Community Management Agreement

Version in force from 23/09/2026.

This agreement is between you and Health On Cloud Productions Limited, trading as Out-There HealthTech, a company registered in England and Wales under company number 15294054, which operates Out-There HealthTech. It applies to you because you hold a management role on Out-There HealthTech — an Admin, Co-admin or Manager of an Out-There Community, or any other role that carries authority over a community and its members. It sets out what that authority is for, how you may use the information it gives you access to, and what Out-There HealthTech expects of you while you hold it.

This agreement incorporates the platform's Terms of Use and the Privacy Notice, which apply to you whether or not you hold any other membership of the platform; by accepting this agreement you also accept the Terms of Use in the version in force. It is in addition to the terms of the community you help to manage and to any other membership agreement you hold. Where they overlap, the stricter obligation applies. Nothing here reduces what those documents require of you.

1. The role

A management role is authority delegated to you by Out-There HealthTech to help run one or more communities hosted on its platform. It does not make you an employee, agent, partner or representative of Out-There HealthTech or of Health On Cloud Productions Limited, and it gives you no authority to bind either of them. Your role may be changed, limited or withdrawn at any time, and this agreement continues to apply to anything you did while you held it.

What your role lets you do depends on the role. Some roles approve and decline applications; some moderate and post on the community's behalf; some manage members and their access; some publish the community's terms and run its events; some receive administrative emails about the community. This agreement covers each of those powers where your role includes it, and imposes nothing about powers your role does not have.

2. Your responsibilities

Where your role allows it, you agree to:

• consider applications fairly, promptly and against the community's stated purpose, and give a reason where you decline one;
• moderate content against the Terms of Use and the community's own terms, consistently and without favour;
• keep the community's terms and description accurate and current. A change to the community's terms is published through the platform and recorded there; it must not remove or reduce any protection in the Terms of Use, and where it materially changes what members are held to, members are asked to accept it again (section 3);
• respond to members' questions within a reasonable time, and refer to Out-There HealthTech anything you cannot resolve;
• keep the community active, or tell Out-There HealthTech if you can no longer do so, so that another manager can be appointed.

3. Changing the community's terms

When you publish a new version of the community's terms, the platform asks you whether the change is material or minor, and records your answer against the version. The answer decides whether every member is asked to accept the terms again. It must be given honestly.

A change is material if it alters what members may do, what they must do, what they pay, who may join or remain, how their information may be used, or what the community's managers may do. A change is minor only if it changes none of those things — a correction, a reformatting, updated contact details, or a clarification that leaves every obligation as it was.

You must not classify a change as minor in order to avoid asking members to accept it. The platform keeps every version and its classification, and Out-There HealthTech may reclassify a change and ask members to accept it. Deliberately misclassifying a change is a breach of this agreement.

4. Members' information

Your role gives you access to information about the community's members and applicants: names, email addresses, organisations, application answers, and what they post. Members provided that information to Out-There HealthTech under its Privacy Notice, for the purposes described there. You may use it only to carry out your role in the community.

You must not:

• copy, export or download members' information, or enter it into any tool, list or system outside the platform;
• use it for marketing, sales, recruitment or research, whether for yourself, your organisation or anyone else;
• share it with anyone who does not hold a management role for the same community, unless the member has plainly agreed;
• keep any of it after your role ends.

If you believe members' information has been lost, disclosed to the wrong person, or used in a way this agreement does not allow — by you or by anyone else — you must tell Out-There HealthTech at community.management@outtherehealthtech.com as soon as you become aware of it, and no later than 24 hours afterwards. Reporting promptly is never held against you.

5. People who attend your events but are not members

Where the platform lets someone who is not a member of the community register for one of its events, your role may show you what they entered to register: typically their name and email address. They gave that information to attend the event, and nothing else.

You may use it only to run that event: to confirm their place, send joining instructions, and follow up about that event. You must not treat a registrant as a member, add them to the community or to any list, contact them about anything other than that event, or pass their details to anyone else. Everything in section 4 applies to their information as it applies to members'. If they want to join the community or hear from it again, they can apply or ask; the choice is theirs.

