Version 1.0 · 17 October 2026 · Updated terms require personal acceptance for future protected portal access. Earlier signed records are preserved.

This full pack is between PHYSICAL IO STUDIO LTD and the named person accepting through a verified account. It contains the Community Terms and Schedule A below. Role expectations are guidance; access, confidentiality, conduct and permission conditions apply when accepted. No obligation to perform work or marketing consent is created.

Part 1 — Community Terms and Conditions

Purpose and how to read these terms

Physical I/O brings together people curious about technology and its impact on human life. We create space to meet, learn, make things and explore possibilities together—with generosity, care for people and a sense of fun. People should feel welcome before they feel useful, and free to participate without pressure to buy, recruit, perform or prove their status.

Our purpose and descriptions of a healthy community are guidance, not performance targets. Clauses describing permitted actions, restrictions, conduct and approval requirements set conditions for participation or access when adopted and accepted through the applicable process. No clause obliges a volunteer to perform services.

Operator and scope

Physical I/O Community is operated by PHYSICAL IO STUDIO LTD, company number 17424963. Contact soul@physical-io.com for community questions, concerns and privacy requests. Community membership and volunteer roles do not confer shares, company ownership, employment, partnership, profit participation or general authority to bind the company. Existing contracts and statutory rights are preserved.

Paid services, employment, specific IP transfers, venue contracts and sponsorship transactions require separate appropriate agreements. These community terms do not execute those transactions.

Roles

Members choose how to participate, bring their interests and questions, and respect others. Membership does not oblige anyone to contribute work, buy services, accept introductions or receive marketing.

Community Admins support connection and belonging. They welcome members, build trusted relationships, encourage participation, listen and connect people with permission. Each Admin agrees a focus area with the Community Lead. This coordinates care; it creates no ownership of people, exclusivity over a group or recruitment target. The detailed permissions are in Schedule A.

The Community Lead supports Admins and the overall community experience. The Lead coordinates willing contributions, connects overlapping efforts, shapes activity proposals around members' interests, handles ordinary coordination and escalates matters needing authority or resources. Schedule B defines the role and its limits.

The Company Director sets direction, provides oversight and approves company commitments, policies, formal appointments and delegations, subject to valid corporate authority. Consultation is encouraged; community polls do not change company control.

Voluntary participation

Admin and Lead participation is voluntary. There are no minimum hours, mandatory attendance, compulsory availability, recruitment quotas or obligations to continue. People may decline, pause or leave without penalty. Practical notice and handover are appreciated where feasible, but no continuing unpaid work is required.

No salary, commission, equity or future paid role is promised. Reasonable out-of-pocket expenses require advance approval and receipts. The actual working relationship and applicable law determine legal status; labels do not waive rights.

Membership and participation

Use the official signup process and the published Membership Criteria. Ordinary membership approval does not grant Admin or Lead authority. Marketing choices remain separate from membership and role acceptance.

Introductions require the people's permission. Respect a person's choice not to participate, receive messages, purchase services or disclose contact details. Focus areas remain open to connections across the community.

Respect, concerns and fair decisions

Treat people respectfully, including when disagreeing. Harassment, unlawful discrimination, fraud, impersonation, misuse of personal information and unauthorised commitments are prohibited. Raising a good-faith concern, declining unpaid work, leaving a role or exercising legal rights is not misconduct.

Raise ordinary concerns with the Lead or contact soul@physical-io.com. Serious, sensitive or conflicted matters go to the Director. A complaint about the Director requires a suitably independent reviewer arranged for that matter. A person must not determine their own complaint or appeal. External legal advice, protected reporting and regulatory routes remain available without prior permission.

Urgent credible safety or security risks may justify temporary restrictions within authorised powers. Record the reason and review promptly. Ordinarily explain the concern, offer a reasonable opportunity to respond, consider relevant evidence and give a proportionate written decision with a review route. A role ending does not automatically end ordinary membership.

Director approval and delegation

The Director is the default approver for spending, venue bookings, sponsorships, partnerships, contracts, formal appointments, reserved access decisions and policy exceptions. The Lead's title alone grants none of those powers.

An express written Director delegation must identify the named delegate, permitted decisions, scope, financial ceiling, conditions, duration and reporting requirements. It must say whether booking, signing, payment or further delegation is permitted. Anything outside it returns to the Director. Silence is not approval. Default spending and contracting authority is £0.

Exploratory discussions may seek information and indicative quotations but cannot make commitments. Before booking or onboarding a sponsor or partner, record approval of the counterparty, scope, full cost or value, deliverables, dates, cancellation terms and any continuing, publicity, exclusivity or data obligations. Identify who may communicate binding acceptance, sign and pay. Changes beyond scope require renewed approval.

No one may promise member data, guaranteed introductions, attendance, hiring outcomes or editorial influence as part of an unauthorised package.

Changes and existing rights

Publish a version and effective date. Give notice of material changes and obtain fresh acceptance where required before extending the affected permissions. Guidance cannot silently introduce contractual obligations or enlarge authority.

Keep previous terms, signatures, appointments and delegations with their original versions. These terms do not retrospectively amend another signed agreement or release historical claims. Mandatory law and valid separate contracts prevail for their subject matter. A specific delegation may grant only powers the Director can lawfully delegate; it cannot override these safeguards or mandatory law.

Role and portal acceptance is separate from community signup and marketing consent. Reading a document alone records no acceptance. No automatic fine, personal guarantee or blanket IP assignment is created.

The adopted contractual provisions are governed by the law of England and Wales, subject to mandatory rights and jurisdiction rules. Nothing excludes rights or liability that cannot lawfully be excluded.

Part 2 — Community Admin Terms, Schedule A

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.

Personal acceptance and changes

Review the complete text, complete the required acknowledgement and legal-name fields, and choose Agree and continue only if you intend to accept. Reading, opening an email or viewing a document does not accept it. Material changes require a new version and fresh acceptance for future protected access. Earlier agreements and accrued rights remain preserved.

Signing records and privacy

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.

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. The Company Director approves restoration by default. Any delegation must be express and written, but the portal currently supports Director-only restoration. A written delegation alone does not enable the portal action. 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.