BoardFlow Beta Terms

Version beta-terms-v4 · 4 October 2026. These terms apply when your acceptance of this version is recorded. Keep a copy for your records.

At a glance

BoardFlow provides a free, limited private beta, not a promise of a permanent free tier. Your account starts with 180 days of beta access, with one 90-day extension after qualifying feedback. The separately accepted, dated Beta Plan Limits set your project and stored-image allowances. You keep your production material. Before adding other people's production data, the responsible producer must accept the Project Data Agreement for that project.

Keep original images separately: downloads contain the versions stored by BoardFlow. Closing a project and closing your account are separate requests; submitting one does not confirm completed deletion or delete another producer’s work. Section 8 and the Project Data Agreement explain the process.

1. Who provides BoardFlow

BoardFlow is provided by Common Scene, the trading name of Carlos Montenegro, sole proprietor, KVK 96085819, Tuigerstraat 60, 1033 PH Amsterdam, the Netherlands. Contact: hello@commonscene.org.

These terms cover the website, public demo and private beta. When you accept for an organisation, you confirm that you are authorised to bind it. A production or trading name is not, by itself, a separate contracting party. Asking for product updates does not reserve access or promise a launch date.

2. Accounts and beta access

Use your own verified email address. New beta accounts also need a valid admission code; the code's name does not determine the access period. Invitations give access only to the specified project and invited, verified email address. An admission code never gives access to another person's project.

Initial access lasts 180 days from the recorded beta start, set when the admission code is successfully redeemed. Existing beta accounts use their original start date; a longer existing grant is not shortened. The app shows the current expiry.

During the final ten days, you can submit feedback with at least five words and 20 characters in the main response. Feedback need not be positive. One accepted submission extends access by 90 days from the current expiry, or from submission if access has already expired. The extension is available once per account, including any previously accepted qualifying feedback. It can also be claimed after expiry while your account remains available. It changes only your beta expiry date: it does not start a paid subscription, cancel a closure request, reopen a closed project or restart the return/deletion timetable.

When your beta access expires, your access to projects becomes read-only. Expiry does not itself delete a project or determine another member's access. You can export while your account remains available or ask for closure. The Privacy Notice and project-data agreement explain retention and closure.

Beta Plan Limits v1 provides three owned projects and 50 MB of stored images across them, with automatic image optimisation, as detailed in that separately accepted schedule. Collaborator-only projects do not count toward ownership slots. Limits are applied following the recorded acceptance and communicated transition, not by rewriting previous acceptances. Reaching a limit does not itself trigger charges or deletion.

Paid plans may be introduced separately. We will disclose their price, applicable taxes, allowances, billing period and cancellation conditions before purchase. Your beta does not automatically become a paid subscription. Charging requires your express agreement. No price or permanent free tier is promised here.

3. Your material and other people's information

You keep the rights you have in your scripts, images and production material. You allow BoardFlow to handle that material only as needed to provide and secure the service, follow authorised project instructions, and complete its return or deletion. This is not permission to sell project content or use it for unrelated product improvement or AI-model training.

The responsible producer decides what personal data belongs in the project, its lawful basis, the required notices and who may access it. Before entering real cast, crew or other third-party production data, that producer must accept the Project Data Agreement. An invited collaborator does not become the contracting producer merely by joining a project. Use sample information in the public demo; do not enter confidential production material there.

Only enter information within the agreed production-planning scope. Do not upload unlawful or infringing material, or deliberately enter special-category or criminal-offence data without a separately agreed scope and appropriate safeguards.

4. Responsible use

Do not bypass access controls, enter another person's project without permission, share your sign-in codes, impersonate someone, introduce malicious code, overload the service or use it unlawfully. Report suspected unauthorised access promptly. Each member uses their own account; the edit lease coordinates editing, not permission to access a project.

Check schedules, call sheets, calculations and exports before relying on them. BoardFlow does not replace professional production judgement, safety planning or legal advice. Keep an independent copy of important work using the available exports; do not treat beta snapshots as a guaranteed backup service.

5. Development and service changes

We may update features, interfaces and data formats to address security or legal requirements, maintain compatibility with browsers and suppliers, fix defects, or improve production-planning workflows and usability. This does not authorise a new use of production data, a charge you have not agreed to, or a reduction of accepted plan allowances. Material adverse changes will be explained in advance where reasonably possible, preserving applicable termination and data-return rights.

