Last Updated: 01/09/2024
- Introduction
Welcome to PMW Management Wales Ltd. By engaging with our services, you (“Client”) agree to the following Terms and Conditions, which form a legally binding agreement between you and PMW Management Wales Ltd. These Terms and Conditions govern the scope of our property management services, outline our responsibilities, and define the obligations of both parties involved in this service agreement.
PMW Management Wales Ltd operates under all relevant property laws and regulations to ensure the highest standards of service. We encourage all Clients to read these Terms carefully, as they are designed to provide transparency and establish mutual understanding. By using our services, you confirm that you have read, understood, and accepted all terms outlined herein.
- Company Information
PMW Management Wales Ltd is registered and operates under the laws of England and Wales. Our company registration details, including our registered name, address, and company number, are provided to maintain transparency and accountability in our operations. We are fully compliant with UK property laws, including the Landlord and Tenant Act 1985, GDPR, and AML regulations.
As a property management company, PMW Management Wales Ltd specialises in a broad range of management services, including leasehold and block management, as well as holiday let management and rental management. Our services are tailored to meet the diverse needs of landlords, leaseholders, tenants, and holiday rental clients across Wales. We are dedicated to providing high standards in each of these areas, adapting our approach to the specific requirements of each property type.
Our commitment to excellence is reflected in our strict adherence to both industry best practices and all relevant legislative requirements, ensuring that our clients receive lawful, transparent, and professional property management services. Whether we are managing long-term leases, overseeing short-term holiday lets, or coordinating rental properties, our focus remains on providing efficient, compliant, and high-quality service.
- Definitions
The following terms are used throughout this document to ensure clarity and consistency. Client refers to any individual, company, or legal entity that engages PMW Management Wales Ltd for property management services. Service Charges refer to fees paid by leaseholders or tenants for the maintenance, repair, and management of shared property areas and facilities.
AML Checks refer to Anti-Money Laundering checks, which include soft credit searches used to verify Client identity and screen for financial crimes, as required by law. PMW Management Wales Ltd acts as the Data Controller, handling personal data in compliance with the General Data Protection Regulation (GDPR) and ensuring all data is securely processed and stored.
- Scope of Services
PMW Management Wales Ltd provides a full range of property management services, including leasehold management, block management, and financial administration of property-related expenses. Our services encompass tenant communications, maintenance coordination, service charge collection, and budget management, all carried out with due diligence and expertise.
These services are designed to ease the responsibilities of property ownership and leasing for our Clients, ensuring compliance with applicable laws, and offering efficient, cost-effective management solutions. Our services may be tailored based on the specific needs of the property, as outlined in the individual management agreement with each Client.
- Service Charges and Fees
Our service charges and fees are structured to cover the costs associated with property management, maintenance, and repairs. Service charges are typically billed monthly or quarterly, as specified in the management agreement, and are based on the specific needs of each property. These charges are essential to ensure the upkeep and maintenance of shared spaces and are used exclusively for property-related expenses.
In addition to standard service charges, PMW Management Wales Ltd may levy fees for specific services or major works. Additional charges may arise in cases where large-scale repairs or improvements are required, following consultation with the Client. Detailed invoices are provided for all charges, ensuring transparency in our financial operations.
- Fee Payment Terms
Payments for all fees, including service charges and additional fees for major works, are due as per the payment schedule specified in the management agreement, typically within 30 days of invoice. Timely payments are essential for maintaining the financial health of the property and ensuring ongoing services and repairs can be conducted without delay.
PMW Management Wales Ltd reserves the right to charge interest on late payments, calculated at a rate of 4% above the Bank of England base rate. Failure to settle outstanding charges may result in service suspension, and further recovery actions may be taken to secure payment. Clients are encouraged to reach out to our team in cases of financial difficulty to discuss potential solutions.
- Client Obligations
Clients are expected to cooperate fully with PMW Management Wales Ltd by providing accurate property-related information and timely payments of all fees. By entering into a management agreement, Clients confirm their commitment to abide by the rules and responsibilities outlined in these Terms and Conditions.
Clients must also notify us of any planned structural changes, renovations, or improvements to the managed property, ensuring that all activities are compliant with applicable building and safety regulations. These obligations are critical for the smooth management of the property and the provision of effective services to all residents and leaseholders.
- PMW Management Wales Ltd Responsibilities
PMW Management Wales Ltd is committed to delivering property management services with the highest level of care, skill, and professionalism. Our responsibilities include coordinating property maintenance, managing tenant communications, collecting service charges, and overseeing budgets related to property management.
We also ensure that all actions and decisions are compliant with relevant property laws, including health and safety regulations, the Landlord and Tenant Act 1985, and the Section 20 consultation process. By maintaining strict adherence to these regulations, we safeguard the interests of our Clients and provide a stable, legally compliant property management service.
- Anti-Money Laundering (AML) Compliance
In compliance with UK law, PMW Management Wales Ltd conducts Anti-Money Laundering (AML) checks on all Clients to prevent financial crimes, including money laundering and fraud. This involves performing soft credit searches, which allow us to verify Client identities and assess financial credibility without affecting credit scores.
