Terms of Use

These terms are an agreement between you and Vanaheim Systems Ltd (“we”, “us”, “our”) covering your use of Rougemont — a personal-finance explorer that reads the bank and credit-card statement PDFs you upload and shows you your own spending (the “Service”). By creating an account or using the Service, you confirm that you have read and accept these terms. If you do not accept them, please do not use the Service.

You must be at least 18 and entitled to agree to these terms. We may update them from time to time; the “last updated” date shows when. Continuing to use the Service after a change means you accept the updated terms.

What the Service does — and what it doesn’t

Rougemont lets you upload your own statement PDFs, parses them automatically, redacts personal identifiers, and presents your transactions as searchable history, categories, charts and an optional AI assistant — for your own personal, informational use.

The Service is not financial, tax, accounting, debt or investment advice. Figures are derived automatically from your documents and may contain parsing errors, so you should check anything important against your official statements. We do not move money, make payments, or connect to your bank.

Your statements and your personal data — please read this carefully

You may upload only statements that are your own or that you are authorised to upload. Here is exactly how we handle them:

• Your upload travels over an encrypted (HTTPS) connection.
• The PDF is processed automatically in a secured server environment. The original file is written to a temporary location only for the moment it takes to read it, and is deleted immediately afterwards — we do not keep your original PDF.
• During that automated step we redact your name, address, sort codes and full card numbers (we keep only the last four digits of a card). What we then store is stripped of those identifiers.
• This processing is automated and is not viewed by any person in the ordinary course.

Your responsibility

You use the Service, and any insight you draw from it, at your own risk. You are responsible for keeping your password confidential and for activity under your account, and for the accuracy of your own financial records. The figures Rougemont shows are illustrative and are not a substitute for your official statements.

Accounts

You agree to give accurate registration details and to keep your password confidential. Tell us promptly at [email protected] if you believe your account has been compromised. We may suspend or close an account that breaches these terms.

The AI assistant (optional)

The AI assistant is an optional, paid feature that we operate for you. When you enable it and use the chat, your questions and a stripped summary of the relevant transactions are sent to our AI provider, Anthropic, to generate a reply, under Anthropic’s own terms. You do not supply or store any API key of your own — we run the assistant on our own Anthropic access as part of the Service. Please don’t paste sensitive personal information into the chat.

Documents you choose to store (optional)

Rougemont optionally lets you upload and keep your own documents — for example an insurance certificate or a bill — so you can find them again later. This is different from statement processing in an important way: whereas an uploaded statement’s original file is deleted immediately after it is read, documents you choose to store are retained in your account until you delete them. They are held within your own account, behind your login and isolated from other users, and any text we extract to make them searchable is produced on our server only — it is not sent to the AI, to your bank, or to any other third party. Stored documents and their extracted text are encrypted at rest; however, no system can be guaranteed perfectly secure, and because the Service must be able to decrypt your documents to display and search them, encryption cannot protect against every kind of compromise. This feature is entirely optional and off unless you use it: if you choose to store documents you do so at your own risk, you confirm you are entitled to upload them, and you acknowledge and accept this residual risk. Please don’t store anything more sensitive than you are comfortable keeping on this basis.

Your content

You keep ownership of the data you upload and the categories you create (“your content”). You grant us only the limited permission needed to host, process and display your content so we can provide the Service to you. We do not claim ownership of it and we never sell it.

Our intellectual property

The Service itself — its software, design, branding and original content — belongs to Vanaheim Systems Ltd or our licensors. We grant you a personal, non-exclusive, non-transferable right to use the Service for your own purposes.

Third-party services

We rely on third-party providers to run the Service — for example our hosting provider, our payment processor (Stripe), and, only if you choose to use the AI assistant, Anthropic. Your use of any third party is also governed by its own terms.

“As is” — no warranties

The Service is provided “as is” and “as available”, without warranties of any kind, whether express or implied. We do not warrant that it will be uninterrupted, error-free or secure, or that any figure, chart or AI answer is accurate or suitable for your purposes. To the fullest extent the law allows, we disclaim all implied warranties, including fitness for a particular purpose. Nothing in these terms excludes liability that cannot be excluded under applicable law — including liability for death or personal injury caused by negligence, for fraud, or under data-protection law — and nothing affects your statutory rights as a consumer.

Limitation of liability

Subject to the paragraph above, and to the fullest extent permitted by law, Vanaheim Systems Ltd will not be liable for any indirect, incidental, special or consequential loss, or for any loss of profits, data, goodwill or opportunity, arising out of or connected with your use of (or inability to use) the Service. Where our liability cannot be wholly excluded, our total liability to you for all claims connected with the Service is limited to the greater of (a) the amount you paid us for the Service in the 12 months before the claim, or (b) £100. This limit does not apply to liability we are not permitted to limit by law, including under data-protection law.

Indemnity

You agree to cover us for reasonable losses and costs we incur because of your breach of these terms, your misuse of the Service, or your uploading documents you were not entitled to upload.

Suspension and ending the agreement

You can stop using the Service and close your account at any time, which deletes your data as described in the Privacy Notice. We may suspend or end your access if you breach these terms or if we reasonably need to. Sections that by their nature should survive — such as “Your responsibility”, the warranty disclaimer, the limitation of liability and the indemnity — continue to apply afterwards.

Governing law

These terms are governed by the laws of England and Wales, and the courts of England and Wales have jurisdiction, unless local law in your country requires otherwise.

Contact

Vanaheim Systems Ltd — [email protected]. Registered office: Holly Tree Cottage, Lower Green, Hungerford, RG17 9DW. Registered in England and Wales, company number 17254925.

Privacy Notice

This notice explains what personal information Vanaheim Systems Ltd collects when you use Rougemont, why, and your rights. We are the “controller” of that information. We keep what we collect to a minimum and we never sell it.

The short version

• To have an account we store your email address and a securely hashed form of your password.
• When you upload a statement we redact your name, address, sort codes and full card numbers, store only the stripped transactions in a database isolated to your account, and delete the original PDF immediately after reading it.
• We use your statement data only to show you your own spending. We never share it with your bank, other banks, lenders, credit agencies or advertisers.
• The AI assistant is an optional paid feature that we run for you on Anthropic — no API key of your own is needed. Payments are handled by Stripe. The Service is hosted in the EU. We use no advertising or tracking cookies.

What we collect and why

• Account data — your email and hashed password, used to create and secure your account, sign you in, and send essential account emails.
• Your statement data — after upload we parse the PDF and redact name, address, sort codes and full card numbers, then store the resulting transactions (date, description/merchant, amount, type, and the last four digits of a card) in a per-user database isolated to your account, so you can explore your spending. The original uploaded PDF is not retained — it is deleted immediately after parsing.
• Categories and preferences — the boards/categories you create and settings such as dark mode.
• AI assistant (optional) — if you enable the AI assistant and use the chat, your questions and a stripped summary of relevant transactions are sent to Anthropic to generate a reply. We run this for you using our own Anthropic access, so you do not provide or store any API key. Your questions and that summary are used only to produce your reply, and for nothing else.
• Payment data — handled by Stripe; we do not see or store your full card details.
• Security and service logs — standard records such as request times and errors, kept to run and protect the Service.

This is your own financial data — how it is used

The statements you upload are your own data, taken from your bank and credit-card providers. We use them only to show you your own spending inside your account. We do not send your data back to your bank, share it with other banks, lenders, credit-reference agencies or advertisers, and we never sell it. The only external processing is the optional AI assistant (which we run for you on Anthropic) and the payment processor.

Our legal basis (UK GDPR)

We rely on performance of a contract to provide the account and Service you ask for, and on our legitimate interests to keep the Service secure and working. The optional AI assistant runs on your consent, which you give by turning it on and using it, and can withdraw at any time by turning it off. We do not carry out marketing.

Who we share it with

We share personal information only with the suppliers who help us run the Service — our EU hosting provider, our payment processor (Stripe), our email provider, and, only if you opt in, Anthropic for the AI assistant — and only as needed for them to perform that work under appropriate safeguards. We may disclose information if the law requires it. We do not sell your information or share it for advertising.

How long we keep it

We keep account and statement data while your account is open. You can delete imported data at any time, and closing your account deletes your per-user data. Logs are kept for a limited period. When you close your account we delete or anonymise your personal data unless we must keep some of it to meet a legal obligation.

Where it is stored

The Service is hosted in the European Economic Area. If a supplier processes data outside the UK/EEA — for example Anthropic, if you choose to use the AI assistant — we rely on the appropriate safeguards required by law.

Keeping it safe

We use technical and organisational measures to protect your information: uploads travel over HTTPS; passwords are hashed; each account’s data is isolated; original PDFs are deleted immediately after parsing; and personal identifiers are redacted automatically during that processing. As explained in the Terms, your data is briefly present in our secured, automated environment while a statement is being processed, and no system can be guaranteed perfectly secure — but we work to protect your data and to respond promptly to any issue.

Your rights

Under UK data-protection law you can ask us to give you a copy of your personal data, correct it, delete it, restrict or object to certain processing, or provide it in a portable form. You can do much of this from within the app, or by emailing [email protected]. You also have the right to complain to the UK’s Information Commissioner’s Office (ICO) at ico.org.uk.

Contact

Vanaheim Systems Ltd, Holly Tree Cottage, Lower Green, Hungerford, RG17 9DW. Privacy enquiries: [email protected]. ICO registration number: ZC171855.

Acceptable Use

This section sets out how the Service may and may not be used. It forms part of the Terms of Use.

Please don’t

• Upload statements or documents that are not your own and that you are not authorised to upload.
• Use the Service for anything unlawful, or upload malware or content that is abusive, deceptive or infringing.
• Attempt to break, probe or bypass the Service’s security, rate limits or access controls, or access another user’s data.
• Scrape, bulk-extract or resell the Service or its content, or use automated means to overload it.
• Reverse-engineer, copy or resell the Service itself, or remove our or our licensors’ proprietary notices.
• Impersonate anyone or misrepresent your affiliation.

We may remove content or suspend access that breaches these rules. Serious or repeated breaches may lead to your account being closed and, where appropriate, reported to the relevant authorities.

Cookies

We keep cookies to the minimum needed to run the Service. We do not use advertising or cross-site tracking cookies.

What we use

• Essential session cookie — when you sign in, we set a secure cookie so the Service knows you are logged in across pages. Without it, signing in wouldn’t work. It is removed when you sign out or it expires.
• Local browser storage — we may store small preferences (such as dark mode) in your browser. This stays on your device and is not sent to us as a tracking signal.
• Privacy-friendly analytics — we use our own, self-hosted, cookieless analytics to understand general usage. It does not set cookies or track you across other sites.

Because we only use strictly necessary cookies, no consent banner is required for them. If we ever introduce optional cookies, we will ask for your consent first.