iQ Stephenson House, Newcastle Upon Tyne

Cancellation by IQ

iQ Student Accommodation reserves the right to cancel your booking on notice if:

1. You notify us after the Deadline that you have decided not to enter into the Tenancy Agreement;
2. We 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;
3. You provide us with relevant false or misleading information;
4. We are prohibited from entering into the Tenancy Agreement with you because of the Immigration Act 2014 (persons disqualified by immigration status). In the case we cancel your booking for this reason, you will not be liable for the contractual obligations laid out in the Tenancy Agreement from the date of cancellation, irrespective of whether you have signed it;
5. you have not paid any amounts that fall due before your tenancy start date (including any previous year’s rent or damage charges); and/or
6. you have committed any breach of the Tenancy Agreement in any previous tenancy agreement with us.

If your booking is canceled in such circumstances, any Booking Fee you have paid will be retained by IQ.

Failure to collect your key within timeframe:-

If you enter into the Tenancy Agreement, and you then fail to collect your key within 5 weeks of your Tenancy Start Date, iQ Student Accommodation reserves the right to: (a) cancel your booking and terminate the Tenancy Agreement and (b) re-let your room. 

In these circumstances any rent paid by you (including any Booking Fee allocated to the first payment of rent) will not be refunded to cover any losses incurred by us for empty unlet rooms.  This provision takes precedence over any provisions in the