How to register

In order to register your firm with the PCCB, you need to complete our online registration process. Please have the required documentation with you when completing your registration.

Click here for registration fees

Groups and Franchises
If you are a group with a number of subsidiaries or brands which want to subscribe under the Code(s) or you are a franchisor or Platform Provider, please contact the PCCB before registration or renewal.

Registration Notes

Firms may register with the PCCB as a subscriber to the Search Code, the HIP Code or both.

Search Code

Dependent on the nature of their business, a personal search firm may register with the PCCB as a subscriber to the Search Code as a Compiler, Retailer or both. A search compiler is defined as a firm that compiles personal searches itself. A search retailer is defined as a firm that sells or resells personal searches irrespective of whether they have been compiled by themselves or a third party. However, if the searches have been sourced from a search firm not registered with the PCCB then all the obligations and responsibilities under the Search Code rest with the seller.

HIP Code

Dependent on the nature of their business, a HIP firm may register with the PCCB as a subscriber to the HIP Code as a HIP Provider, a HIP Platform Provider or both. A HIP Provider is defined as a firm that provides HIPs. A HIP Platform Provider is defined as a firm that offers users a technology platform to produce the HIPs.

HIP Code for Platform Providers

The HIP Code Platform Provider subscriber category indirectly extends HIP Code 'subscription' to users of its platform. Platform users are not registered with PCCB in their own right but the packs they produce via the registered firm’s platform can carry the HIP Code logo. The key obligations for Platform Providers are that they must have prescribed contracts (Terms of Use) in place for all platform users and must conduct stringent and regular checks and audits on such users in respect of key matters including Professional Indemnity insurance, query and complaint handling, marketing/logo usage, staff training and HIP content/quality. It is strongly recommended that potential Platform Provider applicants read the Platform Provider Compliance Statement before submitting an application.

The Registration Procedure

Once you have completed your online application you will need to send the required documents and registration fee to the PCCB. The required documents are listed further below under A, B and C.

Upon receipt, PCCB Inspectors will review the materials submitted and provide a short report via e-mail with recommendations for any actions needed to secure satisfactory compliance with the Code(s). If you have any queries on the report you can contact the inspector to discuss these. You will need to report back to the Inspector via e-mail on actions taken to implement the recommendations, together with any supporting evidence requested. The Inspector will review your report back and may seek further actions as necessary. Upon satisfactory completion of this process, the Inspector will then advise the PCCB accordingly so that the registration application can proceed. Firms are advised that this process may take some weeks to conclude depending on the quality of the application and how quickly any required documents are exchanged. PCCB reserves the right to cancel the application if a firm fails to conclude the pre-registration checking process within three months.

Please also note that your registration fee will be banked upon initial receipt, but the actual period of registration will commence only once PCCB has issued confirmation of registration. This confirmation will be issued only when PCCB is satisfied that all the documents/sample products are in order. Registration will then run for 12 months from the date of confirmation of registration (ie: not from the date the registration fee was banked). Please note that no refund will be payable should a firm withdraw its registration application after the point that PCCB has confirmed acceptance of the application and commenced document/sample product checking.

A. The documents required prior to registration FROM ALL FIRMS are:

A1. Evidence of Professional Indemnity insurance cover (from the schedule and/or the policy)
The Inspector will check:

1. Is the insurance current?
2. If payments are made monthly, are they up-to-date?
3. Does it specifically cover the provision of search and/or HIP services?
4. Is the insurance for at least £2 million?
5. Is the insurance specifically for any one claim?
6. Does the schedule show the firm’s full name and any relevant trading names?
7. Does the schedule show the firm’s PCCB registration address?
8. Is the name and full address of the firm’s insurer/broker known?
9. Does the policy have a reference number?

A2. The firm’s complaints procedures and handling arrangements
The Inspector will check:

1. Does the firm have a complaints procedure which is aligned with the Code?
2. Is the procedure included in the firm’s products?
3. Has the firm provided a satisfactory template ‘final response’ letter for use in handling complaints?
4. Has the firm provided a satisfactory draft ‘Consumer Information page’ to be included in its products (see Annex E to the Registration Rules at www.propertycodes.org.uk/rules_anxE.aspx)?