6. Patient and clinical information

Out-There HealthTech operates in the healthtech and life sciences sector, and the Terms of Use say plainly that the platform is not a clinical system and must not hold patient-identifiable information, clinical records, or any special category personal data about another individual. As a manager you carry that rule into everything the community does.

You must not ask for, accept, publish or keep such information — in the community, at its events, in application questions, or in anything you send to members — even where it has been partially redacted or pseudonymised. If you find it has been posted or sent, remove it where your role allows and tell Out-There HealthTech immediately.

What the community publishes and discusses, including at its events, is professional networking and general information. It is not clinical, regulatory, legal or financial advice, and you must not present it as such. Where a member is a clinician or regulated professional, their professional obligations are their own.

7. Conduct and conflicts of interest

You will act impartially, treat members with courtesy, and not discriminate. You will not use your role to advantage yourself, your organisation, or anyone connected with you.

A conflict of interest arises whenever a decision your role lets you make could benefit or harm you, your employer, your business, an investor, a customer, a competitor, or a person close to you. Examples are approving or declining an application from any of them, moderating their posts, choosing whether to feature their content or their event, or sending members a message that concerns them.

When a conflict arises, you must:

1. declare it to Out-There HealthTech at community.management@outtherehealthtech.com before acting, saying what the decision is and where your interest lies; and
2. abstain from the decision until Out-There HealthTech has replied, and then act only as it has agreed — which may be that another manager, or Out-There HealthTech itself, takes the decision.

If you are unsure whether something is a conflict, treat it as one.

8. Content and the community's identity

Anything you post, pin or send in your management capacity is published on behalf of Out-There HealthTech and the community, not as your own or your organisation's material. The community's name, description, logo, spaces and pages belong to the platform, and continue to when your role ends. You may not present the community as the property of your organisation, use the platform's name or brand outside it without permission, or grant anyone else rights over the community's content.

Where your role lets you promote things to members, you may not promote your own products or services, or those of anyone connected with you, without first declaring it under section 7 and receiving agreement.

9. Communications with members

Where your role lets you email or message members, you will do so only through the platform's own tools, only about the community's business, and only to members entitled to receive it. You will not send commercial messages, and you will not add members to any list or contact them through any channel outside the platform on the strength of your role.

10. Withholding and ending your authority

Out-There HealthTech may withhold the authority of your role until you have accepted the version of this agreement in force, and may withhold it again when a material change is published until you have accepted the new version. It may also limit or remove your role at any time: for breach of this agreement, the Terms of Use or the community's terms; for inactivity; or at its discretion where it judges that the community is better served another way. Your obligations under sections 4, 5, 6, 7 and 8 continue after your role ends.

11. Changes to this agreement

Out-There HealthTech may change this agreement. A material change — one that alters what you may do, what you must do, or how members' information may be used — is published as a new version and takes effect for you only when you accept it; your authority may be withheld until you do. A minor change, such as a correction or a clarification, takes effect when published and is recorded against the version you last accepted. The version you accepted, and when, is always visible in your account.

12. Responsibility

You will carry out your role honestly and with reasonable care. Out-There HealthTech provides the platform, its tools and the community's content as they are, and does not warrant that they are free of error or interruption. You are responsible for your own acts and omissions as a manager, and Out-There HealthTech is not responsible to you for the acts of members or other managers. Nothing in this agreement limits liability that cannot be limited by law.

13. Acceptance

By ticking the box, you accept this agreement in the version shown. Your acceptance is recorded against your account with the date and the version number, and kept for as long as the platform's records policy requires, so that both you and Out-There HealthTech can show what was agreed and when. You may withdraw your acceptance at any time by writing to community.management@outtherehealthtech.com; withdrawing it ends your management role, though not your membership.

Questions about this agreement go to community.management@outtherehealthtech.com.