Membership Regulation

1.1. This Regulation defines the procedure for joining the civic organization NGO “HandS Lab” (full registered name: NON-GOVERNMENTAL ORGANIZATION “Human & Synthetic Lab”), EDRPOU code 46189265, registered office: Ukraine, 03035, Kyiv, 13 Vasylia Mytropolyta Lypkivskoho Street, email: [email protected] (the “Organization”), the rights and obligations of its members, the procedure for paying fees, suspension of membership, exclusion, and withdrawal.

1.2. The Regulation is based on the statute of the Organization and the Law of Ukraine “On Civic Associations”. In case of conflict between the Regulation and the statute, the statute applies.

1.3. The Regulation is approved by the body of the Organization whose competence under the statute includes approval of internal documents (the “Authorized Body”).

2.1. Membership in the Organization is voluntary. A person may join the Organization and leave it at their own decision.

2.2. Members of the Organization have equal rights unless the statute provides otherwise.

2.3. The Organization is non-profit. Its income is not distributed among its members, founders, employees, or officials and is directed to its statutory activity.

2.4. Membership is not connected with the purchase of educational services, access to digital services, or participation in the community. These are governed by separate documents.

3.1. A member of the Organization may be an individual who has reached the age set by the statute and the law, shares the Organization’s purpose, and recognizes its statute.

3.2. Legal entities may be members of the Organization if the statute expressly provides for it.

3.3. The statute may establish separate categories of members. The rights and obligations of each category are defined by the statute and this Regulation.

4.1. A person who wishes to join submits an application in the manner determined by the Authorized Body: on paper or in electronic form. The application states the full name, contact details, and confirmation of agreement with the statute and this Regulation.

4.2. The Authorized Body considers the application within 30 calendar days of receiving it. The decision to accept or decline is communicated to the applicant in writing or to the email address stated in the application.

4.3. Admission may be declined if the applicant does not meet the requirements of the statute or the applicant’s activity contradicts the purpose of the Organization. A refusal must state reasons and may be appealed to the general meeting in the manner set by the statute.

4.4. Membership begins on the date of the decision to admit, unless the decision or the statute provides otherwise. If the statute provides for an entrance or membership fee, membership takes effect after it is paid.

4.5. The Organization keeps a register of members. Information about members is processed in accordance with Section 12.

4.6. Acceptance of applications begins after the Regulation is approved, the fee procedure is established, and a relevant notice is published on the website. Until then, a person may only express interest in membership. Such a notice is not an application to join and does not mean admission to the Organization.

5.1. A member of the Organization has the right to: take part in general meetings and vote on matters within their competence; elect and be elected to the bodies of the Organization in accordance with the statute; make proposals on the Organization’s activity; receive information about the Organization’s activity and reporting to the extent set by the statute; take part in the Organization’s events; and withdraw from the Organization.

5.2. A member of the Organization does not acquire the right to a distribution of profit, to the Organization’s property, to ownership of the Organization’s projects and developments, to unlimited access to educational programs and digital tools, to greater influence on decisions because of a larger contribution, or to represent the Organization without appropriate authority.

6.1. A member of the Organization is obliged to: comply with the statute and this Regulation; support the purpose of the Organization; take part in its activity and the decisions provided for by the statute; pay the approved fees or use an agreed exemption; refrain from actions that harm the Organization or its reputation; and notify the Organization of a conflict of interest.

7.1. The amount, purpose, deadlines, and procedure for paying entrance and membership fees, as well as the terms of exemptions, are determined by a decision of the Authorized Body and published together with the relevant documents.

7.2. A fee is a statutory payment of a member. It is not payment for educational programs, community participation, or access to digital services, and it is not a donation.

7.3. Fees paid are not refunded on withdrawal or exclusion unless a decision of the Authorized Body provides otherwise.

7.4. The Organization uses fees for its statutory activity and reports on this in the manner set by law and the statute.

8.1. Membership does not grant automatic access to the programs, events, materials, community, or projects of the Organization. The terms of access to them are defined by the relevant documents.

8.2. Discounts or free access for members may be established only by a separate decision of the Authorized Body and apply on terms published before they are introduced.

9.1. A member who has a personal interest in a matter considered by a body of the Organization must disclose it before the consideration begins and not take part in the vote on that matter.

9.2. A decision made in breach of this rule may be reviewed by the Authorized Body The procedure for disclosing and reviewing interests is set by the Conflict of Interest Policy.

10.1. Membership may be suspended or terminated by exclusion for breach of the statute or this Regulation, actions that harm the Organization, and non-payment of fees without a valid reason.

10.2. Before a decision is made, the member is notified in writing of the grounds and given at least 14 days to explain. The decision is made by the Authorized Body, and the exclusion may be appealed to the general meeting in the manner set by the statute.

10.3. A decision on exclusion is made in writing and communicated to the member with the grounds stated.

11.1. A member may withdraw from the Organization at any time by submitting a written application. Membership ends on the day the Organization receives the application, unless the application states a later date.

11.2. Withdrawal does not release the member from obligations that arose before its date.

12.1. The Organization keeps a register of members and processes members’ personal data to record membership, organize general meetings, carry out statutory tasks, and meet legal requirements.

12.2. Processing is carried out in accordance with the legislation on personal data protection and the Privacy Notice. Members’ data is not passed to third parties except as provided by law.

13.1. The Regulation takes effect on the day it is approved by the Authorized Body. Amendments to the Regulation are approved in the same manner.

13.2. Matters not regulated by the Regulation are resolved in accordance with the statute and the legislation of Ukraine.

13.3. This document is made in Ukrainian. The English translation is provided for convenience; in case of discrepancies the Ukrainian text prevails.