Once the new Private Rented Sector (PRS) Database is up and running for landlord registration, the government’s published implementation plan makes clear that two big developments follow:

1. Public access and data sharing are enabled (date TBC, but explicitly after landlord registration launches); and

2. A new PRS Landlord Ombudsman is introduced after the database, creating a single, national redress route for tenant complaints, with decisions that are binding on landlords who are members.

This post explains what is currently known from published information about:

• the order of events and timetable,

• what “public access” and “data sharing” are expected to mean,

• what the Ombudsman will be able to do,

• and what landlords should do now to reduce risk later.

1) The timetable: what happens after database launch (and what’s still TBC)

Published information describes this as a staged rollout:

Step 1: Landlord registration begins (regional rollout)

Landlord registration for the PRS Database starts first (from late 2026, regionally). This is the foundation: landlords register and input/update required information, and councils can use the database operationally.

Step 2: After registration starts — public access and data sharing are enabled (date TBC)

Government has confirmed that public access and data sharing will be enabled after landlord registration launches, but has not yet fixed the date or published the final “how it works” user journey.

Step 3: Ombudsman is introduced after the database (mandatory membership expected later once ready)

The PRS Landlord Ombudsman is introduced after the database. Mandatory membership is expected only once the service is built and able to operate at scale—published plans indicate this is expected around 2028, with notice.

Landlord takeaway: The database is the first “infrastructure step.” Once it exists, the system is designed to become more connected: more visible, more shareable, and easier to escalate into redress or enforcement.

2) What “public access” means: what is confirmed and what isn’t

What is confirmed

Published information confirms that, following the start of landlord registration:

• Public access will be enabled; and

• Data sharing will be enabled.

It also indicates that the legal framework will support:

• publication of certain data, and

• data sharing in specific circumstances, and

• the recording of certain serious enforcement outcomes (for example, banning-order related matters recorded by councils).

What is not yet confirmed (so we can’t responsibly state specifics)

At the time of writing, published information does not set out:

• the exact list of public-visible fields (what the public can see vs what remains council-only),

• the search method (address search vs reference number vs other),

• what identity checks (if any) are required,

• how quickly updates will need to be made after changes,

• or the full list of “data sharing” partners and triggers.

What landlords should assume now

Even without the final detail, the direction is clear:

• it becomes easier for people to check whether a landlord/property is properly registered, and

• inaccuracies or missing information are more likely to be challenged,

• particularly if the database connects to other systems (see Ombudsman section below).

Practical impact: If your records drift out of date, the database becomes a new point of friction—fuel for disputes, complaints, and potentially enforcement.

3) Data sharing: why this matters for landlord risk

Published information confirms data sharing will be enabled “in specific circumstances,” and that the government is exploring ways to share information between the Database and the Ombudsman to reduce duplication.

That signals a future where:

• the same landlord/property details are reused across systems, and

• enforcement and redress bodies can work faster because they’re not starting from scratch.

What that means in practice for landlords

1. Less room for inconsistency
   If your records differ across systems (dates, contact details, occupancy, certificates), it’s more visible.

2. Faster escalation
   When information is easier to verify, complaints move more quickly from “allegation” to “investigation.”

3. A higher premium on good admin
   “I can’t find it” stops being an inconvenience and becomes a liability.

4) The PRS Landlord Ombudsman: what it will do and why it changes the game

The published plan positions the Ombudsman as a national redress service that:

• helps tenants resolve complaints without needing court action for everything,

• pushes earlier resolution through complaint handling standards,

• and supports landlords with guidance and tools to prevent disputes escalating.

Mandatory membership and how it’s funded

Published information indicates:

• Landlord membership will be mandatory once the service is ready.

• The scheme will be funded through a fair and proportionate charging model (details to be confirmed closer to launch).

Key point: Being a “good landlord” won’t exempt anyone. This is intended as a universal framework, not optional membership.

