Cloud & Datenschutz
Cloud Backups for Small Businesses: Which Solutions Are Affordable and Reliable?
Robert Cummings — Digital Consultant & zertifizierter BAFA-BeraterPublished on 16 August 20266 min read
A burst pipe in the server room, a stolen laptop, a ransomware attack through a malicious email: data loss doesn't only happen to large corporations. For small businesses, it can threaten the company's very existence — without an IT department to fall back on, all that's often left is hoping “it'll be fine.” A well-thought-out cloud backup isn't a luxury, then — it's the cheapest insurance policy a business can buy.
The real challenge isn't whether to back up your data, but how. The market offers many different options: from large American providers like Microsoft or Google to solutions that run entirely in Germany and give you full control over your data. These options differ significantly — in data protection, in cost, and in how much control you retain over your own company data. In this article, we look at which solutions are genuinely practical for small businesses in Germany.
What Makes a Good Backup
Before comparing providers, it's worth looking at the criteria that actually matter for small businesses:
Automation
A backup that has to be triggered manually will eventually be forgotten. It should run in the background, without anyone having to think about it.
Where your data is stored
If a provider stores your data in Germany or the EU, strict European data protection rules (GDPR) automatically apply. If your data is stored in the US instead, things get legally more complicated — and you have less control over who might access it.
Recoverability in an emergency
A backup is useless if restoring it is complicated or slow. How quickly is your data back when it actually matters?
Predictable costs
Some providers charge per user, which can quickly become expensive and hard to track as teams grow. A fixed, manageable price is often the better choice for small businesses.
Independence from your provider
Can you export your data easily at any time, or switch to another provider if needed? Or are you stuck once you've made a decision?
These five points form the basis for the comparison in the next section.
Comparing Your Options
The following overview compares four solutions against the criteria from the previous section:
| Microsoft 365 / OneDrive | Google Workspace | IONOS HiDrive | Nextcloud on Hetzner | |
|---|---|---|---|---|
| Server location | Global, sometimes outside the EU | Global, sometimes outside the EU | Germany | Germany |
| GDPR compliance | Additional agreements required | Additional agreements required | Built in | Built in |
| Pricing model | €€ – per user/month | €€ – per user/month | €€ – storage plan | € – storage plan, independent of user count |
| Scalability | Simple, but more expensive as you grow | Simple, but more expensive as you grow | Moderate | Very flexible, predictable costs |
| Setup effort | Low (ready-made product) | Low (ready-made product) | Low to moderate | Moderate — or low with external setup |
| Provider independence | Limited | Limited | Moderate | High (open source, exportable) |
(€ = affordable, €€ = moderate, €€€ = premium)
Microsoft 365 and Google Workspace are the easiest to set up and already familiar to most employees — a real advantage, especially if your team already uses Outlook or Gmail. The trade-off is more effort around data protection, and costs that rise with every new team member.
IONOS HiDrive is a solid German middle ground — your data stays in Germany, but it remains a closed product with correspondingly limited flexibility.
Nextcloud on Hetzner wins on predictable costs and independence. The “moderate” setup effort is the honest starting point here — and that's exactly where the next section picks up.
“GDPR-compliant, independent of any single provider, with no billing surprises.”
Why We Recommend Nextcloud on Hetzner
For most of the small businesses we work with, Nextcloud on Hetzner is the most compelling solution — for three reasons:
Your data stays in Germany, with no detours.
Hetzner operates its data centers in Falkenstein, right here in Germany. The storage solution is built from the ground up for the European market, GDPR-compliant, and a data processing agreement (legally required for any provider with access to your data) can be signed online without hassle. You don't have to work through the legal intricacies of American providers yourself.
Costs stay predictable, even as your team grows.
Unlike Microsoft 365 or Google Workspace, you don't pay per head. Instead, you choose a storage plan that fits your business — and can upgrade at any time without losing data. A team growing from five to ten employees won't see its backup costs automatically double.
You're not locked into anything.
Nextcloud is open-source software. That means your data lives in open, widely-used formats you can export at any time. Should you ever decide to switch providers or build your own solution, you won't be stuck. This independence matters especially for businesses planning long-term, who don't want to be tied to a closed system.
Automatic backups run several times a day in the background, saved to separate systems — you don't have to do or monitor anything yourself.
The one drawback: a Nextcloud solution isn't quite as “ready to go” out of the box as a click-and-go product from Microsoft or Google. That's exactly where we come in.
“Nearly Turnkey” — What Our Setup Actually Delivers
The effort of setting up Nextcloud yourself is the main reason many small businesses opt for a ready-made product from Microsoft or Google instead — even though they'd actually prefer an independent, German solution. That's the exact gap we close.
Your device
Laptop, PC, server
Automatic backup
runs in the background
Nextcloud on Hetzner
Data center in Germany
When we handle the setup, we take care of:
- Configuring the Storage Share instance — sized to fit your business and your storage needs, including your own subdomain with an SSL certificate.
- User management and permissions — your team gets clean structures from day one: who sees what, who can share what.
- Connecting existing systems — such as syncing local devices, mobile apps, or existing calendars and contacts.
- Training your team — so the solution isn't just set up, but actually gets used.
The result: a solution that feels, for you and your team, like a finished product — ready to go, without you having to learn the technical details yourself. If needed, we're also available afterward, whether new employees join or your storage needs change.
BAFA Funding — Up to 50 % of Consulting Costs
Setting up a data-protection-compliant cloud solution counts as fundable digitalization consulting. Through the BAFA funding program “Förderung unternehmerischen Know-hows,” small businesses can have a significant portion of consulting costs subsidized — as an accredited BAFA consultant, we handle the paperwork directly. Exactly how much is fundable depends on your business size and situation.
You'll find the exact funding rates and a calculator for your individual case on our funding page.
Conclusion
A reliable cloud backup doesn't have to be expensive or complicated — it just has to fit your business. For small businesses in Germany where data protection and predictable costs matter, Nextcloud on Hetzner is often the most compelling choice: GDPR-compliant, independent of any single provider, with no billing surprises. The one missing piece — the technical setup — can be resolved quickly with the right support.
Want to know which solution fits your business? Get in touch for a no-obligation conversation — including a check of your funding options.
We take care of backups and updates for your website as part of technical website maintenance — alongside our web design.
