Clodien House

Cancellation policy
Cooling Off Period

1. If you haven’t already collected the keys to the accommodation, you may cancel your booking by writing to the property manager or completing the Cancellation Form at any time during the 7 days after the booking is complete (the “7-Day Cooling-Off Period”). If your Tenancy is for a room in Wales, please contact the property manager directly as a different cooling-off period may apply. If you do that, you will not be charged, and we will return your deposit or any Advance Rent Payments you have made.

2. Once the 7 Day Cooling-Off-Period has expired, you will have to pay all amounts due under your Tenancy Agreement unless a replacement Tenant is found for your Room in accordance with this policy, or you enter a new Tenancy. To be considered a replacement Tenant, the individual must be a student eligible to book a room in the usual way.

Replacement Tenants – Before your Tenancy Start Date has occurred

3. If you have proposed a replacement Tenant prior to your Tenancy Start Date, the property manager has complete authority and power to decide whether to accept 

• a. accepts the proposed replacement Tenant and enters into a Tenancy Agreement with them;
• b. places the room back on general sale; or
• c. allocates the room to an alternative student on a waiting list to enter into a Tenancy Agreement.

We will release you from your Tenancy Agreement on the date seven days after any of the above has occurred.

Replacement Tenants – After your Tenancy Start Date has occurred

4. If a replacement Tenant is found for your Room after your Tenancy Start Date, the property manager will release you from your Tenancy Agreement from the start date of the replacement Tenant's new Tenancy Agreement. If you have occupied the Room prior to this, you will be charged £50.00 to cover our costs of preparing the Room for the replacement Tenant.

No Place, No Pay – applicable to 1st-year students only.

5. If you are a potential first-year undergraduate student and your offer of a place at your preferred University/Higher Education Institution is withdrawn by the University/Higher Education Institution as a result of you not achieving their required entry grades, you may be eligible to be released from your Tenancy Agreement. You may also be eligible to be released from the Tenancy Agreement if you are a potential first-year undergraduate student and you choose to go to a different University because you have exceeded your expected grades. To apply to be released from this agreement in the circumstances referred to above, you will need to share a copy with the property manager:

d. a written rejection letter from your chosen university/college or UCAS, or a screenshot of your UCAS status which confirms that the required results were not achieved; or

e. a copy of the proof of acceptance of your new university by UCAS adjustment.

6. These documents must be shared within 7 calendar days from the date your results are published. Please complete the Cancellation Form with your documents. Upon receipt of the required documentation, the property manager will verify it, and your Tenancy Agreement will be cancelled, and any deposit or advance rent paid will be refunded in full.

Cancellation Policy for International Students 

Once a booking is processed, the student has 5 days to accept the offer. It means the student and the guarantor must accept the contract and pay the £250 advance rent payment. (For bookings in England only. No Advance Rent Payment is required for bookings in Scotland.

Once these steps are done, the booking is completed. If any step is not completed within these 5 days, the offer will expire. If the student still wants a room, the property manager can re-process the booking, but cannot guarantee the same room or p the same price will be available.
 

International cancellation provisions

These additional cancellation provisions apply to any individual making a booking outside of the United Kingdom.

Cooling Off Period:
a. The provisions for the Cooling Off Period set out in the main Cancellation Policy shall apply.
b. Once the Cooling Off Period has expired, the Tenant remains liable for the rent for the whole length of the tenancy unless they want to cancel with one of these 3 conditions:

• No Place No Pay: the provisions for No Place No Pay set out in the main Cancellation Policy shall apply, save that this option shall not be available after the 31st August in the year the Tenancy Start Date is due to occur.
• No Visa, No Pay: If the student doesn’t receive their UK study visa, they must send the visa application rejection letter within 7 days of receiving it. Upon receipt of the required documentation, the property manager will verify it, and your Tenancy Agreement will be cancelled, and any deposit or advance rent paid will be refunded. This option shall not be available after the 31st August in the year the Tenancy Start Date is due to occur.
• No ATAS certificate, No Pay: Some international students coming to the UK to study in very specific fields need to apply for an ATAS certificate. (Academic Technology Approval Scheme). If a student’s ATAS certificate application is rejected, the student must send the ATAS certificate application rejection letter within 7 days of receiving it. Upon receipt of the required documentation, the property manager will verify it, and your Tenancy Agreement will be cancelled, and any deposit or advance rent paid will be refunded. This option shall not be available after the 31st August in the year the Tenancy Start Date is due to occur.

The cancellation requests, along with the proof documents, must be sent by the student to the property manager.