VPN for business: when you need one and how to choose

We earn a commission if you buy through some links on this page, at no extra cost to you. It never affects the order. How we make money.

A VPN for business encrypts internet traffic between your team's devices and a secure server, protecting data on untrusted networks and, in business setups, giving remote staff controlled access to company systems. VPNs are often oversold for some uses and overlooked for others, and modern cloud tools have changed when a business needs one. This guide explains what VPNs do and do not protect, the difference between consumer and business VPNs, alternatives such as zero trust access, costs and how to choose.

What a VPN does

A virtual private network creates an encrypted tunnel between a device and a VPN server. Traffic inside the tunnel cannot be read by others on the same network, such as a café's Wi-Fi or a hotel network, or by the local internet provider. Websites see the VPN server's address rather than yours. In a business setup, the VPN server can be connected to your company network or cloud resources, so remote staff can reach internal systems as if they were in the office.

What a VPN does not do

A VPN does not protect against phishing, malware, weak passwords or careless sharing. It does not make you anonymous to the websites you log in to. It does not secure your data inside cloud apps; those apps' own security and your account settings do that. Most modern websites already use HTTPS, which encrypts traffic between your browser and the site. A VPN is one layer of security, not a complete solution.

Consumer VPNs vs business VPNs

Consumer VPNs, such as NordVPN, Surfshark, ExpressVPN and Proton VPN, route your traffic through the provider's servers. They protect traffic on untrusted networks and let you appear to be in another country. Some offer business or team plans with central billing and management.

Business remote-access VPNs connect staff to your company's private network or cloud environment, with access controls, user management and logging. They are used when staff need to reach internal servers, file shares or systems not exposed to the internet.

Compare consumer and team VPNs in the VPN ranking and best cheap VPN.

When a small business needs a VPN

• Staff regularly work on public or untrusted Wi-Fi, such as cafés, airports and hotels.
• Staff need to reach internal systems, such as a file server, database or office network, from outside.
• You need a fixed IP address to access services that restrict access by IP.
• Staff travel to countries where network monitoring is a concern.
• You test how your website or ads appear from different countries.

When you may not need one

If your team works entirely in cloud apps such as email, CRM, accounting and file storage, all over HTTPS, with strong passwords and two-factor authentication, a VPN adds limited protection for everyday work. Security effort is often better spent on password managers, two-factor authentication, device updates and staff training. A VPN still helps on untrusted networks and for travel.

Zero trust and modern alternatives

Traditional VPNs grant broad network access once connected. Zero trust network access (ZTNA) tools instead grant access to specific applications based on user identity, device health and context, without exposing the whole network. Many small businesses use ZTNA services or identity-aware proxies to give staff access to internal apps securely. Some providers offer free tiers for small teams. If you are setting up remote access for the first time, consider ZTNA alongside traditional VPNs.

Main consumer and team VPN providers

The VPNs we track, with entry prices from their own pages:

Prices from vendor websites, checked 2026-10-12; they update automatically.

NordVPN From USD 3.49 per month, 2-year term, Surfshark From USD 2.49 per month, 2-year term, ExpressVPN From USD 2.99 per month, 2-year term, Proton VPN Free plan, then USD 3.49 per month, 2-year term. Comparisons: NordVPN vs Surfshark, NordVPN vs ExpressVPN, ExpressVPN vs Surfshark and Proton VPN vs NordVPN.

Features to compare

• Team management: central admin, adding and removing users, billing.
• Dedicated IP options for IP-restricted services.
• Server locations near your team and markets.
• Protocols such as WireGuard for speed and security.
• Kill switch that blocks traffic if the VPN drops.
• No-logs policy, ideally independently audited.
• Device support for all operating systems your team uses.
• Simultaneous connections per user.

Costs

Consumer VPNs are priced per user, with large discounts for long prepaid terms. Introductory prices often renew higher, so check renewal terms. Business plans add per-user fees and sometimes dedicated servers or IPs at extra cost. Remote-access and ZTNA solutions vary from free tiers for small teams to per-user enterprise pricing. Compare total yearly cost for your team, including renewals.

Setting up a VPN policy

Decide when staff must use the VPN, such as on any network outside home and office, or always when accessing certain systems. Install it on company devices, enable auto-connect on untrusted networks, and include it in onboarding. For remote access VPNs, give each person their own credentials with two-factor authentication, and remove access when they leave.

Legal and travel considerations

VPN use is legal in most countries but restricted or regulated in some. Staff travelling should check local rules. Some services block VPN connections, and some banks or platforms flag logins from unexpected countries. Use VPN locations sensibly, for example connecting to a server in your home country when travelling, to avoid account security alerts.

