Version 0.3 · Updated 13 October 2026 · Draft for review before adoption or signature

For current portal access and signing privacy, use Admin portal terms. This document remains a review template and is not executed by accepting the portal terms. The current proposed Community Lead arrangement is unpaid volunteering under document 24, with separately recorded authority under document 08. Any future paid arrangement requires a new, separately agreed agreement; documents 18 and 19 are earlier employment proposals, not current onboarding.

Completion and legal review

This separate agreement is intended to create legal obligations limited to confidentiality and authorised use of information and systems. Obtain review of its enforceability, consideration, governing law and relationship with volunteer status. It contains no obligation to perform services. Do not use an incomplete copy.

Date: [DATE]

Parties: (1) PHYSICAL IO STUDIO LTD, company number 17424963, of 73 Monterrey House 3 Everdene Path, London, Acton, England, W3 6LU (Studio); (2) [INDIVIDUAL FULL NAME], of [ADDRESS FOR NOTICES] (Individual).

The permitted purpose is evaluating or participating in an authorised Physical I/O Community admin role, within the written access schedule below. In exchange for the mutual confidentiality undertakings in this agreement, the parties agree as follows.

Confidential information

Confidential Information is non-public information disclosed for the permitted purpose that is marked confidential or reasonably understood to be confidential, including member records, credentials, security information, unpublished plans, budgets and private discussions. Each party is a Recipient when receiving the other party’s Confidential Information. Personal information remains subject to applicable data-protection law whether or not labelled confidential.

Confidential Information excludes information the Recipient can demonstrate was lawfully known without restriction, independently developed, lawfully obtained from another source without confidentiality duty, or made public other than through a breach.

Permitted use and protection

The Recipient will use Confidential Information only for the permitted purpose, take reasonable security precautions and disclose it only to people who need it for that purpose and are subject to suitable confidentiality duties. Professional advisers may receive it in confidence. No onward marketing, sale, unauthorised copying or upload into unapproved external or AI tools is permitted.

The Individual may access only listed systems and records and must not share credentials, bypass permissions, change ownership or recovery settings, install integrations, or represent authority beyond the schedule. Studio approval cannot authorise unlawful processing. Studio will restrict access to the minimum reasonably required and provide a route to report incidents.

Each Recipient will notify the other without undue delay of suspected loss, improper disclosure or unauthorised access, take reasonable containment steps within their authority, and preserve relevant evidence. Neither party must access a personal account or device without lawful authority.

Protected disclosures

Nothing prevents a report to police, regulators or a court; a protected disclosure; obtaining legal advice; lawful discussion of discrimination, harassment or other wrongdoing; or disclosure required by law. Prior permission is not required for these purposes. Where legally permitted and appropriate, compulsory disclosure may be notified to the other party; this must not delay or obstruct lawful reporting.

This agreement does not impose a non-compete, a restriction on ordinary personal relationships or a ban on good-faith criticism. Confidential records must still be handled lawfully.

Ending access and retention

Studio may restrict or withdraw future access under the governance and exit procedure, subject to law and existing rights. On request or exit, the Recipient will stop the permitted use and, within seven calendar days where reasonably practicable, return or securely delete Confidential Information under their control and confirm completion or explain remaining copies.

Exceptions apply to records required by law, preserved for a legal claim or lawful reporting, and inaccessible routine backups pending ordinary deletion. Retained copies stay protected, access restricted and not used for another purpose. This provision does not require destruction of evidence or surrender of personal property. Confidentiality continues for three years after exit, and for trade secrets while they remain trade secrets; personal data remains protected as required by law.

Rights and remedies

Disclosure does not transfer intellectual property or grant rights beyond the permitted purpose. No shares, work, payment or continuing appointment are promised. Existing ownership claims are not released by signing this agreement.

No automatic fine, unlimited indemnity or liquidated damages are imposed. A party may seek remedies available under applicable law; a court determines any injunction or damages. Nothing excludes liability or rights that cannot lawfully be excluded.

Changes to this agreement must be agreed in writing by both parties. It governs its stated subject matter only and does not extinguish unrelated prior rights. Notices go to the contacts below, with receipt recorded; urgent incident reporting may use the designated emergency channel. Proposed law and courts: England and Wales, subject to adviser confirmation and any mandatory protections applying elsewhere.

Access schedule

Purpose and focus: ______

Approved systems and data categories: ______

Allowed actions and explicit exclusions: ______

Start date and review date: ______

Incident contact and backup: ______

Studio notice email: ______ Individual notice email: ______

For Studio, authorised signatory name and capacity: ______

Studio signature and date: ______

Individual signature and date: ______

Membership choice and inactive portal access

We would like everyone to stay in the community. You are welcome to remain a community member if you do not wish to become or continue as a Community Admin or Community Lead. Choosing “Remain a community member” ends the current admin/lead onboarding or appointment and removes admin portal access without ending community membership. It does not accept a new agreement, erase past signatures or remove surviving confidentiality, data-return, IP or handover obligations. A later appointment needs a new authorised onboarding process.

Community Admin and Community Lead portal access is automatically revoked after three calendar months without an authenticated visit to the admin portal. Visits to the members’ space, email opens and background API polling do not reset the clock. Superadmin accounts are exempt to preserve company control. Existing appointees receive a full initial three-month period when tracking begins; new appointees start on appointment. This is an access-security rule, not a requirement to volunteer regular hours.

An inactive person may request restored access while remaining a member. A currently active Community Lead must approve restoration. If no active Community Lead is available, the Company Director may approve as a fallback. No one may approve their own restoration. Restoration restores only previously authorised portal access, requires an active matching membership and does not reinstate an ended appointment or waive acceptance of current terms. A renewed visit or email-link click does not itself restore access.

Authenticated portal activity timestamps, membership choices, restoration requests and approval records are retained with the access audit records under the Admin Privacy Notice. Access revocation does not transfer ownership, change company control, end community membership or retrospectively vary an executed employment, services, IP-transfer or other agreement. Any separate continuing rights or obligations remain governed by that agreement.