As Landlords ourselves we know how important it is to be able to rely on your Letting Agent to give you peace of mind in balancing rental profit with contented tenants. Sometimes being a middle-man is not an easy task. We try very hard to achieve customer satisfaction for both our landlords and our tenants. It is a tribute to our staff that we have such success in keeping everyone happy most of the time!


Pembertons is a member of UKALA (The UK Association of Letting Agents) which includes Total Loss Client Money Protection. We hold Professional Indemnity Insurance, and hold Clients’ funds in designated Client Money accounts with no right of set-off.

Pembertons is a member of the Property Redress Scheme and the NRLA.

Please call, or e-mail us, for more information and our fee structure:


We have three levels of service:

A. Tenant Introduction
Suitable for Landlords living locally who are experienced in letting legislation and the complexities of property management. Once Pembertons has acquired a satisfactory Tenant and completed the initial formalities the Landlord takes over for the duration of the Tenancy.

B. Rent Collection
Suitable for Landlords living locally and able to maintain their own property. The Tenant will contact the Landlord directly for all maintenance and general enquiries.

C. Full Management
Suitable for Landlords not living locally, unfamiliar with letting legislation and the complexities of property management. Pembertons will fully manage the tenancy.

COMMISSION RATES
Full Management : Set-up fee of 2 weeks rent plus 12.5% of gross rental income (plus vat)
Renewals charged at 1 week for fixed-term no-change renewals, or £50 for periodic renewals, (plus vat)


Letting & Rent Collection : Set-up fee of 2 weeks rent plus 10% of gross rental income (plus vat)
Renewals charged at 1 week for fixed-term no-change renewals, or £50 for periodic renewals, (plus vat)


Tenant Introduction Only: 1 month rent (plus vat)


NB: discounts are available depending on various factors including number of properties in portfolio, size of property, distance from our office, parking, decorative state, leasehold management company (if any)


VARIABLES: (inc vat)
Deposit registration : £included (with mydeposits) £0 (if Landlord deposits with DPS)
UNFURNISHED PROPERTIES
Inventory check in / out :
Studio / 1 Bedroom : £72 / £102
2 Bedrooms : £84 / £114
3 Bedrooms : £114 / £144
4 Bedrooms : £126 / £156
5 Bedrooms : £144 / £174
6 Bedrooms : £180 / £210
7 Bedrooms : £198 / £228
Garage / shed / outbuilding / extra rooms : £12 / £12


FURNISHED PROPERTIES
Add £24 to all above fees

NB. Prices only valid for properties within 5 miles of our office


Standard Service Prices (inc vat)

Management charge on works more than £250 – 12% only with landlord’s authorisation
Gas Safety Certificate – £50-80 estimate (at cost)
Electrical Condition Report – POA – at cost
Key Cutting/testing admin charge – £12 plus cost of keys
Duplicate Monthly Financial Statement – £12
Yearly Financial Statement – £36
Min. fee in case of early termination by Landlord – £240
Placement fee (in case as above) – 1 months gross rent
Caretaking Service fee – £60 per visit
Supervision of building/major works charge – 18% of works charge
Provide court documents / evidence for Landlord – POA – min £240 (plus expenses)
Overseas telephone calls and faxes – At cost
Admin charge for mail forwarding – £7.20 plus cost of postage
Admin charge for cleaning at Landlords expense – £ 24 where Tenant not responsible
Waiting time charge per hour / extra property visit – £60
Admin charge for dealing with deposit disputes – £60 per hour

Important Safety Requirements
There are a number of legal responsibilities a Landlord has with regard to the safety of a rental Property.

We can advise you on all these safety regulations as outlined in Pembertons Agency Agreement with Landlords – Terms and Conditions.


Government Tenancy Deposit Scheme

The Landlord must by law register the Tenant Deposit with one of the government approved Tenant Deposit schemes within 14 days of the commencement of the tenancy. Pembertons belongs to the government approved scheme – Tenancy Deposit Solutions Ltd (www.mydeposits.co.uk)

GENERAL DATA PROTECTION REGULATION 2016
LANDLORDS
This notice explains what information we collect, when we collect it and how we use this. During the course of our activities, we will process personal data (which may be held on paper, electronically, or otherwise) about you and we recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how we will handle your information.


Who are we?
PEMBERTONS (BRIGHTON) LTD (“we”or“us”) take the issue of security and data protection very seriously and strictly adhere to guidelines published in the General Data Protection Regulation (EU) 2016/679 which is applicable from the 25th May 2018, together with any domestic laws subsequently enacted.


We are notified as a Data Controller with the Office of the Information Commissioner under registration number Z1616353 and are the data controller of any personal data that you provide to us.
Our Data Protection Officer is Karina Pemberton, Director, Pembertons (Brighton) Ltd.
Any questions relating to this notice and our privacy practices should be sent to her at info@pembertons.co.uk.


How we collect information from you and what information we collect
Where we collect information about you:
● From your application for a Property Service (Managed, Letting & Rent Collection or Introduction)
● From your use of our property forms downloaded and completed


We collect the following information about you:
● Landlord name, e-mail address, telephone number, Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin,
● Property address, Freehold / Leasehold information, Ground Rent and Service charge information, Energy Performance Certificate, Council Tax banding, utility and service responsibilities, Managing Agent information;
● Your tax status, mortgage or Bank loan status, insurance details, contact details (including email, phone and fax numbers) of your accountant;
● Bank account details including account number and sort code,

Why we need this information about you and how it will be used
We need your information and will use your information:

● to undertake and perform our obligations and duties to you in accordance with the terms of our contract with you;
● to enable us to supply you with the services and information which you have requested;
● to help you to manage your tenancy;
● to carry out due diligence on any prospective landlord, including whether there is any money judgements against them, or any history of bankruptcy or insolvency;
● to analyse the information we collect so that we can administer, support and improve and develop our business and the services we offer;
● to contact you in order to send you details of any changes to our polices which may affect you; and
● for all other purposes consistent with the proper performance of our operations and business.


