Cancellation Policy | Alma Place

Flexible Booking Policy

We know it remains a very difficult time for all students looking to plan their studies for the 2021/2022 academic year. While it is impossible to know how the global health crisis will evolve between now and September 2021 and we remain hopeful for a normal opening of our new buildings. Until there is more certainty globally, we want you to be able to book with us in confidence with our Booking Commitment.

If your circumstances change and you would like to cancel your booking, then the following will apply:

If you provide written notice of your booking cancellation within the ‘7-day cooling off period’, and prior to your move in date you will receive a full refund.

Travel Restrictions

If government travel restrictions in the UK or your home country prevent you from travelling to the UK. Depending on circumstances, we will either postpone your contract start date or cancel your booking at your request.

Face-to-face teaching delayed or your course is postponed

If your course start date is postponed or your course moves online, and you wish to adjust your contract start date. We will adjust your start date at your request and at no additional cost to you, to match the starting month of your course.

Isolation or Quarantine Required

If you are required to quarantine for 2 weeks upon arrival to the UK or required to isolate at any point, our dedicated team at the community are available for your well-being and will provide regular health checks to ensure you are safe and well. We will support you with the delivery of any food or medicine that you require to your door.

Course Cancellation

If your course is no longer running then we will cancel your booking at your request.

Each of the protections above will be subject to the relevant written verification within the specified timeframe and only apply to situations resulting from Covid-19. For further information on this policy please see our Booking Terms and Cancellation Policy.

Booking Terms & Cancellation Policy

1. Booking Terms

1.1. The Landlord agrees to conduct reference checks or verification (if required) of the Tenant’s information without delay after payment of the Holding Deposit.

1.2. The Tenant agrees (subject to approval of this Booking by the Landlord) that when the Tenant signs and returns the Booking and Tenancy Agreement to the Landlord this shall constitute authority for the Landlord to counter-sign and complete the Tenancy Agreement without delay once Part 1 of the Rental Requirements have been satisfied in full and the Landlord has notified the Tenant that the Booking has been accepted. This Tenancy Agreement will then be a binding legal contract and a copy will be available from the Residents Portal.

1.3. The Tenant agrees to provide an eligible and acceptable Guarantor who shall complete a Guarantor Agreement if the Tenant is a UK citizen and chooses not to pay the Total Rent prior to the Start Date or if the Tenant is under the age of 18 at the date of signing the Tenancy Agreement the Tenant agrees to provide an eligible and acceptable Guarantor who shall complete a Guarantor Agreement whether the Tenant is a UK citizen or a non-UK citizen. If the Tenant is a non-UK citizen, the Tenant agrees that in lieu of a Guarantor, they must pay all of the Total Rent in advance.The Landlord has provided the Tenant with a copy of the Landlord’s Privacy Policy (such policy is also available in full at novelstudent.com/privacy-policy and the MHCLG “How to Rent” checklist. The Landlord advises that the Tenant should read these documents before submitting this Booking.

1.3.1. The parties acknowledge and agree that where the Property is ready for occupation when the Tenancy is granted copies of the Energy Performance Certificate and gas safety certificate (if relevant) for the Property are available via the Residents Portal. Where the Property is not yet ready for occupation the Energy Performance Certificate and gas safety certificate (if relevant) for the Property will be made available via the Residents Portal prior to the Move-In Date.

2. Cancellation Policy

2.1. Either party may terminate this Booking (and the Tenancy Agreement, if completed) by sending an email to the other party at any time during the 7 days after the date of this Booking (the “7 Day Cooling-Off Period”) unless the Move-In Date has occurred before then. If the Booking is cancelled during this period the Landlord will not charge the Tenant any sums due under the Tenancy Agreement and any Holding Deposit, Deposit, or advance of the Total Rent paid to the Landlord will be returned to the Tenant.

2.2. If the Tenant is a prospective first year undergraduate student and the Tenant’s offer of a place at the University is withdrawn for one of the following reasons:

2.2.1. by the University as a result of the Tenant not having achieved the required entry grades; or

2.2.2. if the Tenant chooses to go to a different University as a result of having exceeded the Tenant’s expected grades; or

2.2.3. the Tenant’s place at the University is withdrawn as a result of the Tenant’s student visa being denied; the Tenant may be eligible to be released from this Booking (and the Tenancy Agreement, if completed) provided the Tenant supplies the Landlord with the following evidence:

in respect of clause 2.2.1, a copy of the written rejection letter from the University or a screen shot of the Tenant’s UCAS which confirms that the required results were not achieved for the University; or
in respect of clause 2.2.2, a copy of the proof of acceptance of your new University by UCAS adjustment; or
in respect of clause 2.2.3, a copy of written rejection letter from the University which confirms that the Tenant does not have the relevant Visa and a copy of the relevant Visa rejection correspondence

2.2.4. The Tenant must send the documents to the Landlord via email within 7 days from the date the Tenant’s results are published or within 7 days from the date the relevant Visa rejection correspondence is received. The Landlord will verify the documents and the Tenant will be obliged to supply any additional information requested by the Landlord. Provided that the Landlord is satisfied with the documents provided this Booking (and the Tenancy Agreement, if completed) will be cancelled and any Holding Deposit, Deposit or advance of the Total Rent paid to the Landlord will be refunded to the Tenant.