By engaging our services, Clients consent to AML checks as a condition of service provision. Any data gathered through these checks is used exclusively for verification and regulatory compliance and is securely stored in accordance with GDPR standards. The information gathered is not visible to third parties and does not impact Clients’ credit scores.
- Data Protection and Privacy
PMW Management Wales Ltd respects Client privacy and adheres strictly to GDPR. Personal data collected during service provision—including identity information, contact details, and financial information—is handled with utmost care and stored securely.
We collect only the data necessary to fulfil our contractual obligations and regulatory requirements, including AML compliance. Our security protocols ensure that all personal information remains protected from unauthorised access, and Clients have the right to request access, rectification, or deletion of their data at any time.
- Client Rights under GDPR
As per the General Data Protection Regulation (GDPR), Clients have the right to access, correct, or delete personal data held by PMW Management Wales Ltd. Clients may submit a data access request to our Data Protection Officer by contacting us at [email protected].
Additionally, Clients have the right to restrict processing or object to the processing of their personal data in certain circumstances. PMW Management Wales Ltd is committed to upholding these rights and addressing any requests or concerns within the timeframes mandated by GDPR.
- Property Maintenance
PMW Management Wales Ltd arranges and coordinates all routine property maintenance in line with the management agreement. Routine maintenance activities may include cleaning, landscaping, pest control, and other regular upkeep tasks essential for the property’s overall well-being.
In cases where emergency repairs are required, we may act without prior Client approval if the repair is necessary to prevent further damage or ensure the safety of residents. All maintenance and repair works are conducted by qualified, vetted contractors to maintain quality standards and compliance with health and safety laws.
- Health and Safety Compliance
We are dedicated to ensuring that all properties under our management meet health and safety regulations, safeguarding the well-being of residents, leaseholders, and visitors. Our team conducts or arranges regular risk assessments, fire safety evaluations, and electrical and gas safety checks to address potential hazards.
Where necessary, we provide recommendations for safety improvements and ensure that properties comply with statutory health and safety standards. By prioritising health and safety, we reduce risks, prevent accidents, and maintain a safe environment within managed properties.
- Service Charge Management
Service charges collected from leaseholders and tenants are allocated specifically to the upkeep and management of common property areas, such as gardens, hallways, and communal facilities. These funds are managed with complete transparency, and expenditures are regularly reported to Clients.
We provide Clients with a breakdown of how service charges are utilised, ensuring clarity in financial reporting. All expenditures are documented, and any unspent funds at the end of the financial year are either credited to the following period or refunded, as per the terms of the management agreement.
- Leaseholder and Tenant Communication
Effective communication with leaseholders and tenants is central to our property management approach. PMW Management Wales Ltd provides regular updates on property matters, including upcoming maintenance works, planned upgrades, and financial updates.
Our team is also available to respond to queries, complaints, or issues that may arise in a timely and professional manner. By maintaining open lines of communication, we ensure that residents remain informed and that any concerns are promptly addressed.
- Financial Reporting
PMW Management Wales Ltd provides Clients with regular, transparent financial reports detailing income, expenses, and account balances related to the property. These reports are designed to ensure that all parties understand the financial status of the property and have a clear record of how funds are managed.
Financial reports are typically provided on a quarterly or annual basis, and we encourage Clients to review these reports carefully. Any discrepancies or questions about financial matters can be directed to our finance team, who are available to assist and clarify as needed.
- Budgeting and Financial Planning
PMW Management Wales Ltd provides comprehensive budgeting and financial planning services for the properties under our management. Our team prepares an annual budget that estimates anticipated property expenses, service charge levels, and potential reserve funds required for long-term maintenance or unexpected repairs.
This budget is shared with Clients in advance of the new financial period, allowing time for review and feedback. By planning expenditures proactively, we aim to avoid unexpected costs and ensure adequate funds are available for property upkeep and improvement.
- Insurance Arrangements
As part of our management service, PMW Management Wales Ltd may arrange for property insurance on behalf of the Client, if specified in the management agreement. This insurance typically covers buildings, liability, and common areas, protecting against risks such as fire, flood, and structural damage.
Insurance premiums are included as part of service charges and will be itemised in financial reports. We ensure that policies are selected from reputable providers and that all terms meet the requirements of the property, with renewal notices and updates provided to the Client.
- Contracting Third-Party Services
PMW Management Wales Ltd engages third-party contractors for specialised services such as plumbing, electrical work, pest control, and major construction. Each contractor is thoroughly vetted for compliance with regulatory standards and quality performance, ensuring all work meets the necessary safety and service standards.
Contracts are managed carefully, with agreements documented and monitored for adherence to timelines and costs. We also ensure that contractors have adequate insurance coverage to protect both the Client and residents from any potential liability arising from third-party work.
- Repairs and Major Works
For repairs and major works, PMW Management Wales Ltd follows a structured approach that includes detailed project planning, cost estimation, and consultation with the Client before work commences. Our team will seek competitive quotes to ensure value for money while prioritising quality and reliability.
