Counterparty signature authority
The company may require landlord, property-manager, and vendor signature on company-protective terms through a lease rider, addendum, exhibit, site-security protocol, NDA, or access-control acknowledgment incorporated into the lease. Website terms alone should not be relied on to bind the landlord.
Before servers, databases, AI systems, backups, or sensitive technology enter a suite, the file should include a signed lease, signed critical-infrastructure addendum, camera/access-control permission, 24/7 authorized access, emergency-entry reporting, vendor SOP, asset inventory, and incident-hold process.
Non-negotiable requirements
- 24/7/365 access for named engineers, executives, operators, and emergency responders authorized by the company.
- Company-controlled access to the suite and any server/data room.
- Permission to install cameras, locks, badge readers, keypads, rack locks, door contacts, environmental sensors, and security signage.
- No landlord, property manager, maintenance, vendor, cleaner, inspector, or broker free-reign access.
- Written notice before non-emergency entry and immediate written report after emergency entry.
- Appointment-only vendor/maintenance access with company sponsor, sign-in/sign-out, escort, and documented work scope.
- No audio recording by company cameras unless separately approved by counsel for that site.
- No cameras in restrooms, locker rooms, changing areas, wellness/private rooms, or other private areas.
Acquisition checklist
| Category | Before signing |
|---|---|
| Lease | Technology use permitted; 24/7 access; landlord entry limited; addendum controls conflicting language. |
| Security | Suite can support controlled entry, server-room lock, camera view, access logs, and visitor escort. |
| Power/cooling | Electrical load, UPS, generator path, 24/7 HVAC, water/leak risk, and fire protection reviewed. |
| Network | Carrier access, demarc/riser rights, redundant internet, and outage notice documented. |
| Operations | Access roster, visitor log, camera notice, asset inventory, incident hold, and emergency contacts ready. |
State addenda
- Arizona: visible security video with posted notice; audio disabled by default; site-specific review under A.R.S. 13-3005, 13-3019, and 18-552.
- Texas: visible security video with posted notice; audio disabled by default; no invasive visual recording; biometric access requires counsel review.
- Colorado: visible security video with posted notice; audio disabled by default; visitor logs and footage treated as protected security records.
- Illinois: visible security video with posted notice; audio prohibited unless Illinois counsel approves; biometric access avoided unless BIPA compliance is fully implemented.
Signage and visitor log
Public notice
NOTICE: PRIVATE APPOINTMENT-ONLY OPERATIONS SUITE. Video surveillance may be in use for security, access-control, incident investigation, and asset-protection purposes. Audio recording is not used unless separately posted and authorized. Entry is restricted to authorized company personnel and approved visitors. Maintenance, vendor, landlord, and property-manager access must be scheduled, logged, and escorted except for documented emergencies. Unauthorized entry, unauthorized photography, tampering, or access to company equipment is prohibited.
Visitor log fields
Date; entry time; exit time; full legal name; company; ID checked; sponsor; purpose; work order; approved areas; actual areas accessed; escort; tools; photos approved; company equipment touched; work performed; issues observed; signature.