Facility Operator Agreement

Mailbox.bot — Facility Operator Terms
Operated by Golden Ratio, LLC, a Utah Limited Liability Company
Effective Date: February 19, 2026 · Last Updated: February 21, 2026

Purpose: Ensure each facility is capable of safely receiving, handling, storing, and forwarding packages for renters and their AI agents. Facilities must warrant compliance with these requirements to be listed on the mailbox.bot network.

1. Facility Operator Role

1.1 Appointment

Upon approval of your application, you are appointed as an independent facility operator ("Operator") in the mailbox.bot network. You are not an employee, agent, or franchisee of Golden Ratio, LLC. You operate your facility independently and bear sole responsibility for its day-to-day management.

1.2 Scope of Services

As an Operator, you agree to provide the following services at your approved facility location:

• Receive and securely store packages on behalf of assigned renters (members and their AI agents)
• Accurately log incoming packages using the mailbox.bot scanner app or facility dashboard
• Photograph packages upon intake for documentation and chain-of-custody purposes
• Fulfill action requests (scanning, forwarding, photographing, video recording) submitted by renters or their agents in a timely manner
• Maintain accurate records of all packages in your custody
• Provide a safe, secure, and accessible facility during posted business hours

1.3 Eligible Facility Types

The mailbox.bot network supports two primary facility categories:

• CMRA (Commercial Mail Receiving Agency) — Facilities that hold current USPS CMRA registration and handle both USPS mail and private carrier packages. CMRA facilities must maintain PS Form 1583 for every recipient and comply with all USPS regulations under 39 CFR Part 111.
• Warehouse / Fulfillment — Facilities that handle private carrier packages only (FedEx, UPS, DHL, Amazon, regional carriers) under a bailee custody model. Warehouse facilities do not accept USPS mail.

Beyond these two categories, any business with the physical space, staffing, and legal standing to safely receive, store, and forward packages for third parties may be eligible. Examples include:

• Warehouses and fulfillment centers
• CMRA-registered mail receiving centers and virtual mailbox providers
• Light industrial spaces, maker studios, and flex spaces
• Co-working spaces and shared offices with adequate storage
• Retail stores with available backroom or storage capacity
• Tech incubators, 3D printing hubs, and maker labs that already handle parts and shipments
• Professional offices with available storage and low-to-medium package volume

Regardless of business type, every facility must meet the legal, zoning, insurance, and operational requirements described in this Agreement. The key determining factors are: (a) the space is legally permitted to store goods for third parties, (b) safe delivery access exists for carriers, (c) adequate insurance and liability coverage is maintained, (d) staff and workflow can reliably receive, log, and store packages, and (e) package volume is appropriate for the facility's capacity.

2. Legal & Compliance Requirements

2.1 Business License

Facility must hold a valid business license that permits warehousing, storage, or package handling for third parties in its jurisdiction. The license must remain current and in good standing at all times during participation in the mailbox.bot network.

2.2 Zoning Compliance

Facility must confirm that the premises are zoned for warehousing, light industrial use, or otherwise permit accessory storage and package handling operations. Non-warehouse businesses (retail, office, co-working, etc.) must verify that their zoning allows incidental storage of third-party goods. Operators are solely responsible for verifying and maintaining compliance with all applicable zoning regulations, including obtaining any required conditional use permits.

2.3 Insurance & Liability Coverage

Facility must maintain commercial general liability insurance that explicitly covers the receipt, storage, and forwarding of third-party packages. This includes bailee insurance or equivalent commercial coverage for goods held in custody on behalf of others. Coverage must be adequate for the volume of packages handled and must remain active for the duration of the Operator's participation in the network. The platform does not provide insurance for your facility or the items in your custody.

Certificate of Insurance (COI) Requirement: Operators must upload a current Certificate of Insurance during the application process. The COI must name Golden Ratio, LLC as an additional insured party and must reflect coverage for third-party package handling and bailee liability. Facilities will not be approved without a valid COI on file. Operators must provide an updated COI annually or whenever coverage is renewed, changed, or replaced. Failure to maintain a current COI on file may result in suspension until proof of coverage is provided. The platform may request proof of insurance at any time.

2.4 Fire & Safety Compliance

Facility must meet all local fire codes and occupancy requirements applicable to the storage of packages, including but not limited to weight load limits, shelving safety standards, clear egress paths, fire suppression systems (where required), and emergency access.

