FAQ’s
DISPUTES – Raising a Complaint
What disputes are covered by PIMS?
PIMS addresses disputes stemming from business-to-business contracts. Ensure the individual you’re raising a dispute against is an active PIMS member. These contracts usually involve rent-to-rent and deal sourcing agreements where a PIMS member has engaged in a contract with a business entity.
Will PIMS help with tenants and guests?
No, PIMS does not provide assistance for disputes raised by consumers (e.g. tenants and guests). PIMS is purely a business-to-business mediation service.
Just click this link – https://www.thepims.co.uk/raise-a-compliant/ and complete the necessary fields to file a complaint against a PIMS member. Make sure to verify their membership status first.
How do I check if someone is a PIMS member?
Before you raise a complaint against someone please check they are an active member. Each PIMS member receives a unique membership number. Verify their membership by searching the number at https://www.thepims.co.uk/members/
Once I raise a complaint what is the process?
- Complaint Filing: The complainant submits a formal complaint against a PIMS member using the designated online application form.
- Initial Contact and Investigation: The complainant receives an email with a calendar link to schedule an initial call with a mediator.
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- During the call, the mediator explores the details of the complaint and ascertains the desired outcome from the complainant’s perspective.
- Mediation Process: The mediator contacts the PIMS member against whom the complaint has been filed. The PIMS member is requested to schedule a mediation call within two weeks. The mediator will facilitate a discussion between both parties to understand their perspectives, explore potential resolutions and may facilitate the exchange of counter-offers or proposals between the parties.
- If the PIMS member fails to respond to the mediator’s attempts to contact them within the specified timeframe, the case may proceed directly to adjudication.
- Possible Outcomes of Mediation:
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- Agreement: If the parties reach a mutually acceptable agreement, the case is considered resolved and closed.
- Non-Agreement: If the parties are unable to reach an agreement, the case proceeds to adjudication.
- Adjudication Process: A formal adjudication hearing is scheduled. Both parties are required to submit evidence and a skeleton argument supporting their position prior to the hearing. A formal hearing is conducted, typically via video conferencing. Where the adjudicator will review the submitted evidence and arguments and make a decision based on the evidence and arguments presented.
- Case Closure: The case is formally closed upon the issuance of the adjudicator’s decision
INSURANCE QUESTIONS
No, PIMS does not include insurance. As Members’ requirements will be different, Members must determine their own insurance needs.
The need to take out insurance depends on the type of property activity Members are engaged in. As a rule of thumb, we would always advise Members to take out appropriate insurance for their business activities.
ANTI MONEY LAUNDERING REGISTRATION
Do you need Anti Money Laundering Registration with HMRC?
Normally, you won’t require AML registration if your cash transactions are below 10,000 Euros per person or legal entity.
If you’re not sure about whether or not you should register, please take the government’s AML test: https://www.gov.uk/guidance/money-laundering-regulations-who-needs-to-register#businesses-covered-by-the-regulations
DATA PROTECTION (ICO) REGISTRATION
Does PIMS include Data Protection (ICO) registration?
PIMS does not include Data Protection registration. This is something Members are individually responsible for. However, in the normal course of business, if you are holding personal information purely for invoicing and record-keeping, and you are not processing this information in any other way or for any other purpose, you will not require ICO registration.
If you’re not sure about whether you should register with the Information Commissioner’s Office (ICO), because, for example, you hold personal information and pass it on to others, please take the ICO’s tests:
https://ico.org.uk/for-organisations/data-protection-fee/self-assessment/
NRLA MEMBERSHIP
Should we keep NRLA membership
There is no legal requirement to be a member of NRLA.
PIMS MEMBERSHIP
Will there be membership numbers to prove that we’re with PIMS?
Each PIMS member receives a unique membership number. Verify their membership by searching the number at https://www.thepims.co.uk/members/
Can you register with PIMS with no deals or no company yet?
Yes, you can register with PIMS prior to deals or company set-up.
After year one, how much is the yearly charge to be a member of PIMS?
If you are on the Property-Investors Academy, PIMS is free of charge. If you become a Property-Investors Academy Associate, it will be included free of charge. If you are neither, PIMS membership is £1995 per annum.
