Pompano Beach Realty Corporation

Policy & Procedures Manual

Effective Date: August 13, 2018

Version: 1.0

1. Company Mission

Pompano Beach Realty Corporation is committed to delivering real estate services with professionalism, transparency, compliance, and integrity. The purpose of this manual is to protect clients, agents, brokers, staff, and the brokerage by establishing clear policies and procedures.

2. Professional Standards

All brokers, broker associates, sales associates, independent contractors, assistants, and affiliated personnel must:

  • Conduct business honestly, ethically, and professionally.
  • Comply with all Florida real estate laws, FREC rules, MLS rules, Fair Housing laws, and applicable federal, state, and local regulations.
  • Protect the interests of clients and customers.
  • Maintain accurate transaction records.
  • Avoid misrepresentation, fraud, negligence, and deceptive conduct.
  • Represent Pompano Beach Realty Corporation in a professional manner at all times.

3. Automatic Agreement to Policies and Procedures

All independent contractors, licensed sales associates, broker associates, assistants, and affiliated personnel of Pompano Beach Realty Corporation automatically agree to and are fully bound by all policies, procedures, rules, standards, and brokerage requirements contained in this Policy & Procedures Manual as a mandatory condition of their affiliation with the brokerage.

By affiliating with, remaining active under, conducting business through, receiving compensation from, or representing Pompano Beach Realty Corporation in any capacity, the independent contractor expressly accepts and agrees to comply with all current and future brokerage policies, procedures, compliance standards, operational requirements, and Broker directives without the requirement of a separate signature, written acknowledgment, or additional agreement.

Continued affiliation with the brokerage shall constitute full acceptance of these terms and policies.

No separate signature is required for these policies and procedures to be fully enforceable.

4. Independent Contractor Status

All sales associates and broker associates affiliated with Pompano Beach Realty Corporation are independent contractors and are not employees of the brokerage unless otherwise agreed in writing.

Independent contractors are responsible for their own:

  • Taxes
  • Licensing fees
  • Continuing education
  • Professional dues
  • Vehicle expenses
  • Personal marketing expenses
  • Business expenses
  • Errors & Omissions insurance obligations, if applicable

Independent contractor status does not remove the requirement to follow brokerage policies, Florida law, FREC rules, MLS rules, Fair Housing laws, or Broker instructions.

5. Agent Responsibility and Brokerage Limitation of Liability

All sales associates, broker associates, and independent contractors affiliated with Pompano Beach Realty Corporation operate as independent contractors and are solely responsible for their own actions, representations, statements, negotiations, advertising, conduct, omissions, compliance violations, and professional activities.

Pompano Beach Realty Corporation shall not be responsible for unauthorized acts, misrepresentations, negligence, misconduct, Fair Housing violations, disclosure failures, contractual disputes, advertising violations, copyright violations, or legal claims arising from the individual actions or omissions of an agent acting outside brokerage policy, lawful instructions, or Florida real estate regulations.

Each agent agrees to indemnify, defend, and hold harmless Pompano Beach Realty Corporation, its Broker, officers, management, employees, and affiliated representatives from any claims, damages, lawsuits, penalties, fines, attorney fees, costs, losses, or liabilities resulting from the agent’s conduct, negligence, violations, unauthorized actions, or unauthorized business activities.

Nothing in this policy shall waive responsibilities imposed upon the Broker or brokerage by Florida law, FREC regulations, MLS rules, Fair Housing laws, or applicable federal law.

6. Licensing & Compliance

All licensed associates must:

  • Maintain an active Florida real estate license in good standing.
  • Complete all required continuing education.
  • Immediately report any license issue, complaint, investigation, lawsuit, claim, or disciplinary action to the Broker.
  • Follow all brokerage compliance procedures before advertising, listing, showing, negotiating, or transacting real estate business.
  • Submit all required documents to the brokerage in a timely manner.

No agent may conduct real estate activity under Pompano Beach Realty Corporation without active approval from the Broker.