Where mandatory consumer law on digital-service modifications applies, changes beyond those needed to maintain conformity must have a valid reason under these terms, carry no additional cost, and be explained clearly. If a change has more than a minor negative effect on access or use, we will give reasonable advance notice in a form you can keep, such as email, explaining the change, its timing and your rights. You may end the affected contract free of charge within 30 days of receiving that notice or the change taking effect, whichever is later, unless you can keep the unchanged, conforming service at no additional cost. Other mandatory remedies remain available.

BoardFlow is provided as available, without a bespoke uptime commitment, guaranteed message delivery or a promise to build particular features. Free access and development status do not remove mandatory consumer rights or other non-excludable legal duties.

We may restrict or suspend access where reasonably necessary for security, misuse, maintenance or legal compliance, proportionately and for no longer than the reason requires. Ending agreed beta access before its recorded expiry requires serious, objectively justified grounds, such as a legal prohibition, an unavoidable serious security risk or a permanent technical failure that means continued supply cannot reasonably be required. We will explain the grounds and give reasonable advance notice and an export opportunity unless urgency prevents this. Declining revised terms alone is not grounds for early termination. Where an urgent restriction prevents export, contact us to arrange data return when lawful and safe. These limitations do not remove duties under the Project Data Agreement or mandatory law. We may decide not to offer new beta grants or renewals after an agreed period ends.

6. Feedback and BoardFlow's software

You may voluntarily share product ideas and workflow feedback. BoardFlow may use that feedback to improve the service without monetary payment or attribution; the access extension in section 2 still applies to qualifying submissions. This does not transfer ownership of your production material or permit use of personal data in your projects. Please keep cast and crew personal information out of feedback.

BoardFlow and its licensors retain their rights in the software, branding and website. You receive a limited, non-exclusive right to use the service for evaluation and authorised production planning during your active beta period and any subsequent read-only, export or closure period provided under these terms or the project-data agreement. You may not resell or sublicense it. Mandatory legal rights remain unaffected.

7. Liability

Nothing here excludes or limits liability or rights that cannot lawfully be limited, including mandatory consumer protections and individuals' GDPR compensation rights.

For business users only, to the extent Dutch law permits, BoardFlow is not liable for indirect or consequential loss, lost opportunity or production delay, and its aggregate contractual liability arising from this free beta is limited to €100. These limits do not apply to intentional misconduct or deliberate recklessness by BoardFlow, do not excuse mandatory data-protection duties, and do not override the project-data agreement's precedence. Contracting personally does not by itself make you a business user; that depends on whether you act for trade or professional purposes.

8. Privacy, ending use and disputes

The Privacy Notice explains data handling; acknowledging it is not consent to every use of data. The accepted project-data agreement prevails over conflicting terms about processing production personal data.

You can stop using BoardFlow at any time. Use Close project or Close account in Settings, or contact hello@commonscene.org for assistance. A verified, explicitly confirmed app instruction runs automatically in the background. New uploads are blocked, and deletion starts after active uploads have settled safely. During a transition from older upload permissions, previously issued capabilities may need to expire first; the app shows any resulting delay. Return-first project closure waits for your confirmation that you saved the complete download before deletion is queued. The app shows progress and a receipt for verified live-data deletion. This receipt does not certify erasure of provider recovery copies, operator-held exports or copies on other people’s devices; those require their separately described removal process. Account closure and production-project closure are different: a member leaving must not erase another producer's project. Projects you own must be closed or lawfully transferred before account deletion can complete. We handle the relevant return or deletion under the Project Data Agreement. Content rights, accrued rights and obligations, and provisions intended to survive continue after use ends.

Dutch law applies. The competent court is determined by applicable law; mandatory consumer rights, including rights to bring proceedings elsewhere, remain intact. Contact us first so we can try to resolve a concern.

9. Changes to these terms

We may revise these terms as the service develops. Material changes to your contractual rights or obligations apply only after we identify the new version, communicate the changes to affected users and obtain recorded acceptance. Ordinary feature and protective security changes within section 5 do not, by themselves, amend these terms.

Your previously accepted terms continue to govern until you accept a revision or access ends under section 5. If you do not agree, you can stop using the service and request data return and closure under the existing agreement. Declining revised terms does not remove existing project-return or deletion obligations.

Posting a revised page does not by itself amend the project-data agreement, authorise a new use of production data, or remove mandatory rights. Ordinary feature and protective security changes are governed by section 5; project-data changes follow that agreement's own process.

Plan allowances are recorded in a dated schedule. Publishing a different pricing or limits page does not by itself change your accepted allowance. Material contractual changes to the schedule follow this section's notice and recorded-acceptance process.