Backup & SaaS data protection buyer's guide
Written by the Happy Valley editors, reviewed by Mustafa Gezer. Updated October 20, 2026.
What is Backup & SaaS data protection software?
Backup and SaaS data protection software makes independent copies of your data so you can restore it after deletion, corruption, ransomware or an outage. It covers cloud apps such as Microsoft 365, Google Workspace, Salesforce and Shopify, as well as laptops, servers, virtual machines and databases.
Many teams assume their SaaS provider backs up their data, but under the shared responsibility model the provider protects its infrastructure while you remain responsible for your data. Deleted mailboxes, overwritten files and malicious deletions are often lost for good once retention windows pass.
Backup differs from file sync: Google Drive or OneDrive copy deletions too, while a backup keeps separate history. Tools fall into SaaS backup (Afi.ai, Keepit, Spanning, Rewind), computer backup (Backblaze, Carbonite, IDrive, CrashPlan), server and database backup (SnapShooter, Ottomatik, Restic, Duplicati) and enterprise platforms (Veeam, Druva, Acronis).
Key features to look for
- Automatic, frequent backups
- Backups should run without anyone remembering them, several times a day for SaaS data. Frequency sets how much data you can lose, known as your RPO.
- Granular point-in-time restore
- Restoring a single email, file or Salesforce record to a chosen date is far more useful than restoring everything. Test how restores work, not only backups.
- Immutable, isolated copies
- Ransomware targets backups first. Immutable storage and copies held outside the production tenant or account keep at least one version untouchable.
- Encryption and key control
- Data should be encrypted in transit and at rest, ideally with keys you control. Restic and Duplicati encrypt on your machine before anything is uploaded.
- Choice of storage region
- Where backups live matters for GDPR, KVKK and sector rules. Keepit and Druva let you choose the region for your data.
- Flexible retention
- Long or unlimited retention lets you recover data deleted months ago. Check whether extended retention costs extra storage.
- Reports and alerts
- Failed jobs must be visible. Look for daily reports, alerts and audit logs that prove backups ran, which auditors and cyber insurers often request.
How to choose Backup & SaaS data protection software
- 1
Inventory what needs protection
List SaaS apps, devices, servers and databases, and mark which hold data you could not recreate.
- 2
Set RPO and RTO targets
Decide how much data you can afford to lose and how quickly you must be running again. These targets determine backup frequency and tooling.
- 3
Follow the 3-2-1 rule
Keep three copies on two types of storage with one off-site or at a separate provider, and make at least one copy immutable.
- 4
Match tools to workloads
Afi.ai or Keepit protect Microsoft 365 and Google Workspace, Backblaze or IDrive suit computers, and SnapShooter, Ottomatik or Restic handle servers and databases.
- 5
Check location and compliance
Confirm that storage regions, encryption and certifications match your legal obligations and customer contracts.
- 6
Test restores regularly
A backup that has never been restored is an assumption. Schedule restore drills and measure how long they actually take.
Backup & SaaS data protection pricing
- 38%
- offer a free plan, free tier or open-source edition
- $5
- median starting price per month
- $0.25
- lowest paid starting price (IDrive)
SaaS backup is usually priced per user per month, often with unlimited storage, as with Afi.ai, Spanning and Keepit. Computer backup is priced per device, like Backblaze's per-computer plan, or by a storage quota shared across many devices, as with IDrive. Server and database tools such as SnapShooter and Ottomatik charge by jobs or servers, and you may pay the storage provider separately. Enterprise platforms like Veeam, Druva and Acronis price by workload or capacity through quotes.
Hidden costs include storage overages, egress or restore fees from cloud storage, archive tiers that are slow to restore, and separate licences per workload. Restic and Duplicati are free, but you pay for storage and your own time.
Based on 16 tools in this category with prices checked on vendor pages.
Best Backup & SaaS data protection tools by need
- Best overallBackblazeUnlimited computer backup and B2 cloud storage
- Best free optionIDriveCloud backup for multiple PCs, Macs, phones and servers in one account
- Best for small businessesSpanning BackupBackup for Google Workspace, Microsoft 365 and Salesforce
- Best for enterprisesAcronisBackup, disaster recovery and endpoint security for MSPs and PCs
- Best for freelancersDuplicatiFree encrypted backups to any cloud
- Best open sourceResticFast, secure command-line backup
- Best from TurkeylifeboxTurkcell's cloud backup for photos, videos, contacts and files
Recommendations by team type
- Individuals and freelancers
- Backblaze or IDrive back up computers automatically, and lifebox is a convenient choice for photos and contacts in Turkey. Technical users can encrypt backups for free with Duplicati or Restic.
