Terms and Conditions

By contacting Rossum or using our services, you are agreeing to the following respective terms and conditions.

Last updated: July 08, 2018

Please read these Terms of Service ("Terms", "Terms of Service") carefully before using the https://rossum.ai/ website (the "Service") operated by Rossum Ltd ("us", "we", or "our").

Your access to and use of the Service is conditioned on your acceptance of and compliance with these Terms. These Terms apply to all visitors, users and others who access or use the Service.

By accessing or using the Service you agree to be bound by these Terms. If you disagree with any part of the terms then you may not access the Service.

Subscriptions

Some parts of the Service are billed on a subscription basis ("Subscription(s)"). You will be billed in advance on a recurring and periodic basis ("Billing Cycle"). Billing cycles are set either on a monthly or annual basis, depending on the type of subscription plan you select when purchasing a Subscription.

At the end of each Billing Cycle, your Subscription will automatically renew under the exact same conditions unless you cancel it or Rossum Ltd cancels it. You may cancel your Subscription renewal either through your online account management page or by contacting Rossum Ltd customer support team.

A valid payment method, including credit card or PayPal, is required to process the payment for your Subscription. You shall provide Rossum Ltd with accurate and complete billing information including full name, address, state, zip code, telephone number, and a valid payment method information. By submitting such payment information, you automatically authorize Rossum Ltd to charge all Subscription fees incurred through your account to any such payment instruments.

Should automatic billing fail to occur for any reason, Rossum Ltd will issue an electronic invoice indicating that you must proceed manually, within a certain deadline date, with the full payment corresponding to the billing period as indicated on the invoice.

Free Trial

Rossum Ltd may, at its sole discretion, offer a Subscription with a free trial for a limited period of time or a limited amount of invoices ("Free Trial").

You may be required to enter your billing information in order to sign up for the Free Trial.

If you do enter your billing information when signing up for the Free Trial, you will not be charged by Rossum Ltd until the Free Trial has expired, but upon exhaustion of the Free Trial, you will be automatically charged the applicable Subscription fees for the type of Subscription you have selected.

At any time and without notice, Rossum Ltd reserves the right to (i) modify the terms and conditions of the Free Trial offer, or (ii) cancel such Free Trial offer.

Fee Changes

Rossum Ltd, in its sole discretion and at any time, may modify the Subscription fees for the Subscriptions. Any Subscription fee change will become effective at the end of the then-current Billing Cycle.

Rossum Ltd will provide you with a reasonable prior notice of any change in Subscription fees to give you an opportunity to terminate your Subscription before such change becomes effective.

Your continued use of the Service after the Subscription fee change comes into effect constitutes your agreement to pay the modified Subscription fee amount.

Refunds

Except when required by law or specified in a separate Service Level Agreement, paid Subscription fees are non-refundable.

Accounts

When you create an account with us, you must provide us information that is accurate, complete, and current at all times. Failure to do so constitutes a breach of the Terms, which may result in immediate termination of your account on our Service.

You are responsible for safeguarding the password or secret key ("password") that you use to access the Service and for any activities or actions under your password, whether your password is with our Service or a third-party service.

You agree not to disclose your password to any third party. You must notify us immediately upon becoming aware of any breach of security or unauthorized use of your account.

Links To Other Web Sites

Our Service may contain links to third-party web sites or services that are not owned or controlled by Rossum Ltd.

Rossum Ltd has no control over, and assumes no responsibility for, the content, privacy policies, or practices of any third party web sites or services. You further acknowledge and agree that Rossum Ltd shall not be responsible or liable, directly or indirectly, for any damage or loss caused or alleged to be caused by or in connection with use of or reliance on any such content, goods or services available on or through any such web sites or services.

We strongly advise you to read the terms and conditions and privacy policies of any third-party web sites or services that you visit.

Termination

We may terminate or suspend your account immediately, without prior notice or liability, for any reason whatsoever, including without limitation if you breach the Terms, unless an additional agreement concluded separately explicitly stipulates otherwise.

Upon termination, your right to use the Service will immediately cease. If you wish to terminate your account, you may simply discontinue using the Service.

All provisions of the Terms which by their nature should survive termination shall survive termination, including, without limitation, ownership provisions, warranty disclaimers, indemnity and limitations of liability.