2.5 Prohibited Items Policy

Facility must agree to refuse acceptance of illegal, hazardous, or otherwise prohibited items as defined by mailbox.bot policies and applicable law. Operators must refuse and immediately report any packages reasonably believed to contain prohibited items including but not limited to: illegal narcotics, weapons, explosives, hazardous materials, or any items prohibited by federal, state, or local law. Refer to the full Prohibited Items section in the General Terms of Service.

2.6 Handling Liability — Custodial Responsibility

The facility operator is legally responsible as an independent custodian for all packages and mail from the moment of receipt until final disposition (pickup, forwarding, or return). The Operator must exercise reasonable care in the receipt, storage, handling, and forwarding of all items. The Operator is liable for any loss, theft, or damage occurring while items are in its custody due to negligence or failure to follow these requirements.

Warehouse / Fulfillment facilities bear bailee liability for all private carrier packages in their custody.

CMRA facilities bear both bailee liability for packages and USPS agent responsibility for all mail handled under their CMRA registration. CMRA facilities must maintain their own CMRA compliance, including PS Form 1583 for each recipient, and are solely responsible for all USPS regulatory obligations.

2.7 USPS Mail Handling

The mailbox.bot network supports two models for USPS mail, depending on facility type:

2.7.1 Warehouse / Fulfillment Facilities

Warehouse and fulfillment facilities handle private carrier packages only (FedEx, UPS, DHL, Amazon Logistics, regional carriers, etc.). USPS mail handling must remain within the appropriate registered mail-receiving framework and must not be intentionally accepted, processed, or stored on behalf of renters at these facilities.

If USPS mail is delivered to your warehouse facility addressed to a renter: You must refuse delivery or mark it "Return to Sender" immediately and report the incident through the mailbox.bot platform. Do not open, store, or forward USPS mail.

Accepting USPS mail for third parties without proper CMRA registration would subject the facility to regulations under 39 CFR Part 111, including USPS registration, PS Form 1583 for each recipient, and ongoing compliance obligations.

2.7.2 CMRA Facilities

Facilities that apply as a CMRA must hold current, valid CMRA registration with the United States Postal Service. CMRA facilities may handle both USPS mail and private carrier packages for renters. CMRA operators are solely responsible for maintaining full compliance with all USPS regulations, including:

• Maintaining PS Form 1583 (Application for Delivery of Mail Through Agent) for every recipient, as required by 39 CFR Part 111
• Providing access to notary services (in-person or remote) for Form 1583 notarization
• Maintaining current CMRA registration and making forms available for postal inspection
• Completing annual updates and record-keeping as required by USPS

CMRA registration and compliance is the sole responsibility of the facility operator. USPS mail handling remains the responsibility of properly registered facility operators, and all CMRA obligations are between the facility and the USPS.

3. Sub-Address Assignment & Reference Codes

3.1 Reference Code System

Each renter (member or AI agent) assigned to your facility will receive a unique reference code through the mailbox.bot system. These reference codes serve as internal identifiers for package sorting and handling. For example:

• 123 Main St — Ref: CLIENT-001
• 123 Main St — Ref: CLIENT-002
• 123 Main St — Ref: CLIENT-003

3.2 Legal Nature of Sub-Addresses

Reference codes and sub-address assignments do not create any tenancy, domicile, lease, or mailbox rights for the renter. They are internal tracking identifiers used solely for package sorting, handling, and attribution within the facility. The renter does not gain any occupancy or property rights at the facility's physical address.

3.3 Why This Is Legal

Assigning reference codes to multiple clients at a single physical address is standard practice in fulfillment, micro-warehousing, and package handling industries. For warehouse facilities that handle private carrier packages only, this arrangement does not trigger CMRA registration or PS Form 1583 requirements. For CMRA facilities, reference codes supplement the existing Form 1583 framework. Each sub-address is simply a tag for sorting and tracking items within your facility.

3.4 Facility Responsibilities for Sub-Addresses

• Use reference codes consistently across all operations to prevent mix-ups
• Do not use renter reference codes for USPS mail receipt unless independently CMRA-registered
• Ensure accurate package attribution — every package must be associated with the correct renter reference code
• Maintain organized storage systems that allow retrieval by reference code

4. Physical Operations Requirements

4.1 Receiving Capability

Facility must have adequate staffing and/or workflow to accept deliveries from all major private carriers, including but not limited to FedEx, UPS, DHL, Amazon Logistics, and regional carriers. The facility must be capable of accepting packages during normal business hours and must have procedures for handling deliveries when primary staff are unavailable. The facility must have safe ingress/egress and adequate parking or loading areas for delivery vehicles.