- Small businesses on Microsoft 365 or Google Workspace
- Afi.ai, Spanning or CrashPlan protect mailboxes, drives and shared files at a per-user price, and online stores can add Rewind for Shopify data.
- Developers and agencies
- SnapShooter and Ottomatik schedule database and server backups to storage you choose, and Restic is a fast, scriptable option for custom setups.
- Mid-size and enterprise IT
- Veeam, Druva and Acronis protect virtual machines, endpoints and SaaS from one console, while Keepit offers independent backup for Microsoft 365, Entra ID and Salesforce.
Backup & SaaS data protection trends in 2026
Ransomware has turned backup into a security product. Vendors now emphasise immutable copies, anomaly detection and isolated recovery environments, and cyber insurers increasingly ask for evidence of tested, isolated backups.
Microsoft launched its own Microsoft 365 Backup service with a storage API that third-party vendors can build on, pushing standalone SaaS backup tools to compete on independence, retention and coverage beyond Microsoft. Backup of identity systems such as Entra ID is growing, and platforms like Veeam are expanding into data security and AI data governance.
Common mistakes to avoid
- Assuming Microsoft, Google or Salesforce keep restorable backups of everything you delete.
- Treating file sync such as a shared drive as a backup, even though it syncs deletions and encrypted files too.
- Keeping backups in the same account or tenant as production, where ransomware or an attacker can reach them.
- Never testing restores until a real incident reveals missing data or slow recovery.
- Ignoring retention limits, so data deleted months ago has already expired from the backup.
Backup & SaaS data protection in Turkey
Storing backups of personal data in data centres outside Turkey is a cross-border transfer under KVKK, which since the 2024 amendments needs an adequacy decision, standard contracts notified to the authority or another safeguard. Banks and some regulated sectors face stricter rules that expect data to stay in Turkey. Turkcell's lifebox suits personal backups, while for business data you can encrypt on the client side with your own keys, as Restic and Duplicati do. Most tools bill in USD or EUR, so budget for exchange rate swings.
Backup & SaaS data protection FAQ
- What is the best Backup & SaaS data protection software?
- Based on community votes and market presence, the leading Backup & SaaS data protection tools right now are Backblaze, Spanning Backup, Acronis.
- Are there free Backup & SaaS data protection tools?
- Yes. 2 tools in this category are free or open source, including Duplicati, Restic.
- What is the cheapest paid Backup & SaaS data protection tool?
- IDrive has the lowest listed starting price at $0.25 per month.
- Do I need to back up Microsoft 365 or Google Workspace?
- Yes, if the data matters to you. Microsoft and Google keep their services running, but deleted items are recoverable only for a limited time, and ransomware or a mistaken admin action can remove data permanently. Afi.ai, Spanning, Keepit and CrashPlan keep independent copies you control.
- What is the best free backup software?
- Duplicati and Restic are free, open-source tools that encrypt backups and send them to almost any storage, though you still pay for the storage. IDrive has a small free tier, and Veeam offers a free Community Edition for a limited number of workloads.
- What is the 3-2-1 backup rule?
- Keep three copies of your data on two different types of storage, with one copy off-site. Many teams now extend it to 3-2-1-1-0: one copy immutable or offline and zero errors in restore tests. Using a separate provider for the off-site copy protects you if your main account is compromised.
- Backblaze vs IDrive: which is better?
- Backblaze is simple and offers unlimited backup for one computer per licence, which suits a single heavy user. IDrive charges by storage quota but covers many PCs, Macs, phones and servers in one account, which suits families and small offices with several devices.
- How much does SaaS backup cost?
- SaaS backup is typically priced per user per month, often including unlimited storage and retention, with discounts for annual billing and larger user counts. Enterprise suites quote by workload or capacity. The pricing table on this page shows current starting prices for tools such as Afi.ai and Rewind.
- What is the difference between backup and disaster recovery?
- Backup keeps copies of data so you can restore files, mailboxes or databases. Disaster recovery gets whole systems running again quickly after a major failure, often by failing over to another site or cloud. Veeam, Acronis and Druva cover both.