The PoC Lab is a shared working facility. Your booking gives you the use of the room for a period, rather than the run of it.

Please be considerate of anyone working in or near the lab. Test audio, general noise, floor space and bench space all have an effect on the people around you.

Look after the kit. Most of it will be used by other colleagues after you, and some of it is on loan or on its way to a client site.

The rules that apply everywhere else on site apply here too, including health and safety, fire, electrical safety and acceptable use. You will find them in the proAV employee handbook.

If anything is damaged, faulty or behaving oddly, please let us know at poc.lab@proav.com rather than leaving it for the next booking to find.

Your booking covers the kit, space and scope agreed for your session. It does not extend to anything else in the room.

Please do not alter, reconfigure, disconnect, re-patch or repurpose anything outside that scope. This includes the network, power, racks, control systems and any other permanent installation.

If your testing genuinely requires a change to something permanently installed, agree it with us beforehand.

Anything you do change for your session must be put back as you found it before you leave. That applies to configuration as much as to cabling.

Please do not remove kit from the lab, or bring kit in and leave it behind, without agreeing it with us first.

Kit goes back where you found it, powered down or left in its normal state as appropriate.

Cabling is restored. Anything you unplugged goes back, and anything you brought in leaves with you.

Packaging, rubbish, consumables and empties are taken out of the room.

Benches, surfaces and floor are left clear, so that the room is ready for the next booking.

If you run out of time to reset the room properly, tell us before you leave rather than leaving it for someone else to discover.

Where an access code is issued for your booking, it is issued to you personally. Please do not share it, forward it, write it down where others can see it, or pass it to anyone else, including the other people named on your booking. They come into the lab with you.

Only people named on the approved booking may be in the lab during your session. If someone else needs to join, ask us to add them to the booking first.

Please do not admit anyone who is not part of your approved booking, however reasonable the request may seem. Send them to us instead.

The lab must be secured whenever it is left unattended, however briefly, and at the end of your session. If you are the last person out, that falls to you.

Let us know promptly if an access code has been shared or may have been compromised, or if you find the lab unsecured or someone in it who should not be there.

The person who submits the booking, or who conducts the PoC, is accountable for the session as a whole.

That covers everyone they bring in, both their conduct in the lab and their compliance with these terms.

It covers the state of the room afterwards, whoever left it that way.

It covers any issue, loss or damage arising during the booking.

It covers the report for the session, even where the work itself was carried out by someone else. See clause 6.

Where something goes wrong we will raise it with the booker in the first instance. Not being aware of what someone else on the booking did does not remove that responsibility.

The dashboard holds a record of approved bookings, including who was named, the job, the dates and whether an access code was issued. Visitors to the lab are also asked to sign in, and the dashboard records who signed in, when, and which booking they came for. See clause 9 for how that information is handled.

A report is due within 5 working days of the session end date. Your approval email confirms this and gives you the exact date. Nothing will chase you, so please treat that email as your reminder.

The report is written by the person who carried out the PoC or bench test, which is not always the person who booked the session.

Where those are two different people, the booker remains responsible for making sure the report is written, as set out in clause 5. Booking on someone else’s behalf means taking that on.

Reports are submitted using the Submit Report button on the dashboard. This opens a pre-formatted email to poc.lab@proav.com, and you attach your report document before sending it.

A request stays on our list until a report has been submitted and processed, so an outstanding report remains visible to us.

If no report is produced, the booker and everyone named on that booking may not book the lab again until a substantial report has been submitted.

This works from the names on the approved booking. Visitor sign-ins show who attended, but not everyone who takes part in a session will have signed in, so if you were named on a booking you took no part in, please tell us and we will take it into account.

By substantial we mean a genuine write-up: what you tested, how you tested it, what you found and what you concluded, in enough detail for a colleague who was not there to make use of it. A placeholder, a holding note or a single line confirming that something worked will not lift the restriction.

We decide whether a report meets that standard and when the restriction lifts. It is a judgement made by people rather than something the dashboard applies automatically.

These rules are applied with judgement. If something genuinely got in the way, such as a session cut short, kit that never arrived or someone moving on partway through, please tell us, ideally before the deadline, and we will take it into account. A short agreed extension is rarely a problem.

If you disagree with a decision made under this clause, you can take it to the Senior Engineering Manager, who has oversight of the PoC Lab team.

Sessions run by the PoC Lab team itself are managed internally and sit outside this clause.

The lab normally holds infrastructure and test kit. Anything covered by a manufacturer or supplier NDA is taken out of the room before a guest booking, or kept secured and watched by the lab team.

Where NDA kit is present during your session, everyone with access to it will already have signed the relevant agreement. That agreement governs the kit, and where it is stricter than anything written here it takes precedence. Please do not photograph or record it.

The confidential material you are most likely to come across is client work: designs, configurations, IP schemes, credentials and drawings from live jobs, including someone else’s session.

