Privacy Policy

Last updated: December 1, 2025

BoardBrain Labs (“we”, “us”, or “our”) respects your privacy and is committed to protecting the personal information we collect about visitors, clients, collaborators, and applicants.

This Privacy Policy explains what information we collect, how we use it, and the choices you have. It applies to information collected through our website at https://dev.boardbrainlabs.com and any related services that link to this policy (together, the “Site”).

By using the Site, you agree to the collection and use of information in accordance with this Privacy Policy.

1. Who we are & how to contact us

BoardBrain Labs is a board game services studio focused on playtesting, rules and systems development, prototyping, and related support for indie designers and publishers.

If you have any questions about this Privacy Policy or how we handle your data, you can contact us via the contact form on the Site.

2. Information we collect

We collect information in three main ways: information you provide directly, information collected automatically, and information from third parties.

2.1 Information you provide to us

You may choose to provide us with personal information when you:

Fill out a contact form (e.g., project inquiries or general questions)
Request a scoped plan or quote for our services
Apply for jobs, freelance roles, or playtest panel opportunities
Create an account or log in to access certain features
Subscribe to our newsletter or updates
Comment on or interact with our content, if such features are enabled

The types of information you may provide include:

Name
Email address
Country/region or time zone
Project details, goals, and game-related information
Portfolio links or CV/resume details (for applicants)
Account login details (username and hashed password)
Any other information you choose to share with us in free-text fields

Please do not submit confidential or highly sensitive information unless it is strictly necessary for the services we’re discussing and you’re comfortable sharing it.

2.2 Information we collect automatically

When you visit or use the Site, we may automatically collect certain information about your device and usage, such as:

IP address
Browser type and version
Device type and operating system
Pages viewed, clicks, and time spent on the Site
Referring/exit pages and similar usage data

This information is typically collected using cookies and similar technologies (see Section 5).

2.3 Information from third parties

We may receive information about you from third parties, for example:

Email or marketing platforms (when you subscribe or interact with our emails)
Payment or invoicing providers (if we invoice you for services)
Collaboration or communication tools (if we invite you into a workspace or schedule a call)

We use this information only in accordance with this Privacy Policy and applicable law.

3. How we use your information

We use the information we collect for the following purposes:

To provide and improve our services
- Reviewing your project or prototype
- Planning and running playtests
- Providing feedback, reports, and deliverables
- Building and maintaining TTS or prototype files
To respond to your inquiries and requests
- Answering questions sent via contact forms or email
- Providing quotes, scopes, and next-step recommendations
To manage jobs, roles, and collaborations
- Reviewing applications for jobs or freelance roles
- Communicating with candidates and collaborators
- Onboarding panelists or project contributors
To operate user accounts and the Site
- Creating and maintaining user profiles
- Providing access to member-only or account-based features
- Securing the Site and preventing misuse
To send you updates and marketing (with your consent where required)
- Newsletters and content for game designers
- Service updates, announcements, and occasional offers
- You can opt out at any time (see Section 8).
To analyze and improve the Site
- Understanding how visitors use the Site
- Improving usability, content, and performance
To comply with legal obligations and protect our rights
- Responding to lawful requests from authorities
- Enforcing our terms and protecting the security of the Site and users

4. Legal bases for processing (EEA/UK visitors)

If you are in the European Economic Area (EEA) or the United Kingdom (UK), we process your personal data under one or more of the following legal bases:

Contract – When processing is necessary to perform a contract with you or to take steps at your request before entering into a contract (for example, scoping a project or hiring you as a freelancer).
Consent – When you have given clear consent (for example, signing up for our newsletter or accepting non-essential cookies).
Legitimate interests – When processing is necessary for our legitimate business interests and does not override your rights (for example, improving the Site, preventing abuse, or tailoring our communication).
Legal obligation – When processing is required to comply with legal duties (for example, accounting or tax records).

5. Cookies and similar technologies

We use cookies and similar technologies to help the Site function properly and to understand how it is used. Cookies may:

Remember your preferences and settings
Help secure login sessions
Provide basic usage statistics and performance insights
Support certain embedded or third-party tools

Where required by law, we will ask for your consent before using non-essential cookies (for example, analytics or marketing cookies). You can usually manage or disable cookies in your browser settings, but some features of the Site may not function properly without them.

For more information on how we use cookies, see our Cookie Policy.

