Hillfort House

Cancellation before check in:- 
1. Property manager may cancel your booking at its discretion at any time before you check-in to the property if:

(i) you have any rent arrears or owe any amounts/fees under any prior tenancy agreement or occupation contract with Property manager or any member of its group;

(ii) you have not paid the rent due by the rent date, according to the payment frequency chosen during the booking process;

(iii) you have not paid the damages deposit;

(iv) you have not provided your guarantor's signed guarantee agreement (a) within 14 days of signing your tenancy agreement/occupation contract, or (b) before your check-in date, whichever is the earlier; or

(v) you have not checked-in within 14 days of the start of the tenancy period/occupation period, unless you have made arrangements with the property team for late arrival. You will be liable for the rent up to and including the date of termination.

2. Property manager may terminate your tenancy agreement/occupation contract at any time before the first day of the tenancy period/occupation period if you are not able to start or continue your course of study at your chosen university or college. You must notify Property manager in accordance with the terms of Property manager’s 2025/26 Cancellation Policy.

TERMINATION DURING TENANCY PERIOD/OCCUPATION PERIOD

3. Property manager may terminate your tenancy agreement/occupation contract at any time during the tenancy period/occupation period if:

(i) you cease to be student in full time education in the United Kingdom;

(ii) you engage in any criminal or anti-social behaviour;

(iii) you breach or fail to observe any obligation or other term of your tenancy agreement or occupation contract; or

(iv) your property is located in Scotland or Northern Ireland, the rent is unpaid for 14 days after becoming due (whether legally demanded or not).

Property manager will comply with all applicable laws when terminating your tenancy agreement/occupation contract in these circumstances.

The effect of such termination will be to end the tenancy period/occupation period but will not release you from any outstanding obligation and you will still be liable for the rent up to and including the date of termination and any other payments due.

4. If your property is located in England, Property manager may apply to court for possession of the accommodation if any of the grounds numbered 2, 6, 7A, 8, 10, 11, 12, 13, 14, 15 or 17 in Schedule 2 of the Housing Act 1988 exist or arise.

5. If your property is located in Wales, Property manager may make a possession claim to court for possession of the accommodation in the circumstances set out in Chapters 3 and 7 of Part 9 of the Renting Homes (Wales) Act 2016.

Full details of the circumstances when Property manager can terminate your tenancy agreement/occupation contract are set out in your tenancy agreement/occupation contract. You are advised to read the tenancy agreement/occupation contract carefully.

Cancellation Policy related to bookings:-
A. COOLING-OFF PERIOD

You can cancel your booking in writing or by sending an email directly to the Property Team within 3 days of accepting your tenancy agreement. If you decide to cancel your accommodation booking within these 3 days, Property will arrange a full refund of your deposit and/or any payments you have made.

If you book your accommodation on or after 1 August 2025, your cooling off period will reduce to 24 hours only from the point you accept it. If you do cancel your booking within these 24 hours, Property will arrange the return of your full deposit and/or any payments you have made.

Please note that if you check in to your accommodation and collect the keys during the cooling-off period, the cooling-off period will immediately and automatically end at the point you accept the keys.

B. CANCELLING AFTER COOLING-OFF PERIOD HAS EXPIRED

If you wish to terminate your tenancy agreement after the cooling-off period has expired, there are some circumstances where you may be able to be released from your tenancy, e.g. if you can evidence that you are not/are no longer a student at university. In other cases, you may need to find a replacement tenant.

Please read the sections below and check whether any of the situations described apply to you.

To submit a cancellation request, please send an email or letter directly to your Property Team with supporting evidence as set out below. The Property Team will respond as soon as possible with a decision or requesting additional information to support your request. Please note that failure to send any, or insufficient, official written evidence supporting the reason for your cancellation request may delay a decision being made.

Property assess all cancellation requests on a case-by-case basis.

The following procedure applies to the below:

• Failed to receive the grades needed to take up your University place at the start of the 2025/26 academic year.

• Failed to obtain visa needed to take up your University place at the start of the 2025/26 academic year.

• The pre-sessional English language course required to take up your University place is cancelled.

• University entry is deferred from the start of the 2025/26 academic year until the start of the 2026/27 academic year.

If you’ve confirmed your Property Manager accommodation but then can no longer attend the affiliated University for the 2025/26 academic year for one or more of the above reasons, you may be able to cancel. Please email or write to your Property Team explaining the reason(s) you need to cancel and enclosing official written evidence from the relevant University and/or Summer School and/or UCAS and/or visa authorities/embassy supporting the reason(s) why you cannot attend the relevant University.