VPNs in a wider security plan

A VPN works best as part of a basic security plan: strong unique passwords in a password manager, two-factor authentication, updated devices, regular backups, staff awareness of phishing and invoice fraud, and secure website hosting. See how to prevent invoice fraud and how to protect a small business website.

Common mistakes

• Treating a VPN as complete protection.
• Free VPNs with unclear privacy practices.
• Shared VPN credentials among staff.
• Broad network access when only one app is needed.
• Ignoring renewal prices.
• No two-factor authentication on remote access.

Example: a consultancy with travelling staff

A consultancy's staff travel frequently and work from airports, hotels and client offices. The firm uses cloud apps with two-factor authentication, but wanted extra protection on untrusted networks. It bought a team plan from a reputable VPN provider, installed it on all company laptops and phones with auto-connect on untrusted Wi-Fi, and added VPN use to its travel checklist. Combined with a password manager and device encryption, the setup gives strong protection for staff on the move.

Example: a company with an office server

A small engineering firm stores large design files on a server in its office. Remote staff need access from home and site visits. Instead of exposing the server to the internet, the firm set up secure remote access requiring each user's credentials and two-factor authentication, granting access only to the file server. Logs show who connects and when. When an employee leaves, their access is removed in one place.

Device security matters as much

A VPN protects data in transit, but the device itself must be secure. Keep operating systems and apps updated, use full-disk encryption, require screen locks, install reputable security software where appropriate, and be able to wipe lost devices remotely. A compromised laptop bypasses any VPN. For small teams, device management tools make enforcing these settings practical.

Public Wi-Fi tips beyond the VPN

• Confirm the network name with staff before connecting.
• Prefer your phone's mobile hotspot for sensitive work.
• Turn off automatic connection to open networks.
• Check that websites use HTTPS.
• Avoid accessing banking or admin accounts on untrusted networks without a VPN.

Choosing the right setup

For most small teams working in cloud apps, a reputable consumer VPN with a team plan covers public Wi-Fi and travel. For teams needing access to internal systems, consider remote access VPNs or zero trust tools offered by your network or cloud provider. For larger organisations, combine identity management, device management and zero trust access. Start with the simplest setup that meets your actual needs, and review as the team grows.

VPNs and performance

Routing traffic through a VPN server can slow connections slightly, especially if the server is far away. Choose servers near your location, use modern protocols such as WireGuard, and use split tunnelling, where available, to send only some traffic through the VPN. Test video calls and large file transfers with the VPN on before rolling it out, so staff do not switch it off out of frustration.

Questions to ask a VPN provider

• Is there a team or business plan with central management?
• Has the no-logs policy been independently audited?
• Which protocols and server locations are available?
• Are dedicated IPs available, and at what cost?
• How many devices per user are supported?
• What are the renewal prices after the introductory term?
• What support is available for business customers?

VPNs and remote work policies

Include VPN use in your remote work policy, alongside rules on device security, password managers, two-factor authentication and handling customer data. Make policies practical: if the VPN is required on public Wi-Fi, make sure it is installed and auto-connects. See the remote team software stack for the wider set of tools remote teams use.

Logs and privacy for business VPNs

Consumer VPNs often emphasise not keeping logs, which protects users' privacy. Business remote-access systems, by contrast, often keep connection logs deliberately, to show who accessed which systems and when, which helps investigate incidents. Know which you need: privacy from third parties on public networks, or accountability for access to company systems. Many businesses use both kinds for different purposes.

A simple decision guide

1. Do staff work on public or untrusted Wi-Fi? Use a reputable VPN with a team plan.
2. Do staff need internal systems not exposed to the internet? Use a remote-access VPN or zero trust access.
3. Do you need a fixed IP for allow-listed services? Choose a provider with dedicated IPs.
4. Do you work only in cloud apps from home and office? Prioritise password managers, 2FA and device security first.

Rolling out a VPN

Choose a provider, buy team seats, and install the app on company devices before announcing the change. Configure auto-connect for untrusted networks and choose sensible default server locations. Explain in a short message why the VPN matters and when it must be used, and add it to onboarding and offboarding checklists. Review usage and any connection problems after a month.

Mobile devices

Phones and tablets access email, chat, CRM and banking too, often on public Wi-Fi. Install the VPN app on company mobile devices and enable auto-connect on untrusted networks. Combine with screen locks, encryption and the ability to wipe lost devices. Staff using personal phones for work should follow the same basics, ideally with a mobile device management policy that respects their privacy.

Questions