2.3. The Landlord may terminate this Booking (and the Tenancy Agreement, if completed) if the Tenant;

Fails to provide the documents set out in Part 2 of the Rental Requirements; or
Fails to take occupation of the Unit within 7 days of the Move-In Date (save where prior arrangement has been made between the Landlord and the Tenant).

2.4. To the extent provided by law, the Landlord shall not be liable to pay damages to the Tenant if the Landlord cannot give possession of the Unit to the Tenant on the Move-In Date for reasons beyond the Landlord’s reasonable control and in such case the Tenant shall not be liable to pay any part of the Total Rent or perform any of the other Tenant’s obligations prior to the date on which possession of the Unit can be given. The Tenant may terminate this Booking (and the Tenancy Agreement, if completed) if the Landlord is unable to give possession of the Unit to the Tenant within 90 days of the Move-In Date and any Holding Deposit, Deposit or advance of the Total Rent paid to the Landlord will be refunded to the Tenant.

2.5. Following cancellation of this Booking (and the Tenancy Agreement, if completed) in accordance with this clause the Landlord will be entitled to re-market the Unit immediately to other prospective tenants.

3. Holding Deposit

3.1. The Holding Deposit will be paid on the date of this Booking and is equal to one week’s rent.

3.2. The Landlord and Tenant agree as follows:

The Holding Deposit will be held by the Landlord for a maximum of 14 days whilst the Landlord carries out reference checks and reviews the documents required under Part 1 of the Rental Requirements.
A copy of the draft Tenancy Agreement was provided to the Tenant prior to the Holding Deposit being paid.
The Holding Deposit will be applied as a credit to any portion of the Total Rent due if the Tenancy is granted or refunded to the Tenant according to the terms of the Cancellation Policy in this Booking if the Booking is cancelled or retained by the Landlord in accordance with clause 3.3 below.

3.3. If the Holding Deposit has been paid to the Landlord but the Tenancy Agreement has not been completed within 14 days after the Holding Deposit was taken and the Tenant does not qualify for a cancellation under terms of this Booking, the Holding Deposit will be forfeited to the Landlord in the following circumstances:

Where the Tenant provides false or misleading information when deciding to rent the Unit;
If the Tenant fails the right to rent checks referred to in the Booking;
If the Tenant fails to take all reasonable steps to enter into a Tenancy Agreement where the Landlord has taken all reasonable steps to do so.

3.4. If the Holding Deposit has been paid to the Landlord and the Tenancy Agreement has been completed but the Tenant withdraws from renting the Unit as set out in clause 2.3(b) above the Holding Deposit will be forfeited to the Landlord.

4. COVID-19 Cancellation Policy

4.1. In addition to any cancellation rights listed in clause 2 of this Booking, the Tenant may cancel this Booking or modify terms of the Booking (and the Tenancy, if completed):

4.1.1. if the Tenant lives in a country that has government-imposed travel restrictions in place by either the home country or the United Kingdom and/or local government that prevent the Tenant from traveling or arriving to the Property to taking possession of the Unit. If the restrictions are for an indeterminate amount of time, the Tenant may cancel the Booking (and the Tenancy, if completed). If the restrictions have a published ending date, the Tenant may post-pone the Move-In Date up to the published ending date.

In respect of clause 4.1.1, the Tenant must provide written notice to the Landlord of their desire to cancel or modify the Move-In Date no later than 7 days prior to the Move-In Date and must show evidence of the government-imposed restrictions.

4.1.2. if the Tenant’s University and programme of study delays full-time or part-time face-to-face teaching programmes, the Tenant may postpone the Move-In Date until face-to-face teaching commences, either full-time or part-time. This clause applies only if no face-to-face teaching occurs.

In respect of clause 4.2.1, the Tenant must provide written notice to the Landlord of their desire to modify the Move-In Date no later than 7 days prior to the Move-In Date and must show evidence of lack of face-to-face teaching for their specific courses of study for the term in question.

4.1.3. if the Tenant’s University cancels the study programme and course, the Tenant may cancel the Booking (and the Tenancy, if completed).

In respect of clause 4.1.3, the Tenant must provide written notice to the Landlord of their desire to cancel the Booking (and the Tenancy, if completed) no later than 7 days prior to the Move-In Date and must show evidence of the cancellation of the study programme and course on official correspondence to the Tenant from the University.

4.2. All aspects of this COVID-19 Cancellation Policy apply only until the Tenancy is granted at Move-In. After this occurs, the Tenancy governs any rights to termination from both parties.

4.3. If the Booking is cancelled during this period for any reason listed in clause 4, the Landlord will not charge the Tenant any sums due under the Tenancy Agreement and any Holding Deposit, Deposit, or advance of the Total Rent paid to the Landlord will be returned to the Tenant. If the Tenancy’s Move-In Date is postponed or otherwise adjusted, any portion of the Total Rent will not be charged for the pro-rata share of days it is postponed, and any amounts paid by the Tenant will be credited to the Tenant’s account.