Portland Green Student Village

Cancellation Policy

Cancellation- Within the 7-day " cooling-off period”

We operate a 7-day ‘cooling-off period’ upon receipt of the Advance Rental Payment.

If applicants cancel within these 7 days, the Advance Rental Payment will be refunded to the applicant.

The applicant will no longer be liable for the contractual obligations as set out in the tenancy agreement.

4. Cancellations- Outside of the 7-day “cooling off period”

If applicants wish to cancel their booking after the 7-day cooling off period, they will remain liable for the contractual obligations set out in the tenancy agreement.

Exceptions to this may be considered if proof is offered under the following circumstances:

• Your UK Visa application has been denied.
• You have failed to obtain the required qualifications to get into your first University of choice; or
• You are deferring your studies to the next academic year; or
• Extenuating circumstances e.g., ill-health, family circumstances.

If the applicant has failed to obtain their grades or their UK visa has been denied, then they must provide proof emailed to the site within 72 hours.

Upon receipt of the proof the applicant’s booking will be cancelled, and we will refund the Advance Rental Payment and 1st rental instalment. They will no longer be liable for the contractual obligations in the tenancy agreement.

If the applicant's reason for cancelling is extenuating circumstances, then proof must be emailed to the site and the request to cancel will be considered. Please be aware we are under no obligation to cancel under extenuating circumstances, and these will be dealt with on a case-by-case basis.

If you fail to send the proof within the 72-hour timescale, your Advanced Rental Payment will be retained.

If you fail to notify us until after the tenancy commencement date, you will be liable for the full contract unless under the grounds outlined in section 5.

All requests to cancel a booking must be made in writing via email to the site you have booked.

5. Cancellation after keys collected or commencement of the tenancy

Once the student has collected their keys or the tenancy start date has commenced, the student loses the right to cancel the tenancy unless they are seeking release under the following grounds:

• Have withdrawn from, been excluded from, or refused admission to their institution of study; or
• The occupant has been absent from their course for more than 60 days due to illness and has agreed with their higher education (HE) provider to suspend their studies.

If the student is seeking release on the above grounds, they must follow the below conditions:

• The tenant must provide a minimum of 4 weeks’ written notice.
• The notice must outline an intended departure date.
• The intended departure date must be the same day of the week the tenancy began. For example, if the tenancy began on a Saturday, the proposed departure day must also be a Saturday.
• The tenant is required, at the time of providing written notice, to give evidence that is reasonably satisfactory to the Property Manager of the tenant’s non-student status or suspension from studies due to illness (normally a confirming letter from the educational institution).
• The tenant must move out of the accommodation on or before the departure date stated in the notice.

If the student does not meet the above grounds, they remain liable for the full rent and obligations laid out in the tenancy agreement unless a suitable replacement is found to take over the tenancy and its contractual obligations.

The student agrees that they shall not transfer or sublet their tenancy to anyone else without obtaining written consent from the Property Manager. Only when a suitable replacement has been found and they have completed their booking, passed the required checks, and paid any rent due will they be eligible to be released from the tenancy liability.

For the avoidance of doubt, the student is liable for any rent from the start of their tenancy to the day before the new replacement tenancy begins. Once it has been confirmed that the student can be released from their liability, any overpaid rent (if applicable), including the Advance Rental Payment, will be refunded. Any refunds due will not be processed until the replacement occupier has collected keys and checked in.

If the student fails to find a replacement tenant, they remain liable for the full agreement and any contractual obligations outlined, including all rental payments due. There will be a £50 administration charge added to the account for the processing of any tenancy takeover, payable by the outgoing resident.

6. Cancellation by us

The Property Manager or the Landlord reserve the right to cancel your booking prior to you collecting your keys under the following circumstances:

• We take all reasonable steps to enter into the Tenancy Agreement before the deadline and you fail to do so, for example, if you fail to complete your application or provide guarantor details and supporting documentation in good time.
• You provide false or misleading information.
• We have determined, following screening searches, that you appear on sanctions lists and/or law enforcement databases.
• We are prohibited from entering into the Tenancy Agreement with you because of the Immigration Act 2014 (persons disqualified by immigration status). In this case, we can cancel your booking for this reason, and you will not be liable for the contractual obligations laid out in the Tenancy Agreement from the date of cancellation, irrespective of whether you have signed it.
• You fail to co-operate with any screening searches or additional information requests.
• You have not paid any rental or charge amounts due either from a previous tenancy with the Property Manager or for your pending tenancy with the Property Manager.