Pompano Beach Realty Corporation

Policy & Procedures Manual

Effective Date: August 13, 2018

Version: 2.6

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 that govern all real estate activities conducted under the brokerage.

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, Florida Real Estate Commission (FREC) rules, MLS rules, Fair Housing laws, REALTOR® standards where applicable, and all applicable federal, state, county, and local regulations;
• Protect the interests of clients and customers;
• Maintain accurate transaction records and documentation;
• Avoid misrepresentation, fraud, negligence, deceptive conduct, and unauthorized practice of law;
• Represent Pompano Beach Realty Corporation in a professional and lawful 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, to the fullest extent permitted by Florida law.

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 enforceable to the fullest extent permitted by Florida law.

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 solely 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 compliance obligations.

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 and licensing obligations;
• Immediately report any license issue, complaint, investigation, lawsuit, claim, criminal matter, regulatory inquiry, 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, deceptive representations, or misleading omissions.

This policy applies to all forms of advertising, including but not limited to:

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

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, online images, or any other copyrighted visual content without prior 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 agent, 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 both the agent and the brokerage.

Any violation may result in:

• Immediate removal of advertising;
• Financial responsibility for all copyright claims, including full agent responsibility for damages, settlements, attorney fees, licensing fees, court costs, and any other expenses arising from unauthorized use of third-party photos, videos, graphics, or other copyrighted materials
• 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 or deceptive advertising;
• Avoid discriminatory, offensive, or inappropriate content;
• Not present personal opinions as official brokerage policy;
• Follow all advertising compliance standards;
• Protect confidential client information;
• Never use unauthorized photos, videos, logos, graphics, copyrighted content, or misleading AI-generated content.

All real estate-related social media activity is subject to brokerage review and approval when required.

10. Listings & Seller Representation

Before marketing any listing:

• A fully executed listing agreement must be on file;
• Required disclosures must be completed;
• Seller authorization for photography, advertising, and marketing must be documented;
• MLS compliance must be verified;
• Accurate property information must be confirmed;
• The Broker must be notified of unusual terms, legal concerns, title issues, disputes, 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 and all required agency disclosures;
• Use proper buyer representation agreements where required by brokerage policy or applicable law;
• Present all offers promptly and objectively;
• Disclose all known material facts as required by Florida law;
• Avoid undisclosed conflicts of interest;
• Protect confidential buyer information;
• Follow all brokerage procedures when preparing offers, addenda, disclosures, and transaction documents;
• Immediately notify the Broker of legal concerns, unusual contract terms, disputes, or high-risk transaction issues.

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 and acknowledgments;
• Communication records when necessary for compliance or dispute protection.

Incomplete files may delay or prevent commission disbursement.

13. Escrow Policy

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

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, FREC regulations, and Broker instructions.

14. Fair Housing Compliance

Strict compliance with Fair Housing laws is mandatory. Discrimination based on protected classes is strictly prohibited, including but not limited to:

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

Fair Housing violations may result in immediate termination of affiliation and reporting to appropriate regulatory authorities where required.

15. Confidentiality & Data Protection

Agents must protect all confidential information, including but not limited to:

• Client financial information;
• Personal identification information;
• Transaction details;
• Confidential negotiations;
• Private seller or buyer information;
• Access codes, lockbox information, alarm codes, and showing instructions;
• Internal brokerage systems and proprietary business information.

Sharing confidential information without authorization is strictly prohibited and may result in immediate disciplinary action.

16. Communication Standards

Agents must:

• Respond promptly to clients, customers, cooperating brokers, vendors, and the Broker;
• Maintain professional written, verbal, and electronic communication at all times;
• Avoid hostile, abusive, threatening, harassing, or unprofessional behavior;
• Document important communication in writing when necessary for compliance or legal protection;
• Immediately notify the Broker of disputes, complaints, legal threats, compliance issues, or situations that may expose the brokerage to liability.

17. Office Conduct

All associates and affiliated personnel must:

• Maintain respectful workplace behavior;
• Avoid disruptive conduct, harassment, intimidation, or unprofessional behavior;
• Protect the reputation and professional standing of the brokerage;
• Follow office scheduling, meeting expectations, and brokerage operational procedures;
• Respect staff, agents, vendors, clients, customers, and members of the public.

18. Ethics & Professional Behavior

Agents must:

• Avoid dishonest conduct and intentional misrepresentation;
• Cooperate fairly and professionally with other brokers and cooperating parties;
• Handle commission disputes professionally and through proper brokerage procedures;
• Follow REALTOR® ethical standards where applicable;
• Protect the reputation of Pompano Beach Realty Corporation;
• Act in the best interests of clients while complying fully with Florida law and brokerage policy.

Integrity is non-negotiable.

19. Broker Approval and Supervision

The Broker reserves the absolute 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, marketing material, or business practice involving Pompano Beach Realty Corporation.

Agents must cooperate fully with Broker requests for documentation, clarification, correction, compliance review, legal review, and supervisory oversight.

