Version 1.0 · 17 October 2026 · Applies prospectively through the applicable publication and personal acceptance process. Earlier signed records are preserved.
About this notice
This notice explains role administration, access and signing records for Community Admins and Leads. It is not a request for consent or an obligation to receive marketing. The website and member privacy notice at /privacy covers wider member services; the notices apply to their respective services.
Controller: PHYSICAL IO STUDIO LTD, company number 17424963. Contact soul@physical-io.com. The registered office is 73 Monterrey House 3 Everdene Path, London, Acton, England, W3 6LU.
Role information and communication channels
Role administration uses identity and contact information, chosen focus, appointment and delegation records, relevant declared conflicts, permissions, approved expenses, necessary decisions and conduct records. Restrict records to what is necessary and factual. Collect sensitive information only where a specific need and appropriate lawful condition have been assessed.
Permitted community communication may occur through an Admin's personal channel or an employer-provided account with permission. This does not authorise copying the member directory, marketing-list synchronisation or employer recruitment use. People should be told who is contacting them and why, with contact preferences and objections respected. Assess account-provider access and privacy implications before sending confidential information; use approved systems for sensitive matters.
The operator records necessary community decisions in approved systems rather than acquiring personal accounts or unrelated correspondence. Any separate commercial service has its own provider, purpose and privacy information. Community membership does not automatically authorise that service's marketing.
Signing evidence, lawful purposes and rights
The Studio records your account identifier, verified email, typed legal name, UTC timestamp, agreement version, exact text and SHA-256 document hash, acknowledgement and signing action. It also records the request IP supplied by the hosting platform, when available, and browser user agent. An IP address supports an audit trail but does not by itself prove identity, location or personal presence.
Records are used to administer access, demonstrate agreements, protect systems and establish or defend legal claims, relying on contract necessity and legitimate interests where applicable rather than marketing consent. They are available to you and authorised company personnel and advisers, and processed by Vercel for hosting, Supabase for authentication and database storage, and Resend for agreement-related email delivery. These services may process data outside the UK; applicable transfer protections depend on the provider arrangements. Contact soul@physical-io.com for details about your information. Sensitive internal templates, document history, approval records and full audit exports are restricted in the portal to verified super admins. Named participants can access only their assigned final signing copies and signing-status summaries. They do not receive full internal event logs, account identifiers, recorded IP addresses, browser details or witness contact details through those downloads. Personal details expressly included in the final agreement remain part of that agreement. Individual information-rights requests and any disclosure required by law are handled separately through the privacy contact. Records are not published publicly.
The retention policy is six years after access ends for access agreements and ordinary contracts, and twelve years after completion or termination for deeds, with longer retention only where a documented legal hold or obligation requires it. Review retention periodically and securely delete or anonymise when no longer needed. Retaining an evidential record does not authorise ongoing admin access.
You may request a copy, correction of inaccurate identifying data, or exercise applicable data protection rights through soul@physical-io.com, and complain to the Information Commissioner’s Office. A correction should be appended to preserve the original signing evidence. A receipt and the signed text are available through the signing record. See the website privacy notice for the wider website and member services.
Changes and questions
Contact soul@physical-io.com for details of service providers, recipients, transfers or retention. Notify people before new processing purposes begin and assess the applicable lawful basis. Role acceptance does not authorise unrelated marketing. Retain minimum suppression records to honour objections and preserve evidence subject to a valid legal hold.