How long does the membership last?
PIMS membership operates on an annual subscription basis. If your PIMS membership is bundled with your Samuel Leeds Academy membership, it will remain active for the duration of your academy membership. Once your Samuel Leeds Academy membership concludes, your PIMS membership will also terminate simultaneously.
Your PIMS membership will end when your Academy membership ends, unless you become an Academy Associate at which point PIMS will renew at the same time.
How long will it take to become a member?
Membership takes effect as soon as you complete the application form which includes agreeing to the terms and conditions.
BUSINESSES COVERED BY PIMS
How many companies/businesses are covered by PIMS at any one time?
There are no strict limits on the number of companies covered by PIMS. However, each business entity must be owned (over 25% ownership) by the PIMS member. This will of course be subject to our fair use policy in our terms and conditions.
My company isn’t in my name, so can I use PIMS in the name of a non PIMS member in place of myself?
No, the company name must be registered in the Member’s name.
What if you own a property and are letting it as Serviced Accommodation – does PIMS cover you?
PIMS is a business-to-business service and does not cover disputes raised between its members and consumers (e.g. tenants or guests). However, if you were letting to a business entity which was then letting as serviced accommodation, you would be covered.
Should I wait to have my first deal or unit before I sign up?
You do not have to wait for your first deal to sign up, you are eligible to join at any time.
PIMS LOG-IN
To log in to the online portal
1) Go to our website, www.thepims.co.uk and click “Member Login” on the top right of the page.
2) Your email address and password will have been emailed to you; please use these to log in.
If you are on a personal laptop or phone, you can tick “Remember Me” to stay logged in on that device. If you’ve not received this email, please check your junk folder or click the forgotten password button.
SIC CODE
To be compliant with PIMS, you must ensure that you do not engage in any agency work (estate agency or letting agency) or any property management work and your SIC codes should reflect this if possible.
Do we use our academy password in order to register for free?
No, you just need to complete the PIMS Application Form in full.
Do we need to update the SIC code on companies house for our businesses?
Do we need to update the SIC code on companies house for our businesses?
If your SIC codes state that you engage in any kind of property agency or property management, we recommend that you update these to reflect that you do not engage in those services.
PIMS LOGO
Can we put the PIMS logo onto our website?
Yes, please do.
Where do we download the logo to display on our website?
Log in to your account using the “Member Login” button at the top right hand side of this pasge and you can download the logo, labelled ‘Download Logo Pack’
CONTRACTS
Will a landlord easily agree to sign our contract and not his?
Yes, there is no reason a landlord would not sign a PIMS contract. To be PIMS compliant, you must ensure that you use the PIMS contracts.
To be compliant with PIMS, all deal-sourcing and rent-to-rent contracts should be PIMS contracts. If they’re not, you may need to retain your compliance elsewhere. However, as a PIMS member, we would still provide PIMS mediation if a complaint were made via PIMS (even under an old contract). As a PIMS member you will also receive PIMS contracts which you should ask the landlord to agree to (to replace the old contract) where possible and which you should use moving forward.
What if agents or landlords want to use their own contracts?
As we don’t represent estate agents, letting agents or property managers, if your contracts refers to you as any of those three categories, you will not be covered by PIMS. The only way to fully comply with PIMS is to be guaranteed that you are covered by PIMS is to use a PIMS contract.
Does PIMS cover Lease Option Agreements being used as Serviced Accommodation?
Yes, PIMS covers your contract with the property owner as long as you are operating as a business, but not managing the property or acting as a letting agent or estate agent. PIMS does not cover disputes or complaints from tenants or guests.
Where can I find the PIMS approved contracts ?
If you’re an Academy Member or an Academy Associate, these will be available on your portal. If you are neither, a link will be sent to you by email.
Have the contracts on the Academy been updated to reflect this ?
Yes, they are in the process of being updated.
No, PIMS does not include insurance. As Members’ requirements will be different, Members must determine their own insurance needs.
The need to take out insurance depends on the type of property activity Members are engaged in. As a rule of thumb, we would always advise Members to take out appropriate insurance for their business activities.