Loss Prevention, Magic Moments & Customer Consent

Magic Moments and Loss Prevention are both helpful features for your venue, but they only work well when your players have agreed to them up front. This guide walks you through what each feature does, what you need to have in place before turning it on, and starter wording you can drop into your waiver and booking flow.

A quick heads-up: this is a starting point, not legal advice. Face capture and automated texting are covered by laws that change from state to state and country to country, and the penalties are real. Have your own counsel review and adapt anything here before you use it, and make sure consent is collected before you capture or text a player — not after.

How These Features Fit Together

Two of these features capture player faces:

• Magic Moments records photos and video, stores them in the cloud, and delivers them to the player as a post-game keepsake.

• Loss Prevention takes security stills, keeps them on your own server, and emails thumbnails to your management team when the player count doesn't match the booking.

Both are off by default. Nothing is captured until you switch them on in settings. The moment you do turn one on, the consent for it needs to already be part of your waiver — that's what the in-app acknowledgement is reminding you to do.

The third feature, SMS, is how you deliver Magic Moments by text, and consent needs to be captured at booking time.

What Drawbridge Covers

Drawbridge does the technical work of capturing, storing, and delivering. You are the one who needs to collect and hold the player's consent. A couple of things to keep on your radar:

• Face capture. Some states (Illinois, Texas, Washington, and others) treat a face as biometric data and expect a separate signed consent plus a written policy on how long you keep it and when you delete it.

• Texting. Automated marketing texts need an express opt-in that isn't a condition of buying a ticket.

What You’re Responsible For

1. Every player signs the release before the experience. No waiver means no magic moments.

2. Keep "send me my photos" separate from "send me promotions." A player who wants their Magic Moments link by text hasn't necessarily agreed to marketing texts.

3. Minors are covered by a parent or guardian who signs on their behalf.

Magic Moments only go to players who signed. Make sure every single player who receives Magic Moments has completed a waiver with the capture and delivery language below. If someone hasn't signed, don't deliver their media.

Starter Wording for Your Waivers

The sections below are starting points to hand to your attorney. They'll adapt the details — venue name, retention windows, and any extra biometric language your state requires — to fit your venue and your existing waiver.

1. Photo and video capture (Magic Moments)

By signing, I agree to the following on behalf of myself and any minor I am signing for:

Capture. During my visit, cameras in the experience may record photos and video that include my image, likeness, and voice. I consent to that recording.

Delivery. I consent to [Venue Legal Name] and its technology provider storing these photos and videos and delivering them to me by text message, email, or QR-code link.

Storage and deletion. My media is stored securely and retained for 7 days, after which it is deleted. I may request earlier deletion by contacting the venue.

Right to decline. Participation in the experience does not require me to receive Magic Moments. I may decline capture or delivery by notifying staff before the experience begins.

Minors. If I am signing for a participant under 18, I am the parent or legal guardian and I give this consent on their behalf.

In a biometric-privacy state? Your counsel should add a separate, signed biometric consent and a written retention/deletion schedule. Keep it separate — don't fold biometric consent into the general release.

2. Security and loss-prevention images (Loss Prevention)

Only include this if you've turned on Loss Prevention. It takes still images of players in the room to confirm the headcount against the booking, keeps them on your own server, and includes thumbnails in an internal report.

By signing, I agree on behalf of myself and any minor I am signing for:

Capture for security. During my visit, cameras may take still photographs that include my image and likeness for security and loss-prevention purposes, including confirming the number of participants. I consent to that capture. These are still images, not video.

Internal use. I understand these images are kept on the venue's systems and that thumbnail images may appear in internal reports shared with venue staff and management.

Storage and deletion. These images are retained for 30 days to support a periodic reconciliation report, after which they are deleted. I may ask about deletion by contacting the venue.

Minors. If I am signing for a participant under 18, I am the parent or legal guardian and I give this consent on their behalf.

In a biometric-privacy state? Same as above — your counsel should add a separate, signed biometric consent and a written retention and deletion schedule, and keep it out of the general release.

3. Text messaging (SMS)

Put this at booking time:

By providing your phone number you agree to receive a single automated text message containing a link to your experience photos/videos after your game. Message and data rates may apply. Reply STOP to opt out. See more information at: https://drawbridgesolutions.com/privacy-policy

If a specific group doesn't want to receive Magic Moments, this can be indicated on the Host Summary for their booking and nothing from their game will be recorded.