4.2 Scanning & Documentation

Every package received must be scanned or barcoded, photographed, weighed, measured, and timestamped upon arrival using the mailbox.bot scanner app or facility dashboard. Accurate intake documentation is mandatory and forms part of the chain-of-custody record. Scanning, photographing, weighing, and logging packages received from private carriers is fully legal and is a standard practice in fulfillment and warehousing operations.

4.3 Secure Storage

Packages must be stored securely in a manner that prevents unauthorized access, theft, damage, or environmental degradation. The facility must maintain organized storage systems that allow for reliable retrieval, forwarding, or pickup of any package on demand.

4.4 Forwarding & Returns Capability

Facility must be capable of forwarding packages per renter or agent instructions, whether received manually or via the mailbox.bot API. The facility must also be capable of processing return shipments when requested. Forwarding must be completed within the timeframes established by the platform.

4.5 Notification & Event Reporting

Facility must support integration with the mailbox.bot system, ensuring that all package events (intake, action completion, forwarding, etc.) are recorded promptly and trigger the appropriate notifications and webhooks to renters and their AI agents.

4.6 Damaged or Missing Packages

Facility must report any damaged or missing packages immediately through the mailbox.bot system. Failure to promptly report discrepancies may result in additional liability and disciplinary action up to and including removal from the network.

4.7 Service Level Standards

Facility operators must meet the following minimum service level standards ("SLAs"). These standards are measured on a rolling 30-day basis and are visible to both the operator and the platform through the facility dashboard.

• Package Intake — Every package must be scanned, photographed, weighed, and logged within 4 business hours of carrier delivery. Business hours are defined as the facility’s posted operating hours.
• Action Fulfillment — Standard action requests (scan contents, photograph, weigh/measure) must be completed within 1 business day of submission. Forward and return requests must be shipped within 2 business days unless the renter specifies a later date.
• Communication — Renter and platform inquiries routed through the messaging system must receive an initial response within 24 hours on business days.
• Package Attribution Accuracy — A minimum of 99% of packages must be correctly attributed to the right renter reference code, measured monthly.
• Damage & Loss Reporting — Any damaged, missing, or misdelivered package must be reported through the platform within 4 business hours of discovery.

Failure to consistently meet these SLAs is subject to the performance accountability process described in Section 13.2. The platform may adjust SLA thresholds with 30 days written notice.

5. Technology & Integration Requirements

5.1 Internet & System Access

Facility must have reliable internet connectivity and workstation or mobile device access sufficient to operate the mailbox.bot scanner app, facility dashboard, and any other platform tools required for scanning, documentation, and package management.

5.2 API & Webhook Readiness

Facility must be capable of receiving and acting upon system instructions from mailbox.bot, including automated action requests, forwarding instructions, and reporting requirements delivered via the platform dashboard or API.

5.3 Reference Code Tracking

Facility must use unique reference codes assigned by the mailbox.bot system for each renter's packages. Reference codes must be used consistently to prevent mix-ups and ensure accurate package attribution across all operations. See Section 3 for the full sub-address and reference code framework.

6. Operational Warranties

By joining the mailbox.bot network, the facility operator warrants and represents that:

• The facility meets all legal, operational, insurance, and safety requirements described in this Agreement
• The Operator is capable of acting as an independent bailee of packages, exercising reasonable care and maintaining secure custody
• The Operator will maintain accurate records of all package receipt, storage, forwarding, and disposition
• The Operator will comply with all mailbox.bot policies, including prohibited items, reporting requirements, action fulfillment timelines, and package security standards
• The Operator understands and acknowledges that mailbox.bot is a software platform only — the facility is the sole party responsible for physical custody and handling of all packages
• Warehouse facilities will not intentionally accept, process, or store USPS mail. CMRA facilities will maintain full USPS compliance including PS Form 1583 for every recipient.
• Reference codes and sub-address assignments do not create tenancy, domicile, or mailbox rights for renters
• All information provided in the facility application and ongoing compliance documentation is true, accurate, and complete

6.1 KYC Screening (Optional Add-On)

Facility may review KYC-verified renter information provided through the mailbox.bot platform. The facility will only see a renter's reference code and verification status; full KYC identity data is retained by the platform. Facility retains the right to refuse service to any renter if it reasonably believes that the renter's packages present a high risk or violate local regulations. Any refusal of service must be reported to the platform promptly.

7. Revenue Share, Payments & Tax Obligations

7.1 Compensation

You earn a revenue share on services performed at your facility. The platform retains a commission (currently 30% by default) and the remainder is paid to you. Revenue share percentages may be adjusted with 30 days written notice.

7.2 Revenue Sharing Legal Structure

The revenue sharing arrangement between the platform and the facility is a standard software commission / service fee model. The facility earns income from package handling services; the platform earns software and commission revenue. Both parties are responsible for their own tax reporting and compliance:

• The facility reports its handling and service income as business revenue on its own tax filings
• The platform reports its commission as software/platform revenue
• Revenue sharing does not create an employment, partnership, joint venture, or franchise relationship
• The facility is an independent contractor (see Section 14.1) and is solely responsible for its own taxes, including federal, state, and local income taxes, self-employment taxes, and any applicable sales taxes

7.3 Payout Schedule

Payouts are processed automatically via Stripe Connect. You must complete Stripe onboarding to receive payments. Payouts are subject to a minimum threshold ($5.00). Amounts below the threshold accumulate to the next payout cycle.

7.4 Service Pricing

Service prices are set by the platform and displayed in the service pricing dashboard. You do not set your own prices. The platform may adjust pricing at any time with reasonable notice to operators.

8. Data Protection, Confidentiality & KYC

8.1 Data Protection

You must protect all renter information, package data, and access credentials. You may not share, sell, or disclose any renter information to third parties except as required by law or authorized by the platform. API keys and facility credentials must be stored securely and revoked immediately if compromised.

8.2 KYC Data Limitations

Full KYC identity verification data (government ID, address verification, biometric data) is collected and retained exclusively by the mailbox.bot platform. Facilities receive only the following information about each renter:

• Unique reference code assigned to the renter
• KYC verification status (verified / not verified)
• Renter display name (if provided by the renter)

Facilities must never request, collect, or store government-issued identification, Social Security numbers, financial information, or other sensitive personal data from renters directly. All identity verification is handled by the platform through its KYC provider (Stripe Identity).

9. Law Enforcement Cooperation

You agree to cooperate fully with law enforcement when presented with valid legal process (warrants, subpoenas, court orders). You must notify the platform immediately of any law enforcement contact regarding packages or renters at your facility.

10. Platform Fraud Prevention & Renter Screening

10.1 Screening Measures

The mailbox.bot platform employs multiple layers of fraud prevention and identity verification before a renter is assigned to any facility. Current measures include:

• Telephone number verification through carrier-level screening (Twilio Lookup) — VoIP burners, Google Voice numbers, prepaid throwaways, and other non-fixed virtual numbers are rejected automatically
• Identity verification and Know Your Customer (KYC) screening through Stripe Identity, including government-issued ID validation and biometric matching
• Online notarization of USPS Form 1583 through a licensed notary provider, confirming the renter’s legal identity before any mail receiving privileges are granted
• Payment method validation — prepaid cards, gift cards, and other anonymous funding sources are blocked at onboarding. Only debit and credit cards issued by a financial institution are accepted.
• Rate limiting and temporary lockout for repeated rejected payment attempts

The platform may implement additional screening measures over time, including but not limited to IP address analysis, geolocation checks, disposable email detection, and device fingerprinting. The platform is committed to continuously improving its fraud prevention capabilities as the network scales.

10.2 Limitation of Liability for Renter and Agent Conduct

While the platform takes extensive measures to screen and verify renters before they are assigned to a facility, the platform does not guarantee the conduct, intentions, or actions of any renter or their AI agents once they are active on the network. The platform is not responsible or liable for the actions, omissions, or instructions of renters or their AI agents after assignment, including but not limited to the contents of packages received, the nature of forwarding requests, or any use of the facility\u2019s address.

Facility operators retain the right to refuse service to any renter at any time if they reasonably believe the renter\u2019s activity is suspicious, illegal, or in violation of this Agreement or applicable law. Any such refusal must be reported to the platform promptly.

10.3 Ongoing Commitment to Fraud Prevention

The platform is committed to continuously improving its fraud prevention and screening capabilities. The platform will cooperate fully with law enforcement agencies, regulatory bodies, and other legal authorities in the investigation and prosecution of any fraudulent, illegal, or suspicious activity involving renters, agents, or packages on the network. Facility operators agree to cooperate with the platform in any such investigations, including preserving evidence, providing access to package records, and responding to lawful requests in a timely manner.

11. Application and Approval

11.1 Application Review

Submission of an application does not guarantee acceptance. We review applications based on location, facility quality, capacity, market demand, and other factors at our sole discretion.

11.2 Accuracy of Information

You represent that all information provided in your application is true, accurate, and complete. Providing false or misleading information is grounds for immediate rejection or termination.

11.3 Background and Verification

We reserve the right to conduct background checks, facility inspections, or other verification procedures before or after approval. You consent to such verification as a condition of participation.

