Kolab Now
Swiss secure email and collaboration suite - a privacy-focused alternative to Google Workspace
Quick Overview
| Company | Kolab Systems AG |
|---|---|
| Category | Email Provider / Collaboration Suite |
| Headquarters | Zurich, Switzerland |
| EU Presence | Yes - Switzerland (GDPR equivalent) |
| Data Centers | Switzerland |
| Open Source | Yes (Kolab Groupware) |
| GDPR Compliant | Yes |
| End-to-End Encryption | Optional (PGP support) |
| Main Features | Email, Calendar, Contacts, Tasks, Notes, Files, Video conferencing |
| Pricing | From CHF 4.41/month |
| Best For | Teams and individuals seeking a complete Google Workspace alternative |
| Replaces | Google Workspace, Microsoft 365 |
Detailed Review
Kolab Now is a Swiss-based secure email and collaboration platform that offers a comprehensive alternative to Google Workspace and Microsoft 365. Built on the open-source Kolab Groupware software, Kolab Now provides email, calendar, contacts, tasks, notes, and file storage all under Swiss privacy protection. For organizations and individuals looking to escape the big tech ecosystem while maintaining productivity, Kolab Now presents a compelling option.
Swiss Privacy Protection
Like Proton Mail, Kolab Now benefits from Switzerland's strong privacy laws. Swiss data protection goes beyond GDPR in several respects, and the country's political neutrality and lack of membership in intelligence-sharing alliances like Five Eyes provides additional security. Data stored with Kolab Now is protected by Swiss federal law, requiring proper court orders for any government access.
Kolab Systems AG, the company behind Kolab Now, has been committed to privacy since its founding. The company does not sell user data, does not display advertising, and operates on a sustainable subscription model. Their privacy policy is straightforward and user-friendly, clearly explaining what data they collect and how it's used.
Complete Collaboration Suite
What sets Kolab Now apart from many other privacy-focused email providers is its comprehensive suite of collaboration tools. Beyond email, users get access to:
Calendar with sharing and scheduling capabilities, supporting standard CalDAV protocol for syncing with any compatible app. You can create multiple calendars, set reminders, and share calendars with colleagues or family members.
Contacts management with CardDAV support, allowing you to maintain your address book across all your devices. Contact sharing is available for teams who need access to shared address books.
Tasks and notes functionality for personal productivity, helping you keep track of to-dos and jot down ideas. These sync across devices using standard protocols.
File storage with the ability to share files securely. While not as feature-rich as dedicated cloud storage services, it provides a convenient way to store and share documents within the Kolab ecosystem.
Video conferencing powered by Meet, enabling secure video calls without needing external services like Zoom or Google Meet.
Open Source Foundation
Kolab Now is built on the open-source Kolab Groupware software, which is freely available for anyone to inspect, modify, and deploy. This transparency means that the security of the platform can be verified by independent researchers. Organizations with the technical capability can even run their own Kolab servers for complete control over their data.
The open-source nature also means that Kolab benefits from community contributions and has a long-term sustainability that doesn't depend on a single company's commercial success. The software has been in development since the early 2000s and has a mature, stable codebase.
Standard Protocols for Compatibility
Kolab Now uses standard, open protocols wherever possible. Email works via IMAP and SMTP, calendar via CalDAV, and contacts via CardDAV. This means you're not locked into using Kolab's web interface or specific apps. You can use any email client, calendar app, or contacts manager that supports these protocols.
For desktop users, Kolab works seamlessly with Thunderbird, Outlook (with some configuration), Apple Mail, and other popular email clients. On mobile, the built-in iOS and Android email, calendar, and contacts apps can connect directly to Kolab Now.
ActiveSync for Mobile
For users who prefer a more integrated mobile experience, Kolab Now supports ActiveSync. This Microsoft-developed protocol provides push email and seamless synchronization of email, calendar, and contacts. ActiveSync is supported by most mobile email apps and provides a smoother experience than traditional IMAP on mobile devices.
PGP Encryption Support
While Kolab Now does not offer built-in end-to-end encryption like Proton Mail, it does support PGP encryption for users who want to encrypt their communications. The webmail interface includes basic PGP support, and users can use email clients like Thunderbird with OpenPGP for more advanced encryption needs.
For organizations that require end-to-end encryption for all internal communications, Kolab can be combined with additional encryption solutions. However, for most users, the combination of Swiss jurisdiction and encrypted storage provides adequate protection.
Pricing and Plans
Kolab Now offers several pricing tiers:
The Individual plan at CHF 4.41/month provides 2GB of storage and is suitable for personal use with basic collaboration needs.
The Group plan at CHF 5.39/month per user includes 5GB of storage and adds features for team collaboration, including shared calendars and address books.
Additional storage can be purchased if needed. Custom domain support is available on all plans, allowing you to use your own domain for a professional appearance.
For organizations with specific requirements, Kolab Systems also offers enterprise solutions with dedicated support and custom deployments.
Migration from Google Workspace
Kolab Now provides tools to help users migrate from Google Workspace and other email providers. The import process handles emails, contacts, and calendar events. While the migration requires some technical steps, documentation is available to guide users through the process.
For organizations migrating from Google Workspace, the transition to Kolab Now requires adjusting to a different interface and feature set. While Kolab provides equivalent functionality for core features, some Google-specific integrations will not be available. Planning the migration carefully and training users on the new system is recommended.
Web Interface
Kolab Now's web interface, called Roundcube with Kolab plugins, provides access to all features from any browser. The interface is functional and includes conversation threading, search, and folder management. While it may not be as polished as Gmail's interface, it provides all the essential features for productive email and collaboration.
The web interface is regularly updated with improvements and new features. Recent updates have focused on improving mobile responsiveness and adding new collaboration features.
Limitations
Kolab Now's storage limits are relatively modest compared to Google Workspace, which offers 15GB for free. Users with large email archives or file storage needs may need to purchase additional storage or carefully manage their space.
The interface, while functional, lacks some of the polish and advanced features of Google Workspace. Organizations used to tight Google integration with other services may find the transition challenging.
There is no free tier, meaning you must commit to a paid subscription to use the service. A trial period is available for those who want to test the service before subscribing.
Customer Support
Kolab Now provides email-based support for all users. The company also maintains documentation and a knowledge base for common questions. Enterprise customers receive priority support with faster response times.
Who Should Use Kolab Now
Kolab Now is ideal for individuals and organizations who want a complete alternative to Google Workspace with strong privacy protections. Teams that need shared calendars, contacts, and file storage under Swiss jurisdiction will find it particularly valuable.
Organizations in regulated industries like healthcare, legal, or finance may appreciate the combination of Swiss privacy law and comprehensive collaboration features. Those committed to open-source software will value Kolab's transparent, community-supported foundation.
Users who primarily need just email with end-to-end encryption might be better served by Proton Mail. But for those who want a full productivity suite with privacy protections, Kolab Now offers a compelling package.
Conclusion
Kolab Now stands out in the privacy-focused email market by offering a complete collaboration suite rather than just email. Its Swiss jurisdiction, open-source foundation, and comprehensive feature set make it a strong alternative to Google Workspace for privacy-conscious users. While the interface may not match Google's polish, the combination of features, privacy, and data sovereignty makes Kolab Now worth considering for anyone looking to degoogle their digital life.
Alternatives to Kolab Now
Looking for other European email and collaboration providers? Here are some alternatives worth considering:
Frequently Asked Questions
Yes, Kolab Now is a complete collaboration suite. Beyond email, it includes calendar, contacts, tasks, notes, file storage, and video conferencing. It's designed as a privacy-focused alternative to Google Workspace or Microsoft 365.
Kolab Now does not have built-in end-to-end encryption like Proton Mail. However, it supports PGP encryption for users who want to encrypt their communications. Data is encrypted at rest on Swiss servers and protected by Swiss privacy law.
No, Kolab Now does not offer a free plan. Paid plans start at CHF 4.41/month for individuals. A trial period is available for users who want to test the service before committing to a subscription.
Yes, custom domain support is available on all Kolab Now plans. You can use your own domain for a professional email address. Kolab provides documentation for configuring DNS records to point your domain to their servers.
Yes, Kolab Now supports standard protocols including IMAP, SMTP, CalDAV, and CardDAV. This means it works with most email clients including Outlook, Apple Mail, Thunderbird, and mobile email apps. ActiveSync is also supported for easier mobile setup.
Yes, Kolab Now is built on the open-source Kolab Groupware software. The code is freely available for inspection and modification. Organizations can even run their own Kolab servers if they prefer complete control over their infrastructure.
Swiss data protection law is among the strongest in the world. Switzerland is not part of the EU but has equivalent protections recognized by the EU. The country is not a member of intelligence-sharing alliances like Five Eyes. Legal access to data requires proper Swiss court orders.
Yes, Kolab Now provides tools to import emails, contacts, and calendar events from Google Workspace and other providers. The migration requires some technical steps, but documentation is available. Organizations should plan the transition carefully and train users on the new system.