Carfax Quarter – Oxford

Cancellation Policy

Cooling Off Period:- 
If you choose to cancel your booking, you have 7 calendar days from the date you receive the original accommodation offer to do so and receive a full refund of the holding deposit paid. If you make your booking less than 7 days before your scheduled check-in date, you may cancel your booking until the earlier of:

7 days after receiving the accommodation offer email, or The tenancy start date on your tenancy agreement.
To cancel your booking, send an email to the relevant accommodation office email address listed in the contact details on the individual site. The property management will refund your holding deposit within 7 calendar days of cancellation. If you cancel your booking after the cooling-off period has expired, you will not receive a refund of your holding deposit, and you and your guarantor, if applicable, will be required to fulfill the obligations set out in the tenancy agreement.

Replacement Tenant:-
If you cancel your booking and find an eligible replacement tenant, subject to the property management's approval, you will be released from the contractual obligations outlined in the tenancy agreement. Any overpaid rent will be refunded to you, minus an amount equal to your holding deposit as a cancellation fee. The site team will confirm your official release date.

Cancellation After you have moved into the accommodation
The property management hopes you have a pleasant stay in your accommodation. However, if you decide to leave during your contracted term, the landlord may agree to release you from your contract provided the following conditions are met:

1.You agree not to transfer or sublet the tenancy created by the tenancy agreement to anyone else without obtaining written consent from the property management.

2. You find a suitable replacement to take a new tenancy agreement for your room for the remaining period of your contract.

2.1 Replacement tenants must be 18 years or older and enrolled as full-time students at a university or college near the accommodation. If the accommodation has agreements with specific universities, the replacement may need to be enrolled at one of those universities. Please check with your accommodation team.

2.2 The incoming tenant must enter into a tenancy agreement with the property management and pay all sums due under this agreement.

2.3 The incoming tenant, where applicable, must provide a suitable guarantor who accepts the terms and conditions set out in the tenancy agreement.

3.  Refunds due will not be processed until the replacement tenant has signed the tenancy agreement, paid, and moved into the accommodation. If you find someone to take over your contract, you will need to pay a £50 administration fee.

No Visa No Pay
Failure to obtain a UK Visa

If you fail to obtain a UK Visa before the start date of your tenancy, the property management will cancel your tenancy agreement and refund any rent payments made, so long as you provide within 72 hours of receiving your official confirmation:

1. Supporting official evidence that your visa was declined.

2. Written confirmation that you wish to cancel your booking.

Cancellation for any other reason

If you have entered into the tenancy agreement and you wish to cancel your booking after the cooling off period has expired and you do not fit into the property management's eligible criteria above, you will not get your holding deposit returned to you, and you and your guarantor, will be required to meet the obligations set out within the tenancy agreement regardless of whether you have collected your keys.

No Place No Pay
Period From & Including when you have entered into the Tenancy Agreement

If you have entered into the tenancy agreement and wish to cancel your booking after the cooling-off period has expired, the property management will release you from the contract up to and including 23rd August, provided you meet the following criteria and can provide sufficient evidence:

If you are a first-year prospective undergraduate student and your offer from your preferred university or higher education institution is withdrawn because you did not achieve the required entry grades, or you exceeded the required entry grades and choose to attend a different university.

To meet the criteria, you will need to:

Provide a written rejection letter from your chosen university or higher education institution within 72 hours of your exam results being published.
Provide a copy of the acceptance letter from your new university.
If proof is provided in accordance with these terms and conditions to the reasonable satisfaction of the property management and the landlord, you will be entitled to cancel the booking and will not be liable for the contractual obligations outlined in the tenancy agreement from the date of cancellation.

Other cancellation policies
Period Before You Enter Into Your Tenancy Agreement

The Landlord and property management reserve the right to not return your Holding Deposit and cancel your booking on notice if:

1. They 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;

2. You provide them with irrelevant false or misleading information; and/or

3. They are prohibited from entering to the Tenancy Agreement because of the Immigration Act 2014.

Cancellation By The Property Team or The Landlords

The terms and conditions require you to sign your Tenancy Agreement online within 14 calendar days of receiving the Offer of Accommodation. If you fail to sign your agreement within this timescale, the property management may cancel your booking, giving notice by email and you will forfeit any booking fee paid if it is outside the cooling off period above.

If you fail to find someone to take over your tenancy, you will be responsible for paying the full rent until the end of your contracted time at the accommodation.

If you fail to check-in on your accommodation start date and you have not signed your agreement, the property management may cancel your booking at any time by giving notice by email. If you are outside the cooling off period, your Holding Deposit will not be refunded. Once you have signed your Tenancy Agreement, it may only be terminated if you and the property management mutually agree to do so or in the circumstances set out above.

Change to Tenancy Length

If you wish to change your tenancy length, you will be unable to shorten your tenancy, but you can choose to extend without charge up until the Tenancy Start Date (Subject to room availability).

Tenancy Start Date

If you wish to change your tenancy start date, please contact your local accommodation team.

Room Swaps

If you wish to upgrade your room, or move to a different room type, which is the same type as your original choice, you can do so free of charge up until the Tenancy Start Date, subject to room availability.

Room moves after the start date will be subject to room availability. An administration charge of £50 will be payable for the variation of the Tenancy Agreement.

Governing Law

These terms and conditions shall be governed in accordance with the laws of England and Wales.