The Loom

Cancellation Policy Ireland: 2025-26

Cooling-off Period

To confirm your application and booking, you need to read and sign the Advance Licence Agreement (the “ALA”).

An advance payment of up to one week’s licence fee is required when booking (the “booking fee”). When you move in, this booking fee will be credited to your payment account with us (in respect of the first instalment of the licence fee) provided that you have met the terms in the ALA. 

Provided you have not collected your keys, you can cancel your booking in writing or by sending an email to the residence inbox within 7 days of signing the ALA. If you do this, you will receive a full refund of the fees paid to date. If you book your accommodation on or after 1 August 2025, your cooling-off period will reduce to 48 hours. 

Once you have signed your ALA, paid your booking fee online and the cooling-off period has passed, you have agreed to take up your place within the accommodation and are bound by the terms of the ALA including to pay the ALA fees, as and when those fees fall due under your ALA, in their entirety.

Except in very limited circumstances any subsequent request to cancel may require you to find a student, who is approved by aparto, to replace you. This carries an administration fee of €100.

Visas

It is the student’s responsibility to obtain and maintain visa status. Please ensure that you have the correct visa and college/university place before you arrive where necessary.

If you are denied a visa, please let us know as soon as possible. We can cancel your booking if you have applied for a visa and it has been refused, but you must please let us know, with evidence within 5 days of your visa being refused.

If your visa is delayed, please also let us know as soon as possible. We will try to hold your room for you while your visa is being processed, but you will be liable for any fees payable under the ALA in the meantime.

The following is applicable to first-year undergraduate and pre sessional post graduate intakes only:

If you are not successful in obtaining your place at your chosen university/college then don’t worry.  We will release you from the ALA and refund any advance fees paid if you provide proof that you did not obtain a place at a university/college which is within a reasonable distance from the accommodation booked. You will need to submit your request to cancel by email along with proof within five working days of confirmation that you have not received your place from the university / college or CAO.

Failure to Check In

Once you have moved into the residence, outside of the termination rights in clause 8 of the ALA, cancellation of the ALA will only be considered in exceptional circumstances. You may also be required to find a student, who is approved by aparto, to replace you. This carries an administration fee of €100.

You must have withdrawn from your University or College due to medical reasons and provide proof in the form of a withdrawal letter, signed on headed paper from the institution. You must also have a suitable letter from the doctor or medical institution detailing the issue of why you have withdrawn from University.

Cancellation for exceptional circumstances will not be granted where:

• you are still at University and have not withdrawn from your course;
• you have chosen to defer for a year for any reason other than above;
• you have left University of your own volition for any other reason, including not attaining correct funding or loan, or suitable grades during the year; or
• the University has removed you from the course for any reason including disciplinary.

Once a cancellation decision has been made, this decision is final and any appeal of this decision will be undertaken using the framework of the aparto complaints policy.

Refunds

For any refunds via international bank transfers a fee of €12 will be applied.

Part II - Summer and short stay bookings outside of academic term times and/or for holidays

Cancellation before you move in:

You are required to pay the full fees before the commencement date of the contract. Rooms are not secured or guaranteed until a full payment has been made. Summer and Short Stay bookings require a minimum of 5 working days’ notice from the commencement date to be valid.

Bookings made before 1st June 2026

• Summer or Short stay bookings made before 1st June 2026 can be cancelled before this date with no penalty and a full refund will be given. If a booking is cancelled on or after this date no refund will be given. If a booking is made after this date there will be a 5 day cooling off period in which the booking can be cancelled without penalty.
• If the person fails to arrive for check-in without written notice in the required time frame, and has paid the licence fee, then the full fee will still be charged.

 

License Fee

The “Licence Fee” included in the Advance Licence Agreement (the “ALA”) is indicative only. The Licence Fee will be set in the month the “Licence Period” included in the ALA commences at either the indicative rate or a lower rate in accordance with the rules contained in the Residential Tenancies Acts 2004-2024 on setting licence fees and rents in Rent Pressure Zones.         

The indicative “Licence Fee” included in the ALA has been calculated in accordance with the rules contained in the Residential Tenancies Acts 2004-2024 on setting licence fees and rents in Rent Pressure Zones, on the assumption that the percentage change in the rate of inflation as measured in the Harmonised Index of Consumer Prices (“HICP”) published by the Residential Tenancies Board in the month in which the licence period commences (or if the HICP value is not available for that month, the month immediately preceding the month in with licence period commences), will be an increase of at least 2% per annum since the Licence Fee for the room was last set. If either (i) the market rate for rooms in student accommodation or (ii) the HICP value is lower, the Licence Fee will be adjusted to the lower applicable rate in accordance with the legal requirements.