Failure to cooperate with Broker supervision may result in disciplinary action or immediate termination.

20. Violations & Disciplinary Action

Violations of this manual, Broker directives, compliance standards, or applicable law 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 and applicable agreements;
• Termination of affiliation;
• Indemnification obligations;
• Reporting to FREC, MLS, REALTOR® associations, or other regulatory authorities where 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, supplement, or eliminate any provision of this Policy & Procedures Manual at any time in the sole discretion of the Broker.

Continued affiliation with the brokerage after updates are issued shall constitute full acceptance of all updated policies, procedures, standards, and Broker directives to the fullest extent permitted by Florida law.

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.

23. Commission Policy and Commission Protection

No commission shall be deemed earned, payable, vested, or owed to any sales associate, broker associate, independent contractor, or affiliated agent of Pompano Beach Realty Corporation unless and until all of the following conditions have been fully satisfied:

• The transaction has successfully closed and funded;
• All commissions have been actually received by the brokerage in cleared funds;
• The complete transaction file has been submitted to the brokerage and approved as compliant;
• All required disclosures, compliance documents, and brokerage forms have been completed;
• No pending legal disputes, escrow disputes, commission disputes, regulatory complaints, or compliance investigations exist relating to the transaction;
• The agent is in good standing with the brokerage and is not in violation of brokerage policies, agreements, or Broker directives;
• No outstanding debts, fees, fines, chargebacks, MLS violations, advertising violations, copyright claims, indemnification obligations, or other financial obligations are owed by the agent to the brokerage.

The brokerage reserves the right to withhold, offset, deduct, or delay commission payments where permitted by law for any amounts owed by the agent to the brokerage, including but not limited to legal fees, MLS fines, compliance fines, copyright claims, settlement payments, transaction errors, unpaid fees, chargebacks, or damages caused by the agent.

Termination of affiliation shall not eliminate the brokerage’s right to withhold commissions where obligations remain unresolved.

24. Dispute Resolution, Mediation, and Arbitration

Any dispute arising between the brokerage and any affiliated agent, independent contractor, broker associate, sales associate, assistant, or affiliated personnel concerning commissions, fees, policies, compliance, indemnification, compensation, termination, conduct, business activities, or any matter relating to affiliation with Pompano Beach Realty Corporation shall first be submitted to the Broker for internal review and resolution.

If the dispute cannot be resolved internally, the parties agree to first participate in mandatory mediation before filing any lawsuit.

If mediation is unsuccessful, the dispute shall be resolved through binding arbitration in Broward County, Florida, unless otherwise required by law.

The prevailing party in any mediation, arbitration, or legal proceeding shall be entitled to recover reasonable attorney fees, court costs, arbitration costs, collection costs, expert fees, and all enforcement expenses to the fullest extent permitted by Florida law.

25. Non-Solicitation and Protection of Brokerage Relationships

During affiliation with the brokerage and for a period of twelve (12) months following termination of affiliation, agents may not directly or indirectly:

• Solicit other agents, assistants, staff, employees, or affiliated personnel to leave the brokerage;
• Interfere with active listings, pending transactions, brokerage contracts, or brokerage relationships;
• Encourage clients, customers, vendors, landlords, tenants, sellers, buyers, or business partners to terminate their relationship with the brokerage for the benefit of another brokerage or personal business venture;
• Use confidential brokerage information, transaction records, lead sources, proprietary systems, internal databases, pricing structures, commission structures, or operational information for competitive purposes.

This section shall not prohibit lawful client choice but is intended to protect legitimate business interests of the brokerage.

26. AI Use and Technology Compliance Policy

Agents may not use artificial intelligence (AI), automated content generation tools, chatbots, image generation software, or similar technology in a manner that creates legal risk, misrepresentation, copyright infringement, disclosure failures, Fair Housing violations, misleading advertising, or unauthorized legal advice.

Without Broker approval, agents may not use AI for:

• Drafting contracts, legal documents, disclosures, or legal interpretations;
• Generating listing descriptions that contain inaccurate or misleading information;
• Creating unauthorized images, altered photographs, or misleading property representations;
• Using copyrighted source material to generate derivative marketing content;
• Providing legal, tax, zoning, permitting, title, or regulatory advice to clients;
• Any use that violates MLS rules, copyright law, Fair Housing laws, or brokerage policy.

Agents remain fully responsible for all content published or distributed using AI tools.

27. Wire Fraud Prevention Policy

Wire fraud prevention is mandatory.

Agents may not independently create, alter, transmit, verify, or approve wiring instructions for buyers, sellers, escrow agents, title companies, lenders, or closing parties without strict compliance with brokerage procedures.

Agents must:

• Warn all clients of wire fraud risks in writing;
• Instruct clients to verify all wiring instructions directly with the title company or closing agent using independently verified contact information;
• Immediately report suspicious emails, wire requests, fraud attempts, or cybersecurity concerns to the Broker;
• Never rely solely on email for wire instruction verification.

Failure to follow wire fraud prevention procedures may result in full financial responsibility for resulting losses.

