A PMS with Secure Document Storage Built for UK Compliance

While requirements vary slightly across the UK, a professional operator should securely store several key documents per property. These typically include: a Gas Safety Certificate (CP12), required annually for any property with gas appliances; an Electrical Installation Condition Report (EICR), with frequency depending on the last report; a Fire Risk Assessment (FRA), which is a legal requirement; PAT (Portable Appliance Testing) records for electrical items; and proof of valid Public Liability and Buildings Insurance. If you have a hot tub, you'll also need to keep water treatment logs. For properties in Scotland, an EICR is mandatory. Having a dedicated PMS with secure document storage for compliance like HolsUK provides a clear structure to ensure you have all bases covered for each property. It acts as a digital checklist, prompting you to gather and store the evidence of your due diligence in one organised place.

While generic cloud storage services like Dropbox or Google Drive are useful for general file sharing, they are not optimised for property compliance management. Their key weakness is a lack of integration. The files are disconnected from your property management workflow, booking calendar, and financial data. Crucially, they do not have built-in, automated expiry date reminders for certificates, which is a major source of risk for hosts. Sharing is often clumsy, with 'all or nothing' access that can compromise data security. A purpose-built system like HolsUK links each document to a specific property, provides automated renewal alerts, and allows for granular, role-based access. This turns passive storage into an active compliance management tool, which is a far more professional and robust solution for any serious holiday let business. It's the difference between a simple filing cabinet and an intelligent assistant.

We take the security of your business data extremely seriously. All documents uploaded to the HolsUK platform are protected with multiple layers of security. Data is encrypted both 'in transit' (as it travels from your computer to our servers) and 'at rest' (while it is stored in our database). We use secure, modern data centres located within the UK, which are compliant with stringent security standards. Regular, automated backups are performed to protect your data against loss. Furthermore, our role-based permission system ensures that you have full control over who can access your sensitive documents, preventing unauthorised viewing by staff or third parties. You can be confident that your compliance records are stored with a level of security that is far superior to keeping them on a local computer hard drive or in a generic, non-specialist cloud service.

Yes, absolutely. HolsUK's flexible user permission system is designed for exactly this kind of scenario. You can create a new user role with highly specific, limited access. For example, you could create a temporary 'Accountant' login that only has permission to view and download documents tagged as 'Insurance' or 'Financial'. Similarly, for a maintenance contractor, you could grant them access to view only the Gas Safety Certificate and EICR for a specific property they are working on. They would not be able to see any guest data, booking information, or other sensitive files. This granular control allows you to collaborate securely with third parties without resorting to insecure methods like email attachments. Once their work is complete, you can simply deactivate their user account. This maintains a secure and auditable trail of who has accessed your data.

No, the secure document storage vault and all its related features, including expiry date reminders and role-based permissions, are a core part of the HolsUK platform. It is included as standard within our simple, transparent subscription plans. We believe that proper compliance management is a fundamental requirement for running a professional holiday let business, not an optional 'add-on'. Our philosophy is to provide an all-in-one solution that covers all the essential aspects of property management—from channel syncing and direct bookings to cleaner scheduling and compliance—for one straightforward monthly fee. There are no hidden charges or tiered feature gates for this essential functionality. You get the full power of the system from day one, enabling you to run a safer, more organised business without worrying about escalating costs.

You always remain the owner of your data. We believe in making our platform so useful that you choose to stay, not by holding your data hostage. If you ever decide to leave HolsUK, we provide a straightforward process for you to export your information. This includes the ability to download all the documents you have uploaded to your property vaults. Before your subscription ends, you can systematically go through each property and download a complete copy of all your compliance files to your local computer. This ensures you have a full and complete record for your ongoing business needs. Our goal is to provide a valuable service, and part of that service is ensuring a smooth and professional transition should your business needs change, giving you the confidence that your critical records are always accessible.