Sharing of Your Information
The information you provide to us will be treated by us as confidential and will be processed only by any third party, acting on our behalf, within the UK. We may disclose your information to other third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:
● If we enter into a joint venture with or merge with another business entity, your information may be disclosed to our new business partners or owners;
● To carry out due diligence on you as a prospective landlord,
● If you are unable to make payments under your agreement with us, your information may be disclosed to any relevant party assisting in the recovery of any debt or the tracing of you as a landlord;
● In the creation, renewal or termination of the tenancy, your information will be disclosed to the relevant local authority, tenancy deposit scheme administrator, service/utility provider, freeholder, factor, facilities manager or any other relevant person or organisation in connection with this.


Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.


Transfers outside the UK and Europe
Your information will only be stored within the UK


Security
When you give us information we take steps to make sure that your personal information is kept secure and safe.


How long we will keep your information
We review our data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law (we may be legally required to hold some types of information), or as set out in any relevant contract we have with you.


Your Rights
You have the right at any time to:
● ask for a copy of the information about you held by us in our records;
● require us to correct any inaccuracies in your information;
● make a request to us to delete what personal data of yours we hold; and
● object to receiving any marketing communications from us.


If you would like to exercise any of your rights above please contact us at info@pembertons.co.uk


Should you wish to complain about the use of your information, we would ask that you contact us to resolve this matter in the first instance. You also have the right to complain to the Information Commissioner’s Office in relation to our use of your information. The Information Commissioner’s contact details are noted below:

England:
Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Email: casework@ico.org.uk


Scotland:
The Information Commissioner’s Office – Scotland
45 Melville Street, Edinburgh, EH3 7HL
Telephone: 0131 244 9001
Email: Scotland@ico.org.uk


Wales:
Information Commissioner’s Office
2nd floor, Churchill House
Churchill way, Cardiff, CF10 2HH
Telephone: 029 2067 8400
Email: wales@ico.org.uk


Northern Ireland:
Information Commissioner’s Office
3rd Floor, 14 Cromac Place
Belfast, BT7 2JB
Telephone: 028 9027 8757
Email:ni@ico.org.uk


The accuracy of your information is important to us – please help us keep our records updated by informing us of any changes to your email address and other contact details.

CLIENT MONEY HANDLING
Member Guidance
Members of UKALA are required to handle client money in
accordance with Appendix iii(4) of the UKALA scheme rules, and
with the UKALA Accounting Standard, which assists members’
compliance with industry best practice for holding and
accounting for client’s money. Links to these documents can be
found at the end of this factsheet.
Members are required by law to have their client money
handling procedures published on their business website.
Please be aware that UKALA reserve the right to reject any
membership application that we believe does not comply
with the principles below for holding client monies within the
businesses segregated client account(s).
What is
Client Money
Client’s money is money that your business holds or has received
on behalf of a client, this can be deposited into a segregated client
account via Cash, Cheque, draft or electronic transfer. Please see
below examples of client’s money:
Tenants Deposits
Tenants Rent
Interest
Arbitration Fees
Service Charges
Fee money taken in advance
Client money held due to be paid by contractors
Sales proceeds
Money held by member appointed as receiver
UKALA require all members to hold client’s money in a segregated
ring-fenced client account that is authorised by the Financial
Conduct Authority (FCA). UKALA reserve the right to reject or cancel
a member’s application or renewal if the agent does not hold client’s
money in a segregated ring-fenced client account.
Member Guidance
info@ukala.org.uk
020 7820 7900
The UKALA scheme rules can be found at:
https://www.ukala.org.uk/terms-and-conditions/
The UKALA Accounting Standard can be found at:
https://www.ukala.org.uk/wp-content/uploads/2019/03/UKALAAccounting-
Standard-March-2019.pdf
Client money
handling
procedures
To comply with the law, agents taking client money must;
• Get a certificate confirming membership of the scheme you
join, and provide it to anyone who asks, free of charge.
You’ll need to display the certificate:
• In any office where you deal with the public
• On your website
To comply with requirements set by UKALA for handling of client
money an agent must:
1. Have set up a separate bank account for clients’ money;
2. Have the title of their Clients’ money bank account easily
distinguished from other accounts of their business;
3. Have in writing from their bank confirmation that all money is held
by the business as an agent;
4. Have the banks written confirmation that the bank is not entitled
to combine the clients’ money account(s) with any other account
or to exercise right of set-off or counterclaim against money in
that accounting respect of any sum owed to it or any other
account of the business;
5. Have and maintain systems and controls which enable you to
monitor and manage clients’ money transactions and any credit
risk arising;
6. Have accounting systems and client data securely controlled and
protected;
7. Obtain client’s written approval to make payments from their
account;
8. Bank all clients’ money at the earliest reasonable opportunity;
9. Nominate authorised staff to handle money
10. Ensure that records show any and all cash transactions
11. Reconcile client accounts together with bank and cash balances at
regular intervals in order to demonstrate control over the
accuracy and completeness of accounting records;
12. Ensure there are always sufficient funds in the account to pay al
amounts owing to clients; and
13. To pay amounts owing to clients as they fall due without delay.

Pembertons (Brighton) Ltd is a UKALA CMP certified company with Total Loss Client Money Protection for Landlords and Tenants with registration number 73768 valid until 01/10/2023