Anonymise a document in 3 steps
A letter from your landlord, an absence file, a court document or a complaint email: sometimes you want a colleague, an adviser or an AI assistant to look at it. But you don't want the names, addresses and numbers to go along with it. With these three steps you can anonymise a document quickly and carefully, without it ever leaving your computer.
In short: 1. paste the text or open the file, 2. check and complete what is hidden, 3. copy and share the safe version. You can then restore the real data in the answer you get back, locally.
Step 1: Paste the text or open the file
Open the VerumVault anonymisation tool and paste your text into the first box. You can also open a Word file (.docx), a PDF or a text file, or drag it into the box. The file is read in your own browser; nothing is sent to a server.
A few tips at this stage:
- Scanned PDF? A scan is an image without a text layer and cannot be read. Use the original digital version or copy the text first.
- Long files: share only the part the recipient really needs. Less text means less risk (data minimisation, Article 5 GDPR).
- Headers and footers: check the letterhead, signature and footer. That is where the address, phone number and customer number often are.
Step 2: Check what will be hidden
The tool automatically detects, among other things, names, national ID and tax numbers, IBANs, many address formats, phone numbers, email addresses, dates of birth, licence plates and case or invoice numbers. They are replaced by coloured labels such as [PERSON_1] or [IBAN_1]. The same person gets the same label everywhere, so the text stays readable.
Automatic detection is an aid, not a guarantee. Always go through the preview:
- Something missed? Select the word and mark it, or add it as an extra term. Think of nicknames, a first name without a greeting, or a company name.
- Too much hidden? Switch off a label in the Token vault, or add a term to the protected list (for example the name of a law or an authority).
- Indirect identifiers: a unique job, a small town or a striking event can also give someone away. Rewrite such details in more general terms.
Not sure whether something is still identifiable? Read about the difference between pseudonymisation and anonymisation.
Step 3: Copy the safe version and share it
Click copy and paste the safe text into ChatGPT, Claude, Gemini or an email to your adviser. The recipient only sees labels. When you paste the AI's answer into "Restore AI reply", VerumVault puts the real names and data back locally. You get a usable result without the AI provider ever seeing the real data.
Is the document going somewhere you won't need to restore it, such as a publication or a training pack? Then don't keep the key and check extra carefully for indirect identifiers. That brings you closer to true anonymisation.
Checklist before you hit send
- Are there still names in the greeting, signature or cc line?
- Have the address, postcode, phone number and email address gone, including in the letterhead?
- Have ID numbers, IBANs and customer, policy, invoice and case numbers been replaced?
- Does the text contain health data or other special category data (Article 9 GDPR)? Leave it out if it isn't needed.
- Does the recipient really need this information?
Want to black out a PDF or Word file itself instead of sharing the text? Read How to redact a document safely. Specifically about ID numbers: Redacting national ID numbers.
Anonymise your document for free with VerumVault →Runs locally in your browser · no upload · no accountFrequently asked questions
Can I anonymise a Word or PDF file without uploading it?
Yes. VerumVault reads .docx, .pdf and .txt files in your own browser. The file is not sent to a server.
Does the tool detect all personal data automatically?
No tool detects everything. VerumVault finds common data such as names, ID numbers, IBANs and addresses, but you remain responsible for checking. Missed words can be marked manually.
Does it work with scanned documents?
Only if the PDF has a text layer. A scan without a text layer is an image and cannot be read.
Can I get the AI answer back with the real names?
Yes. Paste the answer into 'Restore AI reply' and the labels are replaced with the real data locally.