively easy to maintain).

Conclusion

If you are looking for an alternative to conventional collaborative suites that gives your organisation back control of its data, CryptPad deserves your attention. Its unique end‑to‑end encryption offers a level of privacy that few competitors can match, and it covers the essentials (real‑time co‑editing, document sharing, compatibility with common formats) all with no software cost or exploitation of your data.

Admittedly, you have to accept a few trade‑offs on certain advanced features and on ergonomics compared with the market giants. However, these adjustments remain minor compared with the gains in security, freedom and savings achieved.

Adopting self‑hosted CryptPad means opting for a pragmatic and ethical tool: you equip your teams with an effective platform to create together while affirming your commitment to protecting your data and the digital sovereignty of your organisation. In an era of responsible digital practices, this approach can even be highlighted to your clients or partners.

Sources and bibliography:

• CryptPad (official site), Documentation and Frequently Asked Questions (docs.cryptpad.org)
• APC.org, CryptPad: how it balances accessibility and privacy for secure collaboration (interview, 2024)
• FOSS Force, UN Gives the Encrypted Open‑Source Office Suite CryptPad a Try (news, 2025)
• Privacy Guides, CryptPad Review: Replacing Google Docs (article, Feb. 2025)
• WPS Office Blog, CryptPad: Features, Pricing, Pros & Cons (blog, Sept. 2025)
• Bubble Plan, CryptPad, suite of secure open‑source collaborative tools (article, March 2022)