6. How we share your information

We do not sell your personal information.

We may share your information with:

Service providers and partners who help us operate the Site and deliver our services, such as:
- Website hosting and maintenance providers
- Email and newsletter platforms
- Analytics and performance tools
- Project management and communication tools
- Payment or invoicing providers
These providers are permitted to use your information only as necessary to perform services on our behalf.
Collaborators or clients, when necessary to deliver the services you’ve requested. For example, if you’re part of a playtest or a freelance engagement, relevant project details may be shared with the designers or publishers involved, in line with expectations for that work.
Professional advisors, such as legal or accounting advisors, where reasonably necessary.
Authorities or other parties when required by law or to protect our rights, safety, or property, or that of others.
Business transfers, if we undergo a merger, acquisition, restructuring, or sale of some or all of our assets. In such cases, your information may be transferred as part of the transaction, subject to the same or similar privacy commitments.

7. Data retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including:

For as long as we have an ongoing relationship with you (for example, to provide services or maintain your account)
For the period required to comply with legal, tax, or accounting obligations
For a reasonable period to resolve disputes and enforce our agreements

We may retain non-identifying or aggregated information indefinitely.

8. Your rights and choices

Depending on your location and applicable law, you may have some or all of the following rights regarding your personal information:

Access – Request a copy of the personal information we hold about you.
Correction – Ask us to correct inaccurate or incomplete information.
Deletion – Request that we delete your personal information, subject to legal obligations and legitimate interests.
Restriction – Ask us to restrict the processing of your information in certain circumstances.
Objection – Object to certain types of processing, including processing based on legitimate interests and direct marketing.
Data portability – Request a copy of your data in a structured, commonly used, machine-readable format (where technically feasible).
Withdraw consent – Where we rely on consent, you can withdraw it at any time (for example, unsubscribing from marketing emails).

To exercise any of these rights, you can contact us using the details in Section 1. We may need to verify your identity before responding.

You can also:

Opt out of marketing emails at any time by using the “unsubscribe” link in the email or contacting us.
Manage cookies through your browser settings or, where available, our cookie preferences tool.

Residents of certain regions (such as the EEA, UK, or specific US states) may also have the right to lodge a complaint with their local data protection authority.

9. Accounts, jobs, and playtest participation

9.1 User accounts

If you create an account on the Site, we process your login details and any information associated with your profile. You are responsible for keeping your password confidential and for any activity that occurs under your account.

9.2 Job and freelance applications

If you apply for a job or freelance role with us, we use the information you provide (such as CVs, portfolios, and contact details) to evaluate your application and communicate with you. We may retain application data for a reasonable period to consider you for future opportunities, unless you ask us not to.

9.3 Playtest and collaboration data

If you participate in playtests, research sessions, or similar collaborations:

We may collect notes, quotes, and recordings (where applicable and with notice) from those sessions.
We typically use this information in an aggregated or anonymized way to provide insights to our clients.
If we wish to attribute feedback or use your details in a more identifiable way, we will explain this and seek your consent where required.

10. International transfers

Our Site and service providers may be located in different countries. This means your personal information may be processed in a country with data protection laws that are different from those in your jurisdiction.

Where required by law, we take steps to ensure that international transfers of personal data are subject to appropriate safeguards, such as standard contractual clauses or equivalent mechanisms.

11. Security

We use reasonable technical and organizational measures to protect your personal information against accidental or unlawful destruction, loss, alteration, or unauthorized access.

However, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security, and you share information with us at your own risk. Please use strong, unique passwords for any accounts you create and notify us promptly if you suspect any unauthorized access.

12. Third-party sites and embedded content

Our Site may include links to third-party websites or embedded content (such as videos or tools). These third parties may collect data about you, use cookies, or track your interaction if you visit their services or are logged into their platforms.

This Privacy Policy does not apply to third-party websites or services. We encourage you to review the privacy policies of those third parties directly.

13. Children’s privacy

The Site and our services are not directed to children under 13 (or a higher age if required by local law). We do not knowingly collect personal information from children.

If you believe a child has provided us with personal information without appropriate consent, please contact us so we can delete it where required by law.

14. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or for other operational reasons.

When we make material changes, we will update the “Last updated” date at the top of this page and may provide additional notice where appropriate. Your continued use of the Site after any changes indicates your acceptance of the updated Privacy Policy.