Treat anything in the lab that is not your own work as confidential. That includes kit on the bench and anything left on screens, whiteboards or paper. Inside proAV, discuss it only with people who need to know. Outside proAV, not at all.

Please do not copy, export or take away client data, configurations or credentials beyond what your own session requires, and remove whatever you did take once the session is over.

Please do not photograph or record anything that is not your own work without asking us first. Photographs of your own work are for your write-up and for internal use, and nothing goes to a client, a manufacturer or anywhere public.

Client credentials, configurations and data must not be left on lab kit at the end of your session. Clearing them down is part of leaving the room as you found it, as set out in clause 3.

Reports stay inside proAV. Report documents are held on proAV’s SharePoint and linked from the dashboard catalogue, and the company’s policies on handling company information apply to them. Please do not send a report, or its contents, outside the business.

Every report is checked and published by the lab team, and client names and sensitive detail are removed before it goes into the catalogue. Write on the basis that it will be read across the business, and flag anything you know to be sensitive so that it is not missed.

If you think confidential material has been seen, copied, shared or taken by someone who should not have it, please tell us straight away. Raising it early is always better than hoping it did not matter.

These obligations do not end when your session does.

The PoC Lab PC carries two AI accounts. They belong to the lab team rather than to any individual, and they are shared between everyone who uses the lab. They have been approved by the Information Systems department under the AI Policy’s approval pathway. We will sign you in. You will not be given the credentials, and you should not try to reach the accounts by any other route.

proAV’s Artificial Intelligence (AI) Policy (version 1.0, 19 March 2026) applies to these accounts in full. Nothing here relaxes it, and where the two differ the AI Policy takes precedence. Being signed in by someone else does not change what you are permitted to do, and the mandatory GenAI training that every employee completes (18.0) applies here as it does anywhere else.

Client material does not go into these accounts. The AI Policy prohibits entering un-sanitised client project files, configurations or system schematics, configurations proprietary to clients, and client drawings, schematics or architecture diagrams that would allow a client system to be reconstructed (5.3.2). It also prohibits inputting client or third-party production security or network configurations (5.3.5).

A good deal of what a PoC or bench test produces falls into those categories. Where you do use AI, strip out client-identifying detail and work from isolated snippets rather than whole configurations (13.3).

Restricted data, which covers client-identifiable data, client configurations, personal data and commercially sensitive information, must not be entered at all unless it has been approved through the AI Policy’s approval pathway (13.1). Our agreement is not that approval.

Check what comes back. AI output must be reviewed and validated by a qualified person before it is used (14.3), and anything you submit is treated as your own work (8.0). That applies to your report as much as to a configuration.

Use of these accounts is attributable. They do not carry your name, but the dashboard records who was booked into the lab, who signed in and when, and activity on the accounts can be matched back to that. proAV also reserves the right to monitor prompts and outputs on approved tools (17.0). Please work on the basis that what you do on them can be traced to you.

Start a fresh conversation rather than picking up someone else’s, and do not read back through history left from an earlier session.

Let us know when you have finished so that the account can be signed out. Please do not leave a session open behind you.

Report any AI-related incident immediately to AI_incidents@proav.com (17.3), and tell us as well. This includes suspected data exposure, prompt injection, unsafe output and policy breaches, whether your own or someone else’s.

A breach of the AI Policy is dealt with under that policy, which provides for disciplinary action (19.0). That sits outside these terms and outside our hands.

proAV is the data controller for the personal information collected through the PoC Lab dashboard. We handle it in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and proAV’s own data protection policies.

When you make a booking we record your name, email address, the job, the dates, the people named on the booking, whether an access code was issued, and the version of these terms you accepted and when.

When you sign in as a visitor we record your name, company, email address, phone number, the booking or reason for your visit, who you are meeting if you tell us, the date and time you signed in, and the version of these terms you accepted.

We use this information to manage bookings and access to the lab, keep the lab and the people in it safe and secure, account for everyone on site in an emergency, contact you about your booking or visit, and look into any incident, damage or breach of these terms.

We rely on proAV’s legitimate interests in running a safe, secure and properly managed facility as our lawful basis for processing this information. Where recording who is on site is needed to meet health and safety obligations, we also rely on that legal obligation.

We only ask for what we need for those purposes. Please do not enter sensitive personal information, such as health details, into any of the dashboard’s forms.

The information is held securely and can only be seen by the PoC Lab team. It is shared within proAV only where there is a genuine need, such as a health and safety, security or disciplinary matter, and is not sold or passed to third parties for marketing. It may be disclosed where the law requires it.

We keep the information for no longer than is necessary for the purposes above, in line with proAV’s data retention policy, and then delete it securely.

You have the right to ask for a copy of the personal information we hold about you, and to ask us to correct it, delete it, restrict how we use it, or object to our using it. Some of these rights are limited where we need to keep a record, for example for security or legal reasons. To make a request, contact us at poc.lab@proav.com and we will pass it to the right person in proAV.

If you are unhappy with how your information has been handled, please tell us first so that we can put it right. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk.