Code of Conduct

Code of Conduct
Category:	Operations
Creators:	Steele Smith
Contributors:	Board of Directors
Created:	August 2018
Updated:	June 2026
Notes:	Code of Conduct v2.0

Why We Have a Code of Conduct

DroidBuilders, Inc. ("DroidBuilders") is a volunteer, 501(c)(3) nonprofit education organization. Everything we do -- building droids, visiting schools and children's hospitals, appearing at community events -- affects the people and communities around us, and reflects on every other member.

This Code of Conduct (the "Code") sets out the standards we hold ourselves to. It exists to keep our community welcoming and safe, to protect the people we serve -- especially children -- and to safeguard the trust that lets us carry out our STEM-educational mission. Integrity is the foundation of that mission, and this Code is built on three things: Principles, Practices, and Procedures.

In short, the Code helps every member act with integrity, comply with the law, treat others well, and help build a better future for the communities we serve.

Who the Code Applies To

The Code applies to everyone who acts for or represents DroidBuilders, wherever they are in the world:

• board members and officers;
• all members and associate members;
• volunteers, including those who hold no formal title; and
• temporary or contract personnel, and any individuals or companies acting on behalf of DroidBuilders.

Your Responsibilities

Whenever and wherever you represent DroidBuilders, or interact with others in the DroidBuilders community, you are expected to follow the Code. Because members are recognizable as part of DroidBuilders, your conduct can reflect on the organization even outside official activities, to the extent permitted by local law. Your conduct affects both our external reputation and our internal culture.

We treat one another -- and our fans, partners, and the public -- with the respect and dignity we would each want for ourselves. We expect you to:

• know and follow the Code, as well as applicable laws and regulations;
• speak up and report conduct that falls outside the letter or spirit of the Code, whether or not it also breaks the law (see Reporting Concerns); and
• periodically certify your understanding of, and adherence to, the Code when asked. Where certification is required, it is a condition of remaining a member in good standing.

The Building Blocks: Principles, Practices, and Procedures

Our system of integrity has three primary elements:

• Principles -- overarching statements that capture DroidBuilders' commitment to the values that guide our conduct.
• Practices -- the specific conduct expected of all of us to live out those Principles. They are the basic rules that guide our behavior and are an integral part of the Code.
• Procedures -- more detailed guidance, where appropriate, on how we achieve compliance. Some Procedures may apply only to certain sectors, regions, or zones.

Some DroidBuilders activities may call for standards more specific than this Code. In those cases, supplemental standards for particular sectors, regions, or zones may be issued. Compliance with all elements of the Code is required of everyone in our community.

The Code and the Law

DroidBuilders conducts its activities in full compliance with applicable laws and regulations. Our members operate in many different places, and we each have an obligation to follow the laws where we operate our droids.

• Where the Code and local law are consistent, follow both.
• Where local law is more lenient than the Code, the Code prevails.
• Where local law is stricter than the Code, follow the law.

Failure to comply with the law can harm DroidBuilders financially and reputationally, and can carry serious consequences -- including criminal ones -- for the individuals involved.

Our Core Principles

Treating Everyone with Respect

PRINCIPLE

DroidBuilders is committed to a fair, welcoming, and inclusive environment in which everyone is valued for what they bring. We do not tolerate discrimination or harassment of any kind -- including on the basis of race, color, national origin, religion, sex, gender identity or expression, sexual orientation, age, disability, or any other characteristic protected by applicable law. Each of us is personally responsible for treating fellow members, fans, partners, and the public with respect and professionalism, and for helping maintain an environment free of harassment and bullying, both in person and online.

Protecting Children and Vulnerable People

PRINCIPLE

Much of our mission brings us into direct contact with children -- at schools, children's hospitals, and family events -- and with other vulnerable people. Protecting them is our highest responsibility, and doing so also protects our volunteers and our organization.

Practices:

• Follow the safeguarding and media policies of every venue we visit (schools, hospitals, and event organizers), and complete any screening or background checks they require.
• Interact with children in open, observable settings. Do not place yourself in a one-on-one, unobservable situation with a child who is not your own; keep at least one other adult present.
• Never engage in any behavior toward a minor that is, or could reasonably be perceived as, inappropriate, including unwelcome physical contact or private communication.
• Photograph or share images of minors only with the permission of the venue and the child's parent or guardian, consistent with our brand and imagery standards.
• If you ever have a concern that a child is being harmed or is at risk, prioritize their safety, report it immediately through the channels in Reporting Concerns, and comply with any applicable mandatory-reporting obligations.

Keeping Events Safe

PRINCIPLE

DroidBuilders is committed to safe operating environments at every event. We promote a culture of accident prevention and risk awareness, supported by adequate training and information. Members are expected to share that commitment, operate their droids responsibly around the public, and review the Operations Safety Code before any DroidBuilders event.

Conducting Ourselves Online

PRINCIPLE

Our community lives in shared online spaces as much as at events. In DroidBuilders forums, group chats, and social media -- and anywhere you are identifiable as a member -- communicate with the same respect and integrity expected in person. Do not harass, demean, or bully others; do not share others' private information; and do not post on behalf of DroidBuilders without authorization from the board or a designated lead.

Representing DroidBuilders Well

PRINCIPLE

We work hard to earn and keep our reputation. When you represent DroidBuilders, do so honestly and within our brand standards. Do not misrepresent your role or authority, and do not imply that DroidBuilders is affiliated with, endorsed by, or sponsored by any rights holder -- we are an independent nonprofit that builds replicas inspired by the droids we love (see our brand and intellectual-property standards).

Avoiding Conflicts of Interest

PRINCIPLE

We make decisions in the best interest of DroidBuilders and its mission, free from improper personal influence. Disclose and address any actual or potential conflict of interest in line with the Conflict of Interest Policy.

Supporting Our Communities

PRINCIPLE

Giving back is part of what unites us. We invest in our communities through volunteerism, STEM outreach, and support for the causes and fellow fan groups that enrich the places where we live and serve. We actively encourage members to engage in their communities.

Acting with Integrity and Legal Compliance

PRINCIPLE

Each of us maintains the highest degree of honesty and integrity in our dealings on behalf of DroidBuilders.

Honest dealings and anti-bribery. We do not offer, give, solicit, or accept bribes or improper payments. Any gift or gratuity given to or received from a government official, partner, or vendor must be modest, proportionate, lawful, and never intended -- or appear intended -- to gain an unfair advantage. (See also the Conflict of Interest Policy on gifts.)

Political activity and lobbying. As a 501(c)(3) organization, DroidBuilders does not participate or intervene in any political campaign, and does not engage in activity intended to influence legislation except as narrowly permitted by law. Educational activities and meetings are permitted. These limits protect our tax-exempt status.

Cooperating with lawful requests. DroidBuilders responds honestly to lawful requests from government authorities and to properly authorized legal process. Refer such inquiries to the Board of Directors. Never conceal, alter, or destroy information related to an inquiry or to litigation that is pending or reasonably anticipated.

Being Responsible Stewards

PRINCIPLE

As a nonprofit funded by our community, we use the organization's resources carefully and for its mission. When purchasing goods or services, act in the interest of the organization and the communities we serve, follow applicable laws, and favor responsible, sustainable choices where practical.

Reporting Concerns

If you see or suspect conduct that violates the Code, the law, or the spirit of either, speak up. Reporting protects our community and the people we serve.

• How to report: raise the concern with a sector or zone lead, an officer, or the Board of Directors. For sensitive matters -- including anything involving the safety of a child -- contact the Board of Directors directly.
• Confidentiality: reports are handled discreetly and shared only with those who need the information to address them.
• Good faith: you do not need to be certain a violation occurred -- report concerns raised in good faith. Knowingly making a false accusation is itself a violation.
• No retaliation: DroidBuilders does not tolerate retaliation against anyone who raises a concern in good faith or takes part in an investigation. Retaliation is a serious violation of the Code.
• Emergencies: if anyone is in immediate danger, contact local emergency services first.

What Happens If the Code Is Violated

We expect members to hold themselves and one another accountable. Conduct that violates the Code, applicable laws, or their spirit will be reviewed fairly and equitably by the appropriate body, and may result in consequences up to and including termination of membership and referral for legal proceedings.

Examples of conduct that may lead to discipline include, but are not limited to:

• violating applicable law or the Code, directly or indirectly;
• assisting others in violating applicable law or the Code;
• providing false or misleading information to the organization, or withholding relevant information, including during an investigation;
• failing to act on a known or suspected violation of applicable law or the Code;
• retaliating against someone who reported a concern about illegal or unethical conduct; and
• knowingly making false accusations of illegal or unethical conduct.

Evaluating Your Own Conduct

Ethics questions are not always obvious, and it is not always clear how the Code applies to a particular situation. When you are unsure, ask yourself:

• Is the activity legal?
• What are the potential consequences of my actions?
• Is the activity within the letter and spirit of the Code?
• Does it make me uncomfortable?
• Could it appear inappropriate?
• How would I feel if I did nothing at all?
• Would my fellow members know about it and approve?

If you are still unsure, ask before you act. When in doubt, raise it with a lead or the Board of Directors.

Leadership Responsibilities

Serve as a Role Model

If you lead within DroidBuilders, we expect you to model ethical behavior at all times and to hold integrity above all. Support your fellow members in understanding and living the spirit of the Code, and make sure each member has the time and support to learn it.

Create a Safe Environment

Safety is a primary concern in everything we do, especially the operation of our droids around the public and around children. Ensure members review the Operations Safety Code before events, and foster an environment where people feel safe to speak up.

Acknowledgment and Review

• Each new member and officer will be provided a copy of the Code and is expected to acknowledge that they have read and understood it.
• Members may be required to periodically certify their adherence to the Code; where required, certification is a condition of good standing.
• This Code will be reviewed at least annually by the Board of Directors. Any changes will be communicated promptly to the membership.

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Adopted: August 2018. Last revised: June 2026 (v2.0).