Fit Republik & Studio Republik Employee Intranet
Accessibility, Acceptable Use & Confidentiality Agreement

Welcome
The Fit Republik & Studio Republik Employee Intranet has been created to provide employees with secure access to company information, policies, procedures, learning resources, departmental documentation, calendars, communications and tools that support our people and culture.
By accessing this intranet you agree to use it responsibly, professionally and in accordance with this agreement.

1. Our Commitment to Accessibility
Fit Republik and Studio Republik are committed to providing an inclusive digital workplace where all employees can access information regardless of ability, role or device.

We aim to:

• Make content easy to read and understand.

• Use clear language wherever possible.

• Ensure pages are compatible with modern browsers and assistive technologies.

• Continuously improve accessibility based on employee feedback.

• Remove barriers that prevent equal access to company information.

• Support employees who require reasonable adjustments or alternative formats.

If you experience difficulties accessing any content or require information in another format, please contact the People & Culture team.

2. Purpose of the Intranet
The intranet has been developed to support our employees by providing:

• Company news and announcements

• Policies and procedures

• Department information

• Training and learning materials

• Annual calendars

• Operational documents

• Health & Safety resources

• Employee wellbeing resources

• Corporate Social Responsibility (CSR) initiatives

• Forms and templates

• Company communications

The intranet is intended solely for legitimate business purposes.

3. Confidentiality
All information contained within this intranet is confidential and remains the intellectual property of Fit Republik and Studio Republik unless otherwise stated.

Employees agree that they will not:

• Share confidential information outside the organisation.

• Download or distribute company documents without authorisation.

• Copy company training materials for external use.

• Upload company documents to personal cloud storage or AI platforms unless approved.

• Share screenshots of internal documents on social media or with third parties.

• Disclose commercially sensitive information including pricing, financial data, member information, business strategies or operational procedures.

Confidentiality obligations continue after employment has ended.

4. Information Security
To help protect company information, employees agree to:

• Keep login credentials secure.

• Never share usernames or passwords.

• Log out of shared devices.

• Report suspected security breaches immediately.

• Protect company data from unauthorised access.

• Use only authorised devices where required.

• Follow company IT Security and Data Protection policies.

Employees must never attempt to:

• Access information they are not authorised to view.

• Circumvent system permissions.

• Modify company records without approval.

• Introduce malicious software or harmful code.

• Interfere with the operation of the intranet.

5. Data Protection
Employees must comply with all applicable privacy and data protection legislation together with company policies.

This includes protecting:

• Employee information

• Member information

• Candidate information

• Medical information

• Payroll information

• Financial information

• Commercially sensitive information

Personal information should only be accessed where necessary for legitimate business purposes.

6. Professional Conduct
Employees are expected to use the intranet in a respectful and professional manner.

Users must not:

• Upload offensive material.

• Post discriminatory or inappropriate content.

• Harass or intimidate colleagues.

• Use the platform for personal business.

• Share copyrighted material without permission.

• Misrepresent company information.

All communication should reflect the values of Fit Republik and Studio Republik.

7. Learning & Development
The intranet contains learning resources designed to support continuous professional development.

Employees are encouraged to:

• Complete mandatory training by required deadlines.

• Participate in recommended learning.

• Maintain professional certifications where applicable.

• Apply learning within their role.

• Share knowledge with colleagues.

Completion of mandatory learning may be monitored by managers.

8. Corporate Social Responsibility (CSR)
Fit Republik and Studio Republik are committed to making a positive impact on our people, communities and environment.

Employees are encouraged to:

• Participate in CSR events.

• Volunteer where opportunities exist.

• Support charitable initiatives.

• Promote diversity, equity and inclusion.

• Respect different cultures and backgrounds.

• Champion sustainability.

• Reduce waste wherever possible.

• Support health and wellbeing initiatives.

• Contribute ideas that improve our workplace and community.

Every employee has a role in creating a positive and responsible organisational culture.

9. Health, Safety & Wellbeing
Employees should use the intranet to access:

• Health & Safety guidance

• Emergency procedures

• Risk assessments

• Incident reporting

• Wellbeing resources

• Employee Assistance information

• Mental health support

• Safeguarding information where applicable

Safety information should always be followed.

10. Accuracy of Information
While every effort is made to ensure information is accurate and current:

• Policies may be updated periodically.

• Operational procedures may change.

• Department managers remain responsible for maintaining departmental information.

• Employees should always refer to the latest published version.

Where conflicting information exists, company policies and management direction take precedence.

11. Monitoring
To protect company systems and information, usage of the intranet may be monitored.

This may include:

• Login activity

• Document access

• Training completion

• System performance

• Security events

Monitoring is undertaken for legitimate business, security and compliance purposes.

12. Intellectual Property
Unless otherwise stated, all content contained within this intranet is owned by Fit Republik and Studio Republik.

This includes:

• Policies

• SOPs

• Training materials

• Videos

• Images

• Branding

• Templates

• Forms

• Documentation

Unauthorised reproduction or distribution is prohibited.

13. Reporting Issues
Employees should report:

• Incorrect information

• Broken links

• Accessibility concerns

• Security concerns

• Outdated documents

• Technical issues

• Suggestions for improvement

Feedback helps us continually improve the employee experience.

14. Acceptance
By accessing and using the Employee Intranet, employees acknowledge that they:

• Have read and understood this agreement.

• Will use the intranet responsibly.

• Will maintain the confidentiality of company information.

• Will comply with company policies and applicable laws.

• Understand that misuse of the intranet may result in disciplinary action, up to and including termination of employment where appropriate.

Together, we can ensure that the Employee Intranet remains a secure, inclusive and valuable resource that supports learning, collaboration, innovation and our shared commitment to delivering exceptional experiences for our members, colleagues and communities.