Privacy Policy

Effective Date: August 15, 2025 // Last Updated: August 15, 2025

1. Introduction

The Rossi Media Company LLC (“TRMC,” “we,” “our,” or “us”) is committed to protecting your personal information and respecting your privacy. This Privacy Policy explains how we collect, use, store, share, and protect your information when you:

  • Visit our websites (rossimediaco.com and subdomains)

  • Interact with our hosted apps or portals (including myTRMC)

  • Engage us for creative, AI, or marketing services

  • Attend TRMC-produced events or shoots

  • Apply for a role with TRMC

By using our services, you agree to the practices described in this Privacy Policy.

2. Scope of This Policy

This Policy applies to all personal data processed by TRMC as:

  • Controller — where we decide how and why data is processed (e.g., marketing, billing, HR).

  • Processor — where we handle data on behalf of clients under contract (e.g., campaign assets, audience analytics).

3. Information We Collect

We collect information in three main ways:

3.1 Information You Provide

  • Contact details: name, email, phone, company, job title

  • Billing info: invoice details, payment processor tokens

  • Project data: scripts, footage, images, creative briefs

  • Job applicant data: resume/CV, portfolio links, interview notes

3.2 Information We Collect Automatically

  • Device info: IP address, browser type, OS, device identifiers

  • Usage data: pages visited, actions taken, session duration

  • Cookies & pixels for analytics and marketing

3.3 Information from Third Parties

  • Referrals and partnerships

  • Public sources (e.g., LinkedIn, company websites)

  • Vendors we integrate with (Google Workspace, Intercom, etc.)

4. How We Use Your Data

We process data to:

  • Deliver contracted services and fulfill obligations

  • Provide customer support and project updates

  • Send marketing communications (opt-in only)

  • Improve website, apps, and service performance

  • Detect and prevent fraud or security incidents

  • Comply with legal obligations

5. Legal Bases for Processing (GDPR/UK GDPR)

  • Consent – marketing emails, non-essential cookies

  • Contract – to perform agreed services

  • Legitimate Interests – securing systems, analytics, improving services

  • Legal Obligation – accounting, tax, regulatory compliance

6. Sharing Your Information

We share personal data with:

  • Service providers – hosting, analytics, payments, communications

  • Business partners – co-hosted campaigns (with consent)

  • Legal authorities – where required by law

  • Successors – in case of merger, acquisition, or asset sale

We never sell personal information.

7. AI & Automated Processing

TRMC uses AI tools to:

  • Summarize meetings and project updates

  • Assist in content generation (human-reviewed before release)

  • Analyze campaign performance patterns

We do not make legally significant decisions solely using AI.

8. Cookies & Tracking Technologies

We use:

  • Essential cookies – required for functionality

  • Analytics cookies – to measure performance (e.g., GA4)

  • Advertising pixels – for retargeting (if enabled)

You can manage cookie preferences via your browser or our site’s cookie settings.

9. Data Retention

We retain personal data only as long as necessary:

  • Client project files – typically 24 months after completion

  • Billing records – 7 years (legal requirement)

  • Marketing data – until you opt-out + suppression period

  • Job applications – 12–24 months unless law requires otherwise

10. Security Measures

We protect data using:

  • Encryption in transit and at rest

  • Multi-factor authentication for internal systems

  • Role-based access controls

  • Regular security reviews and vendor assessments

11. Your Privacy Rights

Depending on your location, you may have rights to:

  • Access and receive a copy of your data

  • Correct inaccuracies

  • Delete your data

  • Restrict or object to certain processing

  • Opt-out of targeted advertising and data sharing

  • Withdraw consent at any time

To exercise rights, contact privacy@rossimediaco.com.

12. International Transfers

When transferring data outside your country, we:

  • Use Standard Contractual Clauses (SCCs) or UK IDTA where required

  • Ensure vendors meet adequate protection standards

13. Children’s Privacy

TRMC does not knowingly collect personal data from children under 13 (U.S.) or under 16 (EEA). If you believe we have done so, contact us for removal.

14. Updates to This Policy

We may update this Policy to reflect changes in practices or law. Updates will be posted on our website with a revised “Last Updated” date.

15. Contact Us

The Rossi Media Company LLC
Email: privacy@rossimediaco.com
Phone: +1 (469) 632-9001
Website: www.rossimediaco.com

Appendix A – Subprocessors

VendorPurposeData ProcessedLocationGoogle WorkspaceEmail, file storageIdentity, communicationsGlobalSquarespaceWebsite hostingVisitor dataU.S.VidaAITelephony/SMSCall/SMS metadataU.S.IntercomClient chatIdentity, messagesU.S./EUStripePaymentsBilling dataGlobal

Appendix B – Cookie Table

CookiePurposeExpiration_gaAnalytics2 yearscf_bmSecurity30 minintercom-session-*Chat session1 week


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