Lumya Cardiff

Definitions:
For the purposes of this Policy, Student, Tenant, Tenancy Agreement, and Booking Fee shall have the
meanings set out in the Tenancy Agreement and relevant housing legislation.
Booking Fee, Reservation and Offer of Accommodation

Payment and acceptance
On making a booking with property manager, the student will be asked to pay a Booking Fee. Payment of
the Booking Fee constitutes acceptance that the Booking Fee is retained to secure the room in
accordance with this Policy and the applicable terms and conditions.

Reservation period / Deadline
By paying the Booking Fee, the Deadline to finalize the Tenancy Agreement following receipt of the
Booking Fee shall be 14 calendar days thereafter, or any other period agreed by property manager. The reservation period is therefore 14 calendar days from the date of the Offer of Accommodation unless an alternative period is agreed.

University verification and Offer of Accommodation
property manager will make relevant checks to confirm the students’ place at university. Once verified, the
student will receive an Offer of Accommodation, and the online Tenancy Agreement will be made
available via the Booking App.

Steps to sign the Tenancy Agreement
During the reservation period, the Tenant must complete all application steps, provide any required
verification and sign the Tenancy Agreement. This includes:
• Logging into the account,
• Checking personal details,
• Reading the tenancy agreement and
• Signing the online contract.
Failure to do so may result in cancellation of the reservation.

Booking Fee
Your Booking Fee will be used to secure your room. Once you have successfully moved in, the
Booking Fee will be automatically deducted from your first rent instalment.

Rent payment timing and instalments
• Full-year payment: the full year's rent is payable upfront unless the Tenant has a UK based
guarantor.
• Instalments with a guarantor: if the Tenant has a UK-based guarantor, rent may be paid in 3
or 4 instalments.
• First instalment: 5 weeks before the contract start date (mandatory for move-in).
• Second instalment: September.
• Third instalment: January.
• Fourth instalment: April.

If accommodation cannot be offered
If for any reason property manager is unable to make an Offer of Accommodation, it will contact the
student promptly with reasons or an alternative solution and refund the Booking Fee in full via the
original payment method if no suitable alternative can be offered.

Cancellation by the Tenant within the cooling-off period
Standard cooling-off period
If the Tenant chooses to cancel the booking with property manager, the Tenant has 14 calendar days after
receiving the original Offer of Accommodation to do so and receive a full refund of the Booking Fee
paid.
Bookings made shortly before the tenancy start date
If the booking is made less than 14 days before the scheduled check-in date or tenancy start date,
the Tenant may cancel the booking until the earlier of:
(a) 14 days after receipt of the Offer of Accommodation email.
(b) the Tenancy Start Date on the Tenancy Agreement.
In practical terms, where a booking is made less than 14 days before the tenancy start date, the
cooling-off period ends on the tenancy start date.
How to cancel
To cancel the booking, the Tenant must send an email to the relevant Offer of Accommodation email
address listed on the individual site's contact details on www.lumyaliving.com
Refund timing
property manager will refund the Booking Fee within 10 working days of cancellation.

Effect of cancellation after the cooling-off period
If the Tenant cancels the booking after the cooling-off period has expired, the Booking Fee will not be
refunded and the Tenant and guarantor remain responsible for fulfilling the obligations set out in the
Tenancy Agreement, subject always to the specific release and withdrawal rights set out elsewhere in
this Policy.
Period before the Tenant enters into the Tenancy Agreement
Grounds on which property manager  may cancel before signature
property manager  reserves the right to withhold the Booking Fee and cancel the booking with notice if any
of the following occur:
• Property manager takes all reasonable steps to enter into the Tenancy Agreement before the
Deadline and the Tenant fails to do so, for example by not completing the application or not
providing guarantor details and supporting documentation in a timely manner.
• The Tenant provides false or misleading information.
• Property manager is legally prohibited from entering into the Tenancy Agreement, for instance
under the Immigration Act 2014.
Period from and including when the Tenant has entered into the Tenancy Agreement but before
move-in

Release from contract for first-year students (up to and including 20 August)
If the Tenant has entered into the Tenancy Agreement and wishes to cancel the booking after the
cooling-off period has expired, Property manager may release the Tenant from the contract up to and
including 20 August, provided the Tenant is a first-year prospective undergraduate student and the
offer of a place at the preferred university or higher education institution is either withdrawn
because the required entry grades were not achieved, or effectively surpassed such that the student
chooses to attend a different university.

Evidence required:
To meet the above criteria, the Tenant must provide property manager with:
A written rejection letter from the original university / higher education institution within 72 hours
of the exam results being published; and
(a) A copy of the acceptance letter from the new university. If the Tenant provides proof
in accordance with this Policy, and to the reasonable satisfaction of property manager, the Tenant
will be entitled to cancel the booking and will not be liable for the contractual obligations
under the Tenancy Agreement from the date of cancellation.

Deferment of university entry
If the Tenant chooses to defer university entry to the next academic year before the Tenancy Start
Date, property manager will cancel the Tenancy Agreement and refund any rent payments made, provided
the Tenant supplies the following information at least 1 week prior to the Tenancy Start Date:
(a) Written confirmation that the reservation is to be cancelled due to deferring
university entry to the next academic year; and
(b) Supporting written evidence from the university or UCAS confirming deferral. In
these circumstances, the Booking Fee will be retained as a cancellation fee.

Failure to get into the first university of choice / UCAS outcome changes
If the Tenant fails to gain the required qualifications and is not accepted into the first-choice
university or chooses to attend a different university because expected grades were exceeded, the
Tenant may cancel the Tenancy Agreement. First-year students may therefore be released from their
tenancy up to 20 August where university offers are withdrawn or changed due to examination
outcomes.

