Privacy policy

Rossing T&M CMS · last updated 12 October 2026

The Rossing T&M CMS (cms.rossingtm.com) is the internal production system of Rossing T&M. It is used only by Rossing T&M and the people it works with to make videos for its own YouTube channels. It is not offered to the public.

What Google data the CMS uses, and why

• Google Drive — to create the production folders for each video in Rossing T&M's own Drive, share them with the people working on that video, take that access away again when their work is done, file approved work (such as thumbnails) in the right folder, read the script and instruction documents the team works from, and keep an encrypted backup of Rossing T&M's own company folders.
• YouTube — to read the figures of Rossing T&M's own channels (views, watch time, average view duration, audience retention, impressions and click-through rate, subscribers and estimated revenue) and to upload finished videos to those channels as private videos with a scheduled publish time, set their thumbnail and add them to a playlist. By using the CMS with YouTube you agree to be bound by the YouTube Terms of Service; Google's Privacy Policy applies to Google's services.

The CMS only works with the Drive and YouTube accounts that Rossing T&M links to it itself. It does not read anyone else's files or channels.

How it is kept

The sign-in tokens Google issues are stored encrypted on Rossing T&M's own server and are never shown in the browser. The data is used only to run the CMS for Rossing T&M. It is not sold, not used for advertising and not used to train AI models.

The encrypted backup of the company's Drive folders is kept on storage Rossing T&M rents from Hetzner in Germany; only Rossing T&M holds the key.

Cookie. Signing in to the CMS sets one cookie, only to keep you signed in on that device. It holds no personal data, lasts at most 30 days, and ends earlier after a week without use or when you sign out.

The use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

YouTube numbers and AI

By default, the figures of Rossing T&M's own channels are not sent to any AI service: no views, click-through rate, impressions, watch time, average view duration, audience retention, screenshots of retention graphs from YouTube Studio, or revenue. An AI task may get an order without numbers instead, for example "these titles did better than those".

Each channel has one switch in the CMS, "Send YouTube numbers to AI". It is off by default, and only the owner of Rossing T&M can switch it on for a channel. When it is on, that channel's figures (not its revenue) go to Anthropic with that channel's writing tasks, so the AI can learn what works. They never go to the other services below.

Estimated revenue is never sent to an AI service, whether the switch is on or off.

Public numbers that anyone can see on YouTube, such as the view count of a public video, can be part of research through NexLev or vidIQ. They are not the channels' private analytics.

Service providers

The CMS sends data to these services, only what one task needs, on Rossing T&M's behalf. Sign-in tokens are never sent to any of them.

• Anthropic (Claude) — to write and check text: scripts, titles, descriptions, tags, subscribe lines, a channel profile, video ideas, movie news, checklists from the team's instructions, and briefs for thumbnails; and, when switched on for a channel, to read a scriptwriter's handed-in script against the checklist and suggest revision points. What goes there: the text that one task needs (script and instruction documents, titles, ideas, notes from the team and reviewers, transcripts and public information about YouTube videos), thumbnail images (also example thumbnails of other channels), and YouTube numbers only as described above. A note from the team can contain a person's name; the CMS does not add names itself.
• OpenAI — to make thumbnail images, and to write out voice-overs. What goes there: image prompts (these can name well-known actors), reference and example images, a channel's fixed face, masks; and, only when "Voice-over checked against the script" is switched on for a channel, the voice-over audio a voice artist hands in, with the script, so the CMS can show what was skipped or added. That audio holds the voice artist's voice.
• fal.ai — a second image model for thumbnail variants, and making a thumbnail sharper (4K). What goes there: image prompts, reference images and the thumbnail.
• xAI (Grok Imagine) — only when OpenAI refuses an image prompt. What goes there: the image prompt and one reference image.
• 69Labs and ElevenLabs — AI voice-overs, on channels that use an AI voice instead of a voice artist. What goes there: the script text.
• Submagic — Shorts cut from a published video, only when switched on. What goes there: the link of the public YouTube video.
• NexLev — research on YouTube: which public videos do well in a niche, competitors, transcripts of public videos. What goes there: search terms and YouTube channel and video IDs.
• vidIQ — keyword research, only when switched on. What goes there: search terms.
• Google — Google Drive and YouTube, as described at the top of this page; Gmail sends the CMS's own emails. What goes there: the files in Rossing T&M's own Drive, the videos, thumbnails, titles and descriptions uploaded to its own channels, and those emails.

Anthropic's and OpenAI's API terms say they do not use API data to train their models. The other services process the data under their own terms.

Other services the CMS runs on. Hetzner (Germany) hosts the server and the encrypted backup. Discord carries the team's work messages. Wise pays the freelancers. Shotstack makes a trial rough cut from a voice-over, only when the owner asks for one.

If you work with us (freelancers and the VA)

For the people who make the videos with Rossing T&M · version of 12 October 2026

What we keep about you. Your name, email address and password (only as a scrambled hash), your Google account (to share your work folders), your Discord user id (for your task channel), your country and how you want to be paid, your rates, your days off, working days, time zone and working hours, the work you hand in with its feedback and history, your invoices and payments, and a log of what you do in the CMS.

Why. To give you work, to work together on it and to pay you (that is our agreement with you); to do our taxes, because Dutch law asks us to keep invoices (a legal duty); and to keep the work and the CMS safe, which is why there is a log (a legitimate interest).

Who sees it. The owner of Rossing T&M sees everything. The VA (who runs the channels for the owner) sees your name, your work and your days off on her channels, never your rate, your invoices or what you are paid. Other freelancers see your name and the step you are on, nothing else. The services above get only what one task needs: Google (your folders), Discord (your work messages), Wise (to pay you), Hetzner (where the CMS runs, in Germany), and the AI checks your work may get (see the terms).

How long. Your invoices and payments, and what they need (your name on them, your country, VAT number and business status), are kept 7 years after the last payment, because Dutch tax law says so. Everything else is made anonymous 6 months after the last payment to you, once you stopped working with us: your name, email, Google account, Discord id, notes, days off and your log are removed, and your name on the work becomes "Former scriptwriter" or the like. While you work with us, nothing is removed.

Anonymous surveys. When we ask you to fill in a survey in the CMS, your answers are kept without your name, without a time and without your channel, and we only see a summary of at least three people's answers. What you write in your own words is shown as you wrote it.

Your rights. You may ask to see your data, to correct it, or to have it removed (we must keep the tax part for 7 years), and to take it with you. Ask the owner, or write to info@rossingtm.com. You can also complain to the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

Removing access

A linked account can be unlinked in the CMS at any time (Settings → Connections & APIs → Google Drive, or Channels → the channel → Links → Unlink), or through myaccount.google.com/permissions. The CMS then deletes the stored token.

Contact

Rossing T&M, the Netherlands. Questions about this policy, or a request to see, correct or delete your data: info@rossingtm.com. You can also complain to the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).