12. Insurance, Liability & Indemnification

12.1 Insurance

You are responsible for maintaining adequate commercial general liability insurance and bailee coverage (or equivalent) covering your facility operations, including explicit coverage for the receipt, storage, and forwarding of third-party packages. The insurance must cover loss, theft, and damage to packages in your custody. Proof of insurance may be requested at any time.

12.2 Limitation of Liability

The platform's total liability to you for any claims arising under this Agreement shall not exceed the total revenue share payments made to you in the 12 months preceding the claim. The platform is not liable for indirect, incidental, consequential, or punitive damages.

12.3 Indemnification

You agree to indemnify and hold harmless Golden Ratio, LLC, its officers, directors, and employees from any claims, damages, or expenses arising from your facility operations, your breach of this Agreement, your negligence, or any loss, theft, or damage to packages in your custody.

13. Termination

13.1 Voluntary Withdrawal

You may withdraw from the network at any time by providing 30 days written notice. You must fulfill all pending action requests and arrange for transfer of any packages in your custody before your withdrawal is effective.

13.2 Performance Accountability

The platform uses a structured escalation process to address service level failures, renter complaints, and operational deficiencies. This process ensures facilities receive clear notice and opportunity to improve before termination.

Level 1 — Written Warning. Issued when a facility first falls below the SLA thresholds defined in Section 4.7, or upon the first substantiated renter complaint regarding timeliness, accuracy, communication, or package handling. The warning will identify the specific deficiency and the corrective action required. The facility has 14 calendar days to acknowledge the warning and implement corrective measures.

Level 2 — Performance Review. Issued upon a second substantiated complaint or continued SLA non-compliance within a rolling 90-day period. The platform will conduct a formal performance review, which may include a review of scan logs, action completion times, renter feedback, and communication history. The facility must provide a written corrective action plan within 7 calendar days. The platform may impose temporary restrictions, such as pausing new renter assignments, during the review period.

Level 3 — Suspension. Issued upon a third substantiated complaint or persistent SLA failure within a rolling 90-day period, or upon failure to submit or follow through on a corrective action plan. The facility will be suspended from accepting new packages and new renter assignments. Existing renters will be notified. The facility may appeal the suspension within 7 calendar days by providing evidence of corrective measures. Suspension lasts a minimum of 30 days; reinstatement requires platform approval.

Level 4 — Removal. Issued upon a fourth substantiated complaint within a rolling 12-month period, failure to cure during suspension, or any single incident involving gross negligence, willful misconduct, theft, or fraud. Removal is permanent. The facility must fulfill or transfer all pending obligations per Section 13.4.

Substantiated Complaints. A complaint is "substantiated" when the platform determines, based on available evidence (scan logs, timestamps, photos, messaging history, renter testimony), that the facility failed to meet its obligations under this Agreement. The platform will notify the facility of each complaint and provide the facility an opportunity to respond before the complaint is counted toward escalation. Frivolous or unsupported complaints will not be counted.

Immediate Escalation. The platform reserves the right to bypass the escalation process and proceed directly to suspension or removal in cases involving: unauthorized USPS mail handling without CMRA registration, theft or suspected theft, willful destruction of packages, fraud, failure to maintain required insurance or business license, security breaches, or any conduct that poses an immediate risk to renters or the platform.

13.3 Platform Termination

In addition to the performance accountability process above, we may suspend or terminate your participation immediately for cause, including but not limited to: violation of these terms, unauthorized handling of USPS mail without CMRA registration, failure to fulfill actions, security concerns, failure to maintain required insurance or licenses, or any conduct that harms the platform or its users. We may terminate without cause with 30 days written notice.

13.4 Effect of Termination

Upon termination, you must immediately cease accepting new packages, fulfill or transfer all pending obligations, and return or securely delete all platform data and credentials. Outstanding revenue share payments will be paid according to the regular payout schedule.

14. General Provisions

14.1 Independent Contractor

You are an independent contractor, not an employee. You are responsible for your own taxes, insurance, and compliance with applicable laws. Nothing in this Agreement creates an employment, partnership, or joint venture relationship.

14.2 Governing Law

This Agreement is governed by the laws of the State of Utah. Any disputes shall be resolved through binding arbitration in Salt Lake County, Utah, in accordance with the arbitration provisions in the General Terms of Service.

14.3 Amendments

We may amend this Agreement with 30 days notice sent to your registered email address. Continued participation after the notice period constitutes acceptance of the amended terms.

14.4 Entire Agreement

This Agreement, together with the General Terms of Service and Privacy Policy, constitutes the entire agreement between you and Golden Ratio, LLC regarding your participation as a facility operator.

Questions about these terms? Contact us at