Cloud computing has transformed how organisations operate, making it easier to collaborate, access information, and stay secure without the need for expensive infrastructure. For charities and non-profits, it offers a cost-effective way to modernise operations, improve flexibility, and protect sensitive data, even with limited internal IT capacity.
In this guide, we’ll look at how cloud technology can support your organisation, clear up common misconceptions, and provide practical guidance for choosing the right tools and partners.
Why Charities & Non-Profits Are Moving to the Cloud
For many charities, the pandemic accelerated the shift to cloud-based tools. Teams that once worked side-by-side were suddenly distributed, relying on shared documents, video calls, and online systems to stay connected. Now, many of those changes have stuck, and with good reason.
Cloud platforms allow your team to work from anywhere, access the same up-to-date information, and collaborate securely. In turn, this flexibility also opens up access to useful people and resources that the organisation may not have locally. Cloud systems also reduce reliance on aging hardware or on-site servers, offer predictable costs, and simplify everything from backups to software updates.
Crucially, cloud services support better resilience. If a device is lost, stolen, or damaged, your data is still safe. If your office floods or your broadband goes down, work can continue from home or elsewhere.
Common Cloud Misconceptions in the Third Sector
While many charities have embraced the cloud, some remain hesitant. A few common concerns include:
"The cloud is too expensive for us."
Most cloud services operate on a subscription model, with discounted or free tiers for non-profits and charities. Compared to maintaining in-house servers or dealing with legacy systems, the long-term costs are often lower and much more predictable.
"We’ll lose control of our data."
In fact, cloud services can offer more transparency and better control. You can see who accessed what, apply strict permissions, and automate logging. With the right setup, your data is often more secure in the cloud than it would be on a local computer or shared USB drive.
"We don’t have the skills to manage it."
Many platforms are designed with simplicity in mind, and the right IT partner can help configure things upfront so your team can focus on their work rather than the technology behind it.
Top Cloud Tools for Charities & Non-Profits
There is no one-size-fits-all solution, but a number of tools have proven especially useful across the sector:
- Microsoft 365 for Nonprofits: Includes Word, Excel, Outlook, Teams, and SharePoint, plus OneDrive for storage. Offers heavily discounted licences for charities and strong admin tools for managing users and security.
- Google Workspace for Nonprofits: A popular alternative, especially for smaller teams. Includes Gmail, Docs, Sheets, Meet, and Drive. Google offers a generous free tier for qualifying organisations.
- Dropbox or Box: Provide easy file sharing and secure storage with good control over access and collaboration. Useful for managing media assets, policy documents, or case files. Only required if Microsoft 365 or Google Workspace are not used, as these both provide this functionality.
- Fundraising and donor CRMs: Tools like Salesforce Nonprofit Cloud, Beacon, or Donorfy help manage supporter relationships, donation records, and email campaigns. Most are cloud-based and designed specifically for the charity sector.
- Project and task management platforms: Tools like Trello, Asana, or Monday.com can help coordinate team activity, track tasks, and improve visibility across departments or remote teams.
When choosing tools, look for those that integrate well with each other and suit the size and structure of your organisation. Simplicity, security, and support should all be priorities.
Security and Trust in the Cloud
Security is a top concern for any organisation, and especially for charities that deal with sensitive personal information. Fortunately, most leading cloud platforms offer excellent built-in security that is often stronger than on-premises alternatives.
Cloud platforms automatically install software updates and security patches, reducing the risk of emerging threats. Data is typically encrypted in transit and at rest, which limits the risk of interception or theft. Access controls can usually be set by user, department, or project, and revoked quickly if needed. Many platforms also provide detailed logs to track who accessed what and when, supporting both security and compliance. When selecting a cloud platform the specific features of each should be checked and compared against your requirements and each other.
That said, whatever their features, systems must be configured correctly. Poorly set permissions, shared passwords, or open links can still create risk. A professional setup or security review is strongly recommended.
Making the Transition: Tips for a Smooth Move
Moving to the cloud is a process, not just a product switch. It is worth taking the time to plan and communicate the change so that it works well for your team.
- Start with your needs, not the technology. What are the biggest pain points in your current setup? What do you need to do better – collaborate remotely, keep data safer, streamline admin?
- Audit your current systems. Understand what tools you are currently using, what works, what overlaps, and where gaps exist. Check your internet connection speeds as access to any cloud system will generally require a reliable, fact connection.
- Involve your team. Change works best when people understand the benefits and feel part of the process. Involve a mix of voices from across your organisation early on.
- Plan your migration. Will you move everything at once or start with one function, such as email or file storage? Be realistic about timeframes and include training.
- Get support where needed. A trusted IT partner can help plan the process, configure systems securely, and train your staff so the transition is smooth and successful.
Read our guide to IT audits for charities and non-profits.
Choosing a Cloud Partner Who Understands Charities & Non-Profits
Not all IT providers have experience in the third sector. Look for partners who understand the unique blend of financial constraints, governance responsibilities, and service delivery pressures that charities face.
The right partner will recommend solutions that are scalable and sustainable, not just technically sound. They should be able to help you access non-profit discounts, support staff training, and communicate clearly with stakeholders. More importantly, they should be focused on helping your team work smarter and safer, not just installing software.
Read our guide to working with an IT support provider.
Modernise Your Charities & Non-Profits Tech Setup
Cloud computing is not about chasing the latest tech trend. It is about finding practical, reliable tools that help your team work better, stay safer, and focus on your mission.
For charities and non-profits, the cloud removes many of the barriers to modernising IT. It makes collaboration easier, lowers costs, and builds resilience. With the right support, moving to the cloud does not have to be complex or expensive. It can be a catalyst for smarter, simpler ways of working.
Book a free consultation today to find out how we can help your organisation strengthen its systems and pave the way for smoother operations.