Notice and evidence timing:
Property manager will refund the Booking Fee and any rent payments made, provided the Tenant submits
the following within 72 hours of the exam results being published:
(a) written confirmation that the reservation is to be cancelled due to failing to obtain
the required grades for the first-choice university, or due to exceeding expected grades and
choosing to attend a different university; and
(b) supporting written evidence from the university or UCAS confirming rejection of
entry to the first-choice university, or acceptance at the new university.
If the Tenant meets these requirements, any Booking Fee and rent paid will be returned in full. If the
Tenant fails to provide the required information within 72 hours, any Booking Fee paid will be
retained as a cancellation fee.

Failure to obtain a UK visa before the tenancy start date
Students who fail to obtain a UK visa before the tenancy start date may cancel their tenancy.
Property manager will cancel the Tenancy Agreement and refund any rent payments made, so long as
the Tenant provides, within 72 hours of receiving the official confirmation: (a) supporting official
evidence that the visa was declined; and (b) written confirmation that the booking is to be
cancelled.
Where the eligibility criteria are met, any rent and Booking Fee payments made will be refunded.

National Code withdrawal rights
A Tenant may terminate the tenancy where the Tenant withdraws from, is excluded from, or is
refused admission to the institution of study. A Tenant may also terminate the tenancy where illness
results in a suspension of studies for a continuous period exceeding 60 days and this has been agreed
with the institution. In such circumstances, the Tenant must provide a minimum of four weeks'
written notice, supply reasonable evidence and vacate the accommodation by the stated departure
date.

Cancellation for any other reason
If the Tenant has entered into the Tenancy Agreement and wishes to cancel the booking after the
cooling-off period has expired, but does not meet the eligibility criteria set out above, the Booking
Fee will not be refunded and the Tenant and guarantor will remain responsible for all obligations
under the Tenancy Agreement, regardless of whether the keys have been collected. If the Tenant
cancels the booking but is able to find a suitable replacement tenant, subject to Property manager
approval, the Tenant may be released from the contractual obligations under the Tenancy
Agreement. Any overpaid rent will be refunded, less an amount equal to the Booking Fee, which will
be retained as a cancellation fee. The site team will confirm the official release date.
Cancellations after the Tenant has moved into the accommodation

Release from the Tenancy Agreement after occupation
Following occupation of the accommodation, cancellation will only be permitted where:
(a) a suitable replacement tenant is approved by property manager; or
(b) mandatory National Code withdrawal rights apply.
property manager may agree to release the Tenant and guarantor from the contract during the contractual
term, provided the conditions in this section are met.
No transfer or sub-letting
The Tenant must not transfer or sublet the tenancy to anyone else without property manager written consent, in accordance with the terms of the Tenancy Agreement.
Finding a replacement tenant - eligibility requirements Any replacement tenant must:
(a) be 18 years old or older and enrolled as a full-time student at a university or college
near the accommodation.
(b) where a site has agreements with specific universities, satisfy any restriction to those
institutions.
(c) enter into a new Tenancy Agreement with property manager and pay all sums due under
that agreement; and
(d) provide, where reasonable, a suitable UK-based guarantor who accepts the terms
and conditions of the Tenancy Agreement.

Refunds and fees where a replacement tenant is found
Refunds will be processed only once the replacement tenant has signed the Tenancy
Agreement, paid the required sums, and moved into the accommodation. An administration fee of
GBP 50 is payable if the Tenant successfully finds someone to take over the contract. More generally,
an administration fee may be charged for agreed contract variations in line with the Tenancy
Agreement.

No replacement tenant found
If the Tenant fails to find a suitable replacement tenant, the Tenant will remain responsible for paying
the full rent for the remainder of the contracted period.
Cancellation by property manager

Failure to sign within the reservation period / Deadline
Property manager requires the Tenancy Agreement to be signed online within 14 calendar days of
receiving the Offer of Accommodation, unless another period is agreed. If the Tenant fails to sign the
agreement within this timescale, Property manager may cancel the booking, giving notice by email or
otherwise confirming cancellation in writing. If the cancellation occurs outside the cooling-off period,
the booking fee will not be refunded.

Failure to check in as agreed
If the Tenant fails to check in on the accommodation start date and has not signed the Tenancy
Agreement, property manager may cancel the booking at any time by giving notice by email. If the Tenant
is outside the cooling-off period, the Booking Fee will not be refunded.

Position once the Tenancy Agreement has been signed
Once the Tenancy Agreement has been signed, it may only be terminated if property manager and the
Tenant mutually agree to do so or in the circumstances expressly set out in this Policy, including the
withdrawal, release and replacement-tenant provisions above.
Room and tenancy changes

Change to the length of term of the Tenancy
The Tenant may extend the length of the tenancy without charge, up until the Tenancy Start Date,
subject to room availability. The Tenant is not permitted to shorten the length of the tenancy.

Change to the Tenancy Start Date
If the Tenant wishes to change the tenancy start date, the Tenant should contact the local
Accommodation Team for assistance.

Room swaps and room move
The Tenant may upgrade the room or move to a different room of the same type as the original
choice free of charge, up until the Tenancy Start Date, subject to availability. Room moves after the
Tenancy Start Date will be subject to room availability and an administration charge of GBP 50 will
apply for the variation of the Tenancy Agreement.

Governing law
This Policy shall be governed by and construed in accordance with the laws of England.