If sufficient evidence is provided to our satisfaction, you will be eligible for release from your tenancy agreement from the date of our approval of your cancellation request (which will not be earlier than the date Propertyreceive satisfactory evidence). You will remain liable for the Rent from the Tenancy Start Date until the date of approval of your cancellation request. Property will arrange to return your deposit if any was paid. However, if you have already moved into your Accommodation, the deposit will be subject to deductions for any unpaid rent for the period of occupancy of the Accommodation up to the approved cancellation date, as well as any charges related to the condition of your room/flat upon your departure.

The following procedure applies to the below:

• Eviction from University

• Voluntary withdrawal from University

Cancelling your tenancy agreement for one of the above reasons is subject to approval at Property Manager’s sole discretion. Property will consider cancellation requests for these reasons on a case-by-case basis.

Please email or write to your Property Team explaining the reason why you would like to cancel your tenancy and enclosing official written evidence from the University supporting the reason for your request.

Please note that until a decision is made by Property Manager you will continue to be liable for the rent.

If your cancellation request is approved, you will be released from your tenancy agreement from the date of our approval (which will not be earlier than the date Property receive satisfactory evidence supporting the request). You will remain liable for the Rent from the Tenancy Start Date until the date of approval of your cancellation request. Property will arrange the return of your deposit if any was paid; however, if you have already moved into your Accommodation, the deposit will be subject to deductions for any unpaid rent for the period of occupancy of the Accommodation up to the approved cancellation date, as well as any charges related to the condition of your room/flat upon your departure.

The end of the academic year, or the conclusion of any examination period, does not qualify for release from the tenancy and tenants will remain liable for the full tenancy period in their tenancy agreement. For the avoidance of doubt, you will remain fully liable for the entire duration of the tenancy agreement regardless of the academic calendar or exam schedules.

The following procedure applies to the below:

• Change of mind.

• Booked different accommodation.

• Accepted onto a placement or exchange programme.

• Single semester course.

• Classes temporarily or permanently being delivered online.

• Decide to commute to your University city.

If you do not wish to live at Property Manager for one or more of the above reasons you will be required to find a replacement person to take over your tenancy. YOU ARE ONLY PERMITTED TO DO THIS UNTIL 31 MAY 2026. FROM AND INCLUDING 1 JUNE 2026 A TENANCY TAKEOVER IS NOT POSSIBLE.

The replacement person must be a student and match the preferences of the accommodation (e.g. female-only flat), and you must not have any rent arrears. Also, an existing resident/an individual who has a completed 2025/26 room booking with Property Manager cannot be used as a replacement person.

A TENANCY TAKEOVER FEE OF £50 WILL APPLY. This fee is non-refundable and covers the costs associated with changing your tenancy agreement.

The replacement person must sign a contract for the entire length of your tenancy agreement and secure this with payment of the deposit. If a replacement person is found, you will be released from your tenancy agreement from the start date of the replacement person’s tenancy period, provided that the replacement person has signed their tenancy agreement and any applicable cooling-off period has expired. Property Manager will also return your deposit (minus any deductions relating to unpaid rent and/or to the condition of your room/flat upon your departure). PLEASE NOTE THAT YOU WILL REMAIN LIABLE FOR THE RENT UNTIL THE REPLACEMENT PERSON HAS SIGNED THEIR TENANCY AGREEMENT AND PAID THE DEPOSIT, ANY APPLICABLE COOLING-OFF PERIOD HAS EXPIRED AND THEIR TENANCY PERIOD HAS STARTED.

4-Instalment Plan:51-Week Tenancy Instalment Plan (Approx. Weeks Paid)

• August: Payment for 5 weeks

• October: Payment for 17 weeks

• January: Payment for 17 weeks

• April: Payment for 11 weeks

4-Instalment Plan: 44-Week Tenancy Instalment Plan (Approx. Weeks Paid)

• August: Payment for 4 weeks

• October: Payment for 15 weeks

• January: Payment for 15 weeks

• April: Payment for 10 weeks

 

9-Instalment Plan: 51-Week Tenancy Instalment Plan (Approx. Weeks Paid)

• August: Payment for 6 weeks

• October: Payment for 6 weeks

• November: Payment for 6 weeks

• December: Payment for 6 weeks

• January: Payment for 6 weeks

• February: Payment for 6 weeks

• March: Payment for 6 weeks

• April: Payment for 6 weeks

• May: Payment for 6 weeks (may vary slightly by +1% depending on property)

9-Instalment Plan: 44-Week Tenancy Instalment Plan (Approx. Weeks Paid)

• August: Payment for 5 weeks

• October: Payment for 5 weeks

• November: Payment for 5 weeks

• December: Payment for 5 weeks

• January: Payment for 5 weeks

• February: Payment for 5 weeks

• March: Payment for 5 weeks

• April: Payment for 5 weeks

• May: Payment for 5 weeks (may vary slightly by +1% depending on property)