We handle all aspects of project management, including contractor supervision, timeline tracking, and budget adherence. For significant projects, we ensure that Section 20 consultation requirements are met to obtain the necessary input from leaseholders, helping to foster a collaborative approach to property improvements.
- Dispute Resolution
PMW Management Wales Ltd is committed to addressing disputes in a fair, transparent, and timely manner. Clients and residents can submit complaints or concerns, and we will investigate these promptly, following our standard dispute resolution procedure. We aim to resolve issues amicably and with due regard for the interests of all parties.
If a resolution cannot be reached, Clients may seek further recourse through alternative dispute resolution (ADR) services or legal channels. Our dispute resolution policy is designed to ensure that complaints are handled efficiently, with clear communication at every stage.
- Termination of Agreement
Either party may terminate the management agreement by providing a written notice of termination, with a minimum notice period of 30 days. Upon receiving termination notice, PMW Management Wales Ltd will prepare final statements, return any remaining funds held on behalf of the Client, and transfer all property management records and documents within 30 days of the termination date.
Clients are responsible for settling any outstanding fees and charges before the agreement’s termination. We work closely with Clients throughout this process to ensure a smooth transition, minimising any disruption to ongoing property management services.
- Notice Requirements
All formal communications, including notices of termination, significant updates, or legal notifications, must be made in writing and sent to the contact information provided by each party. Notices can be delivered via email, post, or other agreed-upon communication methods, with receipt confirmation when required.
Clients should ensure that PMW Management Wales Ltd is promptly informed of any changes in their contact information to prevent missed or delayed communications. We are committed to maintaining clear, reliable lines of communication with all Clients.
- Limitation of Liability
PMW Management Wales Ltd accepts responsibility for services delivered but is not liable for indirect or consequential losses that may arise from our services, except where required by law. This includes losses from third-party contractors, weather-related damage, or unexpected property repairs not caused by negligence.
While we strive to perform our services to the highest standard, we are not liable for events beyond our reasonable control, such as natural disasters, acts of government, or significant economic changes. Clients are encouraged to seek advice if they require additional protection or assurances beyond those provided by our standard liability coverage.
- Amendments to Terms
PMW Management Wales Ltd reserves the right to modify these Terms and Conditions periodically to reflect changes in laws, regulations, or business practices. Significant amendments will be communicated to Clients via email or an announcement on our website.
Clients have the right to review and discuss any significant changes to these Terms, and continued use of our services after such notification will be deemed acceptance of the revised Terms. It is recommended that Clients periodically review these Terms to stay informed of any updates.
- Confidentiality
All Client information, including personal and financial data, is kept strictly confidential by PMW Management Wales Ltd. We only share data with third parties when necessary for service provision or where legally required. This confidentiality obligation continues even after the termination of the management agreement.
PMW Management Wales Ltd recognises the importance of confidentiality in maintaining trust and a strong working relationship with our Clients. We do not disclose information to unauthorised parties, and all staff members are trained on confidentiality standards and data protection protocols.
- Governing Law
These Terms and Conditions are governed by and construed in accordance with the laws of England and Wales. Any disputes or legal claims arising from these Terms shall be subject to the exclusive jurisdiction of the courts in England and Wales, ensuring that all parties have access to a reliable and impartial legal process.
This governing law provision offers clarity and consistency in the application of legal standards, allowing PMW Management Wales Ltd and Clients to operate with confidence in a well-regulated legal environment.
- Compliance with Regulatory Requirements
PMW Management Wales Ltd adheres to all relevant property management laws and regulatory standards, including the Landlord and Tenant Act 1985, AML regulations, GDPR, and health and safety regulations. We take our compliance obligations seriously, ensuring that all actions align with the most current legal requirements.
Our team is continuously updated on regulatory changes and best practices in property management to maintain high standards of legal and ethical responsibility. This commitment to compliance safeguards the interests of our Clients and contributes to a stable and trustworthy property management service.
- Client Acknowledgment
By engaging with PMW Management Wales Ltd, Clients confirm that they have read, understood, and agree to these Terms and Conditions. This acknowledgment forms part of the legal basis for our services, reinforcing the mutual obligations and rights that govern our relationship.
Clients are encouraged to seek independent advice if they have questions or concerns about any aspect of these Terms. By accepting our services, Clients affirm their commitment to abide by these Terms throughout the duration of our management agreement.
- Contact Information
For any questions, concerns, or requests regarding these Terms and Conditions, Clients may contact PMW Management Wales Ltd through the following channels:
PMW Management Wales Ltd
Registered Address: Brithdir, Rhydlewis, Llandysul, Ceredigion, SA44 5SN
Email: [email protected]
Phone: 01239 805 015
Website: www.propertymanagementwales.co.uk
Our team is available to assist Clients with any inquiries about these Terms and Conditions or other service-related matters. PMW Management Wales Ltd is committed to maintaining open and effective communication to ensure that all Clients are informed and satisfied with our services.