Indemnification

You agree to defend, indemnify and hold harmless Rossum Ltd and its licensee and licensors, and their employees, contractors, agents, officers and directors, from and against any and all claims, damages, obligations, losses, liabilities, costs or debt, and expenses (including but not limited to attorney's fees), resulting from or arising out of a) your use and access of the Service, by you or any person using your account and password, or b) a breach of these Terms.

Limitation Of Liability

In no event shall Rossum Ltd, nor its directors, employees, partners, agents, suppliers, or affiliates, be liable for any indirect, incidental, special, consequential or punitive damages, including without limitation, loss of profits, data, use, goodwill, or other intangible losses, resulting from (i) your access to or use of or inability to access or use the Service; (ii) any conduct or content of any third party on the Service; (iii) any content obtained from the Service; and (iv) unauthorized access, use or alteration of your transmissions or content, whether based on warranty, contract, tort (including negligence) or any other legal theory, whether or not we have been informed of the possibility of such damage, and even if a remedy set forth herein is found to have failed of its essential purpose.

Disclaimer

Your use of the Service is at your sole risk. The Service is provided on an "AS IS" and "AS AVAILABLE" basis. The Service is provided without warranties of any kind, whether express or implied, including, but not limited to, implied warranties of merchantability, fitness for a particular purpose, non-infringement or course of performance.

Rossum Ltd its subsidiaries, affiliates, and its licensors do not warrant that a) the Service will function uninterrupted, secure or available at any particular time or location; b) any errors or defects will be corrected; c) the Service is free of viruses or other harmful components; or d) the results of using the Service will meet your requirements.

FURTHERMORE, ROSSUM LTD DOES NOT MAKE ANY REPRESENTATION AND EXTENDS NO WARRANTY OF ANY KIND, EITHER EXPRESS OR IMPLIED, WITH RESPECT TO THE CORRECTNESS OF CAPTURED DATA AND/OR THE LEVEL OF ACCURACY, AND DOES NOT WARRANT AND IS NOT LIABLE TO ANY EXPENSES OR DAMAGES INCURRED BY AN UNAVAILABILITY OR DISRUPTION OF THE SERVICE EXCEPT AS EXPRESSLY AGREED.

Exclusions

Without limiting the generality of the foregoing and notwithstanding any other provision of these terms, under no circumstances will Rossum Ltd ever be liable to you or any other person for any indirect, incidental, consequential, special, punitive or exemplary loss or damage arising from, connected with, or relating to your use of the Service, these Terms, the subject matter of these Terms, the termination of these Terms or otherwise, including but not limited to personal injury, loss of data, business, markets, savings, income, profits, use, production, reputation or goodwill, anticipated or otherwise, or economic loss, under any theory of liability (whether in contract, tort, strict liability or any other theory or law or equity), regardless of any negligence or other fault or wrongdoing (including without limitation gross negligence and fundamental breach) by Rossum Ltd or any person for whom Rossum Ltd is responsible, and even if Rossum Ltd has been advised of the possibility of such loss or damage being incurred.

Governing Law

These Terms shall be governed and construed in accordance with the laws of England and Wales, without regard to its conflict of law provisions.

Our failure to enforce any right or provision of these Terms will not be considered a waiver of those rights. If any provision of these Terms is held to be invalid or unenforceable by a court, the remaining provisions of these Terms will remain in effect. These Terms constitute the entire agreement between us regarding our Service, and supersede and replace any prior agreements we might have between us regarding the Service.

Changes

We reserve the right, at our sole discretion, to modify or replace these Terms at any time. If a revision is material we will try to provide at least 30 days notice prior to any new terms taking effect. What constitutes a material change will be determined at our sole discretion.

By continuing to access or use our Service after those revisions become effective, you agree to be bound by the revised terms. If you do not agree to the new terms, you must stop using the service.

Privacy Policy and Cookie Policy

Please refer to our Privacy Policies below. You agree that they constitute part of these terms. You must read our Privacy Policies before you use the Service.

Contact Us

If you have any questions about these Terms, please contact us.

Sign-up Privacy Policy

How will we process the information from the registration form and the uploaded invoices:

Information contained in the form will be used to manage inquiries submitted to us. We may also contact you to get more information, update and clarify your request or any other matter relating to our services.

The uploaded invoices will be processed to provide you structured data by our automated data-extraction tool using deep learning approach and artificial intelligence. The uploaded invoice will be retained and used for further research, development and training of the artificial intelligence and will be deleted no later than 10 years from the upload. This processing is based, in the context of GDPR regulations, on legitimate interests of Rossum. (read more about how we process uploaded data)

The contact forms are run in the cooperation with Paperform Pty. Ltd. (see their Privacy Policy) which provides us online forms platform. We also use G Suite apps from Google LLC (see their Privacy Policy). Our data are stored in the cloud without specific geographical limitation.