28. Open House, Showing, and Property Access Liability

Agents are solely responsible for their own conduct and safety practices during showings, open houses, inspections, walkthroughs, previews, property access, lockbox use, and all in-person real estate activities.

The brokerage shall not be responsible for injuries, accidents, personal security incidents, theft, property damage, slip-and-fall claims, open house incidents, showing incidents, or third-party claims arising from agent activities unless directly caused by the gross negligence of the brokerage.

Agents must follow all safety procedures, showing instructions, lockbox rules, seller instructions, and brokerage protocols.

29. Technology, MLS Access, and Cybersecurity Policy

Agents are responsible for protecting all brokerage technology systems, MLS access credentials, passwords, lockbox access, CRM systems, transaction management systems, email accounts, and confidential client information.

Agents may not:

• Share MLS login credentials or lockbox access with unauthorized persons;
• Allow unlicensed persons to perform licensed activities using brokerage systems;
• Use unsecured devices or unsecured public networks for confidential transactions;
• Store confidential client information in unsecured systems;
• Ignore cybersecurity risks, suspicious emails, phishing attempts, or fraud warnings.

Immediate reporting of data breaches, cybersecurity incidents, or unauthorized access is mandatory.

30. MLS Fines, Violations, and Financial Responsibility

Agents are solely responsible for all MLS fines, compliance violations, lockbox fines, signage violations, code violations, HOA fines, condominium violations, advertising penalties, copyright claims, Fair Housing violations, municipal fines, and regulatory penalties arising from their conduct, omissions, advertising, listings, transaction management, or business activities.

The brokerage may withhold commissions, require reimbursement, offset future payments, or pursue legal recovery for any such amounts paid or incurred by the brokerage as a result of the agent’s actions.

Payment responsibility survives termination of affiliation.

31. Agent Acknowledgment of Receipt and Acceptance

All independent contractors, licensed sales associates, broker associates, assistants, and affiliated personnel affiliated with Pompano Beach Realty Corporation are required to acknowledge receipt of this Policy & Procedures Manual and understand that compliance with all brokerage policies is a mandatory condition of affiliation.

By affiliating with the brokerage, submitting onboarding documents, conducting business under the brokerage, receiving compensation, using brokerage services, participating in transactions, accessing brokerage systems, or otherwise remaining active under Pompano Beach Realty Corporation, the agent acknowledges and agrees that:

• They have received access to this Policy & Procedures Manual;
• They have had the opportunity to review all brokerage policies and procedures;
• They understand all current and future Broker directives are binding;
• They agree to comply with all Florida real estate laws, FREC rules, MLS regulations, Fair Housing laws, and brokerage compliance standards;
• They accept full responsibility for violations arising from their own conduct, omissions, advertising, transactions, and business activities;
• They understand that continued affiliation constitutes full legal acceptance of all brokerage policies and agreements.

No separate physical signature, wet signature, or additional written agreement shall be required for enforcement to the fullest extent permitted by Florida law where affiliation, continued activity, compensation, or conduct under the brokerage demonstrates acceptance.

32. Electronic Signature and Digital Acknowledgment

Electronic acknowledgments, digital signatures, form submissions, onboarding submissions, compliance acknowledgments, website acknowledgments, email confirmations, transaction participation, brokerage system access, and continued affiliation with the brokerage shall constitute valid and legally enforceable acceptance of this Policy & Procedures Manual and all related brokerage agreements to the fullest extent permitted by Florida law, including applicable electronic signature laws.

Agents expressly agree that:

• Electronic acknowledgment shall have the same force and legal effect as an original handwritten signature;
• Submission of forms, acknowledgments, and brokerage onboarding documentation shall be binding;
• Continued affiliation and conduct under the brokerage confirms acceptance of all current and future policies;
• No separate physical signature shall be required where legal acceptance is otherwise established.

33. Broker’s Final Authority

The Broker of Pompano Beach Realty Corporation retains final authority over all brokerage operations, compliance decisions, transaction supervision, policy interpretation, advertising approval, dispute resolution, commission disbursement decisions, legal risk management, and enforcement of this Policy & Procedures Manual.

Broker decisions made for compliance, supervision, legal protection, risk management, MLS compliance, Fair Housing compliance, transaction protection, and brokerage operations shall be final and binding to the fullest extent permitted by law.

Failure to comply with Broker directives may result in immediate disciplinary action, commission hold, suspension, termination of affiliation, indemnification obligations, and any additional remedies available under Florida law.

Final Broker Protection Statement

This Policy & Procedures Manual is intended to protect the brokerage, Broker, clients, customers, agents, staff, and the public by establishing clear compliance standards and lawful operational procedures.

All affiliated personnel acknowledge that affiliation with Pompano Beach Realty Corporation is a privilege conditioned upon strict compliance with brokerage policy, professional standards, and legal obligations.

Protection of the brokerage, legal compliance, ethical conduct, professional integrity, and risk management shall always take priority over individual agent convenience, preference, or personal business practices.

Strict compliance is mandatory.