5) The Ombudsman’s powers: what it can order (and why “binding” matters)

Published information indicates the Ombudsman will be able to:

• investigate complaints independently and impartially, and

• where it finds unreasonable or poor practice, issue outcomes that can include:

Remedies the Ombudsman can order

• requiring the landlord to take specific action (for example, put something right),

• requiring the landlord to stop doing something (for example, change a practice),

• requiring an apology or explanation, and/or

• awarding compensation to put things right.

Binding decisions

A core feature is that decisions are binding on landlords who are members.

What “binding” means for landlords:

• A tenant complaint can end in a formal, enforceable outcome without going through a full court process.

• Your internal complaint handling quality becomes a compliance issue, not just “customer service.”

• If you ignore outcomes, the system is designed to escalate.

6) Enforcement: what happens if landlords don’t join or don’t comply

Published information describes robust enforcement mechanisms, including:

If a landlord fails to join when required

Councils will be able to enforce against non-membership. Published guidance indicates civil penalties can be significant and increase for repeated or continued non-compliance.

If a landlord does not comply with an Ombudsman decision

Published information indicates non-compliance can lead to:

• being expelled from the scheme, and

• subsequent local council enforcement action.

Rent repayment order exposure for persistent failure to join

Published information also indicates that persistent failure to join can create routes for tenant redress that may include rent repayment outcomes in defined circumstances.

Landlord takeaway: Membership and compliance aren’t symbolic. They are designed to be enforceable.

7) What complaints can cover — and what landlords should expect

Published information indicates the Ombudsman will consider tenant complaints about landlord actions/inactions/behaviours that cause harm, detriment, or significant inconvenience.

Two points landlords should plan for:

Tenants may escalate earlier

If tenants can verify where to complain and how to escalate, they may escalate sooner—especially where they feel ignored.

Agents don’t remove landlord accountability

Even where an agent is involved, landlords remain responsible for core legal obligations (repairs/standards in particular). Published information indicates cooperation between the landlord ombudsman and agent redress schemes where both are at fault, but landlords should not assume “the agent will take the hit.”

8) What this means for landlords: the practical changes you should prepare for now

Even before dates are fixed, landlords can reduce future risk by treating the database + ombudsman as an operational shift toward transparency and defensible processes.

A) Build a compliant complaints system now

Start operating as if you’ll need to demonstrate:

• what the tenant complained about,

• when you acknowledged it,

• what you investigated,

• what you did,

• when you did it,

• and what outcome you offered.

Minimum good practice:

• one published complaints route (how to complain, where to complain)

• documented response times and escalation steps

• a “complaints file” approach: issue → evidence → actions → outcome

B) Make every property file “audit-ready”

If data becomes more visible and shareable, your best protection is a single place to quickly evidence compliance:

• safety certificates and renewal dates,

• repairs records and timelines,

• tenant communications relating to key issues,

• and clear landlord/agent responsibilities.

C) Expect record accuracy to matter more than ever

A future with public access and data sharing is a future where:

• inaccurate contact details,

• expired certificates,

• unclear joint landlord arrangements,

• and inconsistent property descriptors
  create avoidable friction and increased complaint risk.

D) Budget for both fees and admin time

Published information indicates the ombudsman will be funded through a charging model. You should budget for:

• the membership fee,

• the admin time to comply,

• and the internal systems that prevent escalations (which are usually cheaper than remedies/compensation later).

The bottom line

After PRS Database landlord registration begins, published information confirms that public access and data sharing will be enabled (date TBC), and that a new PRS Landlord Ombudsman will follow after the database, moving the sector toward a more transparent, standardised, enforceable redress environment.

For landlords, the smart move is to prepare now:

• treat complaint handling as compliance, and

• keep accurate, organised, evidence-backed records that stand up to scrutiny.

Because when the system becomes connected and public-facing, the landlords who thrive will be the ones who can prove what they did, when they did it, and why.

Disclaimer: NetRent does not provide legal advice. The articles represent our understanding of rental property law and are for general information only.
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