7. Advertising & Marketing Policy

All advertising and marketing must:

  • Be truthful, accurate, and not misleading.
  • Include brokerage identification where required by law.
  • Comply with Florida Real Estate Commission rules.
  • Comply with MLS rules and regulations.
  • Comply with Fair Housing laws.
  • Be approved by the Broker when required.
  • Avoid false claims, exaggerated statements, or deceptive representations.

This policy applies to:

  • Websites
  • Social media posts
  • Flyers
  • Signs
  • Business cards
  • Email campaigns
  • Text campaigns
  • Video marketing
  • Google Business Profiles
  • Print advertising
  • Online ads
  • MLS remarks

Unauthorized advertising is strictly prohibited.

8. Photography & Media Policy

Strict No Third-Party Photo Policy

Pompano Beach Realty Corporation strictly prohibits the use of third-party photographs, images, renderings, graphics, videos, screenshots, or any other visual media under any circumstance unless the brokerage holds full written legal ownership rights or direct written licensing authorization approved by the Broker.

Agents may not use third-party photos, third-party videos, third-party renderings, third-party graphics, MLS screenshots, website images, or online images in any circumstance without written authorization approved by the Broker.

This includes, but is not limited to:

  • Google Images
  • Zillow images
  • Realtor.com images
  • MLS screenshots
  • Builder website images
  • Developer website images
  • Social media screenshots
  • Competitor brokerage website images
  • Unlicensed stock photos
  • Images found online without written permission
  • AI-generated images based on copyrighted or unauthorized source material

Approved Image Sources

Agents may only use:

  • Original photos personally taken by the agent.
  • Professional photography ordered by the brokerage, seller, or authorized party.
  • Media directly provided by the property owner with written permission.
  • Properly licensed commercial stock images with documented proof of license.
  • Brokerage-owned branded content approved by management.

Photo Policy Violations

Unauthorized use of third-party photos creates serious copyright liability and legal exposure for the agent and brokerage.

Any violation may result in:

  • Immediate removal of advertising.
  • Financial responsibility for copyright claims.
  • Commission withholding where permitted by law.
  • Suspension of marketing privileges.
  • Termination of affiliation with the brokerage.
  • Indemnification obligations to the brokerage.

There are no exceptions to this policy unless approved in writing by the Broker.

9. Social Media Policy

Agents must:

  • Maintain professionalism online.
  • Avoid misleading statements.
  • Avoid discriminatory, offensive, or inappropriate content.
  • Not present personal opinions as brokerage policy.
  • Follow all advertising compliance standards.
  • Protect confidential client information.
  • Never use unauthorized photos, videos, logos, graphics, or copyrighted content.

All real estate-related social media activity is subject to brokerage review.

10. Listings & Seller Representation

Before marketing a listing:

  • A fully executed listing agreement must be on file.
  • Required disclosures must be completed.
  • Seller authorization for photography and marketing must be documented.
  • MLS compliance must be verified.
  • Accurate property information must be confirmed.
  • The Broker must be notified of any unusual terms, legal concerns, or transaction risks.

No listing may be advertised without written seller authorization and brokerage compliance approval where required.

11. Buyer Representation

Agents must:

  • Clearly explain agency relationships.
  • Use proper buyer representation agreements where required.
  • Present all offers promptly.
  • Disclose known material facts.
  • Avoid undisclosed conflicts of interest.
  • Protect confidential buyer information.
  • Follow all brokerage procedures when preparing offers and addenda.

12. Transaction Management

Every transaction file must include, when applicable:

  • Signed contracts
  • Addenda
  • Disclosures
  • Inspection reports
  • HOA or condominium documents
  • Escrow documentation
  • Commission agreements
  • Closing statements
  • Brokerage-required compliance forms
  • Proof of required notices
  • Communication records when necessary

Incomplete files may delay commission disbursement.

13. Escrow Policy

Agents must immediately notify the Broker of any escrow deposit, escrow dispute, missed deposit deadline, returned deposit, or potential escrow issue.

Agents may not personally hold escrow funds unless specifically authorized by law and brokerage policy. All escrow matters must be handled in strict compliance with Florida law and FREC regulations.

14. Fair Housing Compliance

Strict compliance with Fair Housing laws is mandatory. Discrimination based on protected classes is prohibited, including:

  • Race
  • Color
  • Religion
  • Sex
  • Disability
  • Familial status
  • National origin
  • Any additional protected classes under applicable Florida, federal, county, or local law

Fair Housing violations may result in immediate termination.

15. Confidentiality & Data Protection

Agents must protect:

  • Client financial information
  • Personal identification information
  • Transaction details
  • Confidential negotiations
  • Private seller or buyer information
  • Access codes, lockbox information, alarm codes, and showing instructions

Sharing confidential information without authorization is prohibited.

16. Communication Standards

Agents must:

  • Respond promptly to clients, customers, cooperating brokers, vendors, and the Broker.
  • Maintain professional written and verbal communication.
  • Avoid hostile, abusive, threatening, or unprofessional behavior.
  • Document important communication in writing when necessary.
  • Immediately notify the Broker of disputes, complaints, legal threats, or compliance issues.

17. Office Conduct

All associates and affiliated personnel must:

  • Maintain respectful workplace behavior.
  • Avoid disruptive conduct.
  • Protect the brokerage reputation.
  • Follow office scheduling and meeting expectations.
  • Respect staff, agents, vendors, clients, customers, and the public.

18. Ethics & Professional Behavior

Agents must:

  • Avoid dishonest conduct.
  • Avoid misrepresentation.
  • Cooperate fairly with other brokers.
  • Handle commission disputes professionally.
  • Follow REALTOR® ethical standards when applicable.
  • Protect the reputation of Pompano Beach Realty Corporation.
  • Act in the best interests of clients while complying with the law.

Integrity is non-negotiable.

19. Broker Approval and Supervision

The Broker reserves the right to review, approve, reject, remove, modify, or require correction of any advertising, transaction document, listing material, public communication, contract language, social media post, website content, or business practice involving Pompano Beach Realty Corporation.

Agents must cooperate fully with Broker requests for documentation, clarification, correction, or compliance review.

20. Violations & Disciplinary Action

Violations of this manual may result in:

  • Verbal warning
  • Written warning
  • Mandatory corrective action
  • Removal of advertising
  • Suspension of marketing privileges
  • Suspension of brokerage services
  • Commission hold where permitted by law
  • Termination of affiliation
  • Indemnification obligations
  • Reporting to regulatory authorities if required

Severe violations may result in immediate termination without prior warning.

21. Updates to Manual

Pompano Beach Realty Corporation reserves the right to update, amend, modify, replace, or supplement this Policy & Procedures Manual at any time. Continued affiliation with the brokerage after updates are issued shall constitute acceptance of the updated policies and procedures.

22. Final Acknowledgment

All independent contractors, licensed sales associates, broker associates, assistants, and affiliated personnel of Pompano Beach Realty Corporation are required to acknowledge receipt of this Policy & Procedures Manual and understand that affiliation with the brokerage constitutes acceptance of all policies, procedures, rules, standards, and brokerage requirements contained herein.

By affiliating with, remaining active under, conducting business through, receiving compensation from, representing, or performing any real estate activities on behalf of Pompano Beach Realty Corporation, the independent contractor expressly agrees to comply with all current and future brokerage policies, procedures, compliance standards, operational requirements, and Broker directives.

Continued affiliation with the brokerage shall constitute full acceptance of all current and future policies, procedures, and Broker directives, whether existing at the time of affiliation or adopted thereafter.

Failure to comply with this manual or any Broker directive may result in disciplinary action, termination of affiliation, financial responsibility for damages caused by the agent, withholding of commissions where permitted by law and applicable agreements, and any other remedies available to the brokerage under Florida law.

End of Pompano Beach Realty Corporation Policy & Procedures Manual