Softwr

Cybersecurity · head to head

DataGrail vs OnBase

DataGrail logo

DataGrail

Cybersecurity

Privacy platform that finds shadow data systems and automates data subject requests across them

From
On request
Free plan
No
Full reviewWebsite
OnBase logo

OnBase

Government

Enterprise Information Platform

From
$400/month
Free plan
No
Full reviewWebsite

The short version

  • Each has a real cost: DataGrail no pricing is published, and while benchmarking suggests it undercuts OneTrust for comparable scope, cost still scales with request volume and connected systems, which grow with the business.; OnBase pricing starts at 2,000 USD per month, making it expensive for small agencies
  • They diverge on capability: DataGrail covers Live data discovery, OnBase covers Content Management.
  • Prices and features above were last checked on 31 August 2026.

Where they differ

Only the attributes on which DataGrail and OnBase actually diverge.

Attributes where DataGrail and OnBase differ
AttributeDataGrailOnBase
Starting priceOn request$400/month
Pricing modelquotesubscription
PlatformsWeb, APIWeb, Mobile
CategoryCybersecurityGovernment
FoundedUnknown1991

Identical on both: free tier (No), user rating (Not yet rated).

What each one covers

Drawn from each product's published feature list. An absence here means we hold no record of it - not that the product lacks it.

Only in DataGrail

  • Live data discovery
  • Request automation
  • Audit trail
  • Consent management
  • Integration catalogue
  • Risk monitoring
  • Consumer request portal
  • Reporting

Only in OnBase

  • Content Management
  • Workflow Automation
  • Case Management
  • Records Management
  • Intelligent Capture
  • Microsoft 365
  • Salesforce
  • Epic

What people use each for

The jobs each tool is most often brought in to do.

DataGrail

  • A consumer brand whose deletion requests keep missing data in marketing tools the privacy team did not know existednot OnBase
  • A company processing hundreds of CCPA requests a month where manual fulfilment has become a full-time jobnot OnBase
  • A privacy team leaving OneTrust because the platform tracked requests but staff still completed them by handnot OnBase
  • An organisation needing evidence for a regulator that deletion actually occurred in every system, not that a ticket was closednot OnBase

OnBase

  • Citizen Servicesnot DataGrail
  • Records Managementnot DataGrail
  • Public Safetynot DataGrail
  • Civic Engagementnot DataGrail

Where each one falls short

Documented limitations, not opinions. Every one is a constraint you would hit in normal use.

DataGrail

  • No pricing is published, and while benchmarking suggests it undercuts OneTrust for comparable scope, cost still scales with request volume and connected systems, which grow with the business.
  • Automated fulfilment only works for systems with a supported connector, so homegrown applications and legacy databases still need manual handling, and those are usually where the awkward data lives.
  • Discovery works by observing integrations and traffic patterns, so genuinely isolated systems, offline data and files on employee machines remain invisible and outside the data map.
  • It is narrower than the enterprise privacy suites, lacking the assessment, third-party risk and wider GRC modules a large regulated organisation will also need, so it may be one of two platforms rather than the only one.
  • Deletion automation is irreversible and mistakes are unrecoverable, so teams need real confidence in identity verification before enabling it, and that caution often keeps deletion semi-manual for months after purchase.

OnBase

  • Pricing starts at 2,000 USD per month, making it expensive for small agencies
  • Complex implementation and configuration required for government-specific workflows
  • Requires significant IT resources for deployment and ongoing management

Pricing, plan by plan

DataGrail

On request
  • DataGrail Platform$undefined/year
    • Data discovery and mapping
    • Data subject request automation
    • Consent management

OnBase

$400/month
  • Government$400/month
    • Content Management
    • Process Automation
    • Case Management

Which should you pick?

Choose DataGrail if

  • You need live data discovery.
  • You work on Web, API.
  • You also want request automation.
DataGrail review

Choose OnBase if

  • You need content management.
  • You work on Web, Mobile.
  • You also want workflow automation.
OnBase review

Questions people ask

Is DataGrail or OnBase better?
Neither clearly leads. DataGrail starts at On request and OnBase at $400/month, and user ratings are close enough to be indistinguishable. Choose on capability and platform support.
Which is cheaper, DataGrail or OnBase?
DataGrail starts at On request and OnBase at $400/month.
Does DataGrail or OnBase run on more platforms?
DataGrail runs on Web, API. OnBase runs on Web, Mobile.
What is DataGrail best used for?
DataGrail is most often used for a consumer brand whose deletion requests keep missing data in marketing tools the privacy team did not know existed, a company processing hundreds of ccpa requests a month where manual fulfilment has become a full-time job, a privacy team leaving onetrust because the platform tracked requests but staff still completed them by hand, an organisation needing evidence for a regulator that deletion actually occurred in every system, not that a ticket was closed. Of those, a consumer brand whose deletion requests keep missing data in marketing tools the privacy team did not know existed and a company processing hundreds of ccpa requests a month where manual fulfilment has become a full-time job are not what OnBase is typically brought in for.
What can DataGrail do that OnBase cannot?
DataGrail covers Live data discovery, Request automation, Audit trail, Consent management. OnBase covers Content Management, Workflow Automation, Case Management, Records Management.

Answered from the vendors’ own pages

DataGrail: How is DataGrail different from OneTrust?

OneTrust orchestrates the workflow; DataGrail focuses on connecting to systems and completing the request, and benchmark data suggests it prices materially below OneTrust for comparable scope.

OnBase: What is OnBase used for in government?

OnBase is used for digital permitting, inspections, and plan review processes. Government agencies use it to streamline workflows, enable online forms, automate approvals, and provide citizen access to application status.

Source
DataGrail: Does it find systems we do not know about?

Yes. Continuous discovery of unsanctioned tools processing personal data is its main technical claim.

OnBase: Does OnBase support mobile access?

Yes. Mobile access is a key feature of OnBase, allowing users to manage documents and cases on the go.

Source
DataGrail: What does it cost?

Not published. Pricing is quoted by request volume and connected systems, with multi-year commitments typically discounted.

OnBase: What document management capabilities does OnBase provide?

OnBase provides centralized document storage with version control, search and retrieval tools, records management across physical and electronic lifecycles, and compliance with policies and regulations.

Source
DataGrail: Does it cover consent as well as requests?

Yes, it includes consent management, though publishers needing certified advertising consent usually use a specialist CMP.

OnBase: Can OnBase workflows be customized?

Yes. OnBase is flexible and configurable with user-defined workflows for case management, streamlining processes like accounts payable, employee onboarding, and contract management.

Source
Share

Related pages

More on DataGrail

More on OnBase

Keep looking

Other head to heads