Version 1.0 · 17 October 2026 · Applies prospectively through the applicable publication and personal acceptance process. Earlier signed records are preserved.

Role and voluntary expectations

A Community Admin helps people find their place in Physical I/O through welcome, connection, listening and care. The Community Terms explain the purpose, voluntary nature, conduct and approval framework. This schedule sets boundaries on actions an Admin chooses to undertake; it creates no obligation to work.

Standing permissions

Within recorded access permissions, Admins may welcome members, gather feedback, make introductions with permission, invite people to the official signup form and approve ordinary applications against the Membership Criteria. They may use lawful personal channels, approved brand materials and messaging, promote approved public events, and explore opportunities with speakers, venues, sponsors and partners.

These routine activities do not require separate approval for every message, post or membership decision. A title does not automatically enable technical permissions. Declared focus areas coordinate care without exclusive rights over a group.

Membership decisions

Use published criteria consistently. Do not approve your own application, bypass signup or verification, grant administrative access, or condition membership on purchases, recruitment services or introductions. Disclose material conflicts and refer affected applications to another authorised reviewer. Escalate uncertainty and safeguarding concerns to the Lead or Director.

Lawful personal channels

Personal email, phone, messaging and social-media accounts may be used for community conversations and outreach. Employer or third-party accounts may be used only with their owner's permission. Have lawful authority to use both the account and contact information for the purpose and channel.

Identify yourself and your community role accurately. Distinguish outside employment or commercial interests. Comply with privacy, marketing, platform and employer rules; obtain consent where required and respect objections and opt-outs. A public contact detail, independently sourced record or existing relationship is not blanket outreach permission. Signup does not retrospectively authorise an initial marketing message.

Use the official signup process for new members. For existing members, personal-channel contact must be appropriate to their recorded preferences or request. Use approved systems for confidential or sensitive information. Record necessary community decisions and handover information in the approved workspace, without copying unrelated personal or employer correspondence.

The company does not own personal accounts or require their passwords. This permission does not authorise exporting member records, automatic address-book synchronisation, employer CRM uploads or private archives of portal information. Bulk or automated campaigns and external contact databases require prior Director approval and a documented review of source permissions, purpose, audience, lawful basis and suppression handling. Approval cannot authorise unlawful processing.

Where applicable, screen marketing calls against TPS/CTPS and objections; observe electronic-marketing rules for the recipient type and channel. Do not assume a charitable exemption applies. Use approved campaign instructions and escalate uncertainty before sending.

Outside work and conflicts

Independent professional and commercial relationships may continue. Do not reuse community lists, applications, attendance records, private discussions or portal information for outside recruitment, sales, marketing or database enrichment. Keep independently sourced information separate from community-derived information.

If a member independently requests an outside service, explain the separate commercial capacity and use that provider's own transparent onboarding process. No community participation may depend on accepting it. Endorsements, exclusivity, commissions, referrals involving the company or commercial partnerships require written Director approval and appropriate separate documentation.

Brand and public representation

Active Admins have limited, non-exclusive, revocable permission to use the current approved brand kit for permitted community promotion. Routine use following the kit does not require approval for each publication.

Director approval is required for material brand changes, new logos, merchandise, advertising expenditure, official-looking accounts or domains, co-branding, endorsements, sponsorship claims and unapproved announcements. Permission transfers no IP ownership and cannot be sublicensed. Respect third-party rights, releases and attribution. On exit stop new authorised use and update claims of a current role; truthful historical descriptions remain permitted.

Confidentiality, access and security

Use only the minimum information and access required for the authorised purpose. Keep factual, respectful notes. Do not record speculative sensitive traits or reuse member information for another purpose. Obtain permission before sharing contact details for an introduction.

Protect non-public information, credentials and internal records; share only with authorised people who need them. Keep individual accounts secure and use MFA where available. Do not share credentials, bypass restrictions, install unapproved integrations or alter owner/recovery permissions. Banking, bulk exports and official account publishing require separate approval.

Report suspected loss, misuse or compromise promptly to soul@physical-io.com; preserve evidence and take containment steps only within your authority. Forward privacy requests promptly for verification and lawful handling. Do not promise absolute deletion or disclose information to an unverified requester.

Confidentiality continues while information remains confidential. It excludes information already lawfully public, independently developed, lawfully obtained without restriction and protected or legally required disclosures. Confidential legal advice and reporting wrongdoing remain permitted.

Reserved decisions and leaving

The Director approval and delegation rules in the Community Terms apply. Admin status gives no power to appoint others, change governance, sign contracts, incur liabilities, sell member access or claim company ownership.

On exit, stop representing a current role, return company materials and remove unauthorised copies where lawful. Preserve legally required evidence with restricted use. Arrange proportionate handover where feasible; no continuing unpaid work is required. The operator revokes technical access. Existing rights and separate contracts remain intact.