If the firm has not already prepared any one or more of these documents, the Inspector will provide copies of PCCB Guidance Notes and templates, during the checking process, to assist the firm in doing so.

A3. Other matters The Inspector will check whether there are any other matters of serious concern arising from the application and/or any other sources (e.g. in relation to the firm’s web site, its trading identities, any registration with Companies House, or any other matters).

B. The additional documents reuired prior to registration FROM SEARCH PROVIDERS ONLY are:

B1. Two sample HIP Personal searches provided within the last month. These should be searches which:

1. the firm has compiled entirely itself (i.e. have not been purchased from other search firms);
2. have involved some inspection of records (ie the answers have not been purchased entirely from the council);
3. have been carried out in different council areas (unless the firm operates in only one council’s area).

For each HIP Personal search provided the firm must also:

1. provide a copy of any order submitted to the Council and any receipts received for payments made to the Council for search answers
2. complete a form (which will be provided by the Inspector) to indicate the data sources used to answer each CON29 question in each HIP Personal search.

The Inspector will check:

1. Are the sample searches complete and accurate (so far as can be ascertained) and do they comply with the law and relevant guidance?
2. Do the searches contain clear information on the sources used in obtaining the answers?
3. Do the firm’s terms and conditions (which must be included in the search) comply with the HIP Regulations (Schedule 6), and are they clear, fair, reasonable and not misleading?
4. Does the firm have run-off insurance cover for HIP searches, within either its PI insurance policy, or a separate policy attached to each search?

B2. A sample non-HIP search provided within the last month (if the firm provides these).
The Inspector will check whether the sample non-HIP search (if it differs from the format used for HIP searches) is clearly marked with 'This search must not be used in a HIP' and whether it is otherwise satisfactory (so far as can be ascertained).

Note: If a firm is unable to provide all the sample searches required (e.g. because it has yet to start trading), the firm should explain the situation and discuss alternative arrangements with the Inspector.

C. The additional documents required prior to registration FROM HIP PROVIDERS ONLY are:

C1. Terms and conditions for HIP sales.
The Inspector will check whether the firm’s terms and conditions are clear, fair, reasonable and not misleading.

C2. A sample HIP* provided within the last month for a registered freehold/leasehold property.

C3. A sample HIP* provided within the last month for an unregistered freehold/leasehold property.

C4. A sample HIP* provided within the last month for a new build property (if the firm provides these).

C5. A sample white-label HIP* provided within the last month (if the firm provides these).
The sample in this case could be one of the HIPs provided under C2-C4 above.

For each of C2-C5 above, as appropriate, the Inspector will check whether the HIP is complete and accurate (so far as can be ascertained) and whether it complies with the law and relevant guidance

*Note: HIPs more than one month old are acceptable only if there is no recent example. At least one of the HIPs should be for a leasehold property. For firms registering as a HIP Platform Provider, the HIPs submitted must be generated from their platform.

Note: If a firm is unable to provide all the sample HIPs required (e.g. because it has yet to start trading), the firm should explain the situation and discuss alternative arrangements with the Inspector.

Groups and Franchises

If you are a group with a number of subsidiaries or brands which want to subscribe under the Code(s) or you are a franchisor, please contact the PCCB before registration or renewal. Please also note that if you are applying to register as a franchisee, the PCCB and the main franchise operations have a policy that inspection reports (including pre-registration reports) are shared with the franchisor as well as the franchisee. This is in the interests of securing consistency among franchisees and making the franchisor aware at an early stage of any changes which may be required to national systems, processes, or templates.

Address for Documents

Supporting documents and payment (unless payment is by BACS) should be sent to:

Registrations Department
Property Codes Compliance Board
Caswell House
Caswell
Towcester
Northants
NN12 8EQ

Registration fees >