Who sees it
Owners and admins. It holds the agency’s membership and policy numbers, so the row is not in other members’ menus and the page sends them back to the dashboard.
Memberships and cover
Four cards: redress scheme, client money protection, ICO registration and professional indemnity. Each takes the membership, registration or policy number and the expiry date, with the scheme or the insurer where there is one, saved as you leave each box, and says how long is left. From 60 days before an expiry the card turns amber and the top of the page names it. While a redress or client money protection membership shows as expired, it is left off your adverts and your Fees and protection page until the date is updated.
Reminders
The owner and admins get these dates in the morning email, on the reminder schedule the owner chose in Settings, and once a week while a date is past; the bell shows them from 60 days before. No email or bell item carries a reference number.
The client account
The name of the bank holding client money, for your records and the heading of the Client money report. The account number and sort code are not stored.
The client money protection certificate
Upload it as a PDF, JPG or PNG. Open to print gives a copy to put up in the office, and once your Fees and protection page is published, Public link opens it there, at an address that stays the same when you upload a new one.
If membership is revoked or you move scheme
Open a notice round. It lists, from today’s records, every active landlord client, every current tenant and every applicant whose holding deposit is held or asked for. Take off anyone the agency holds nothing for and expects nothing from, add anyone who was a client on the day but is not listed, then Email everyone not yet sent or Print the letters for anyone without an email. The round counts down the 14 days the agency has to tell each client in writing, and a move must name the new scheme and give its address (the Client Money Protection Schemes for Property Agents (Requirement to Belong to a Scheme etc.) Regulations 2019, regulation 4).
Procedures, complaints and checks
Client money handling procedures starts from a draft written from what the page records; change it to how your office works, and it is shown on your Fees and protection page. Below it, a line says how many complaints are open and opens Complaints, another opens the anti-money laundering and sanctions checks, and a Right to Rent card counts the adults living in the agency’s lets who have a check recorded. The professional indemnity card can also check the insurer on the FCA register.
Data protection
A breach log, which counts the 72 hours for a report to the Information Commission (UK GDPR, article 33(1)) and records the report made, or why it was not made; a log of requests from people about their data, each with the day its answer is due; and exports: one person’s data as a file to check and send with your answer, or the whole agency as a zip of spreadsheet (CSV) and JSON files.
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