You can also sign up to our newsletters. In case you subscribe, we will send you from time to time an email relating to our services, offers, events and business news. You can unsubscribe any time by clicking the unsubscribe link which is included in every message. We will not disclose your information to any other organization for the marketing purposes. If you decide not to use our services or do not subscribe to our newsletters, we will delete the contact data from the form after 1 year.

If you have any questions you can contact us at rossum@rossum.ai. You can also ask for the access to your data, portability, rectification or erasure, and limitation of processing. You can object to processing based on legitimate interests. You have the right to lodge a complaint with the Czech Data Protection Authority.

Privacy of Uploaded Documents

Rossum is here to understand data and make their processing easier and more effective. As such, Rossum is fully aware of the obligations and responsibilities connected with the processing of data regardless of their nature or type. That is why we take data protection and security very seriously. We follow EU laws and regulations, especially the General Data Protection Regulation (GDPR), which are one of the strictest in the world.

When and how are we processing personal data?

Rossum provides a unique automated data-extraction tool using deep learning approach and artificial intelligence.

Rossum’s technology analyzes documents, captures information and extracts structured data and knowledge which is then provided back to customers. Documents received from customers are retained for limited time and may be selected as part of a training dataset used for future learning of our artificial intelligence models. Dependent on the nature of documents and customer’s instructions, Rossum will process information that may contain personal data. It is important to add that personal data only belong to natural persons, and not to legal persons like e.g. business corporations.

In particular, when using Rossum data capture services to capture corporate invoices, even though there might be some limited information relating to natural persons, the nature of that data is professional and commercial, not personal. Thus, in case of corporate invoice data capture, no personal data processing is typically performed. (This changes in case of B2C invoices - please see below.)

How are we dealing with data protection rules?

We are fully committed to ensure compliance with the GDPR. To re-iterate, we are processing customer-provided documents for the primary purpose of data capture, based on instructions of our customers, and for the secondarry purpose of further research and development of data-extraction technology and artificial intelligence. Based on the nature of the data and the GDPR balance test, we have a full reason to believe that this processing is fully compliant with the GDPR, particularly when not concerning third-party consumer invoices.

How do we secure the data?

We know that the security of data is of paramount importance. Reflecting that we are taking all the industry-standard measures to guarantee that the data we get are safe. We are following access management and restrictions based on the need-to-know principle. All our employees and contractors are bound by the non-disclosure agreements. When we transmit data, we use encrypted communication channels (SSL/TLS encryption).

What do Rossum Customers need to do?

There are several things that you might need to do depending on your situation and jurisdiction. Our customers are generally controllers of the data contained in the documents handed over to us. As such we recommend taking these steps:

  • Make sure your Terms of Service or Privacy Policy properly communicate to your customers, business partners and/or employees that you are using Rossum services (and any other similar services) and how Rossum’s processing works (including artificial intelligence learning). Being transparent is one of the most important data protection principles. We recommend you ensure your policies are up to date and clear to your readers.
  • Recommended information to be handed over to your business counterparts or customers:
    We [Rossum’s customer] use Rossum Ltd. (“Rossum”) as the processor of our invoices. The invoices may be retained and used by Rossum for limited time on the basis of legitimate interests as part of a training dataset used for research, development and learning of Rossum’s artificial intelligence models employed to process the invoices.
  • If you are in the European Union and have a contractual relationship with Rossum, you’ll likely want to sign a Data Processing Agreement with Rossum. Please get in touch with our business representatives.
  • If you want us to process documents of which you are not the owner or direct participant (e.g. invoices of third parties) make sure that you are entitled to transmit the documents to us and, if applicable, ask for the consent of the participating persons with this processing. The consent should cover the transmission of data to Rossum for the data-extraction as well as for the artificial intelligence learning purposes. Please note that a consent under the GDPR must comply with quite severe requirements (see art. 7 of the GDPR).
    To avoid any doubts, this does not apply to documents containing your transactions and data (e.g. invoices received by you or issued by you).

If you are a company outside the EU, you should still be aware of this. The provisions of the GDPR apply to any organization that processes personal data of individuals in the European Union.

If you have any questions, please don't hesitate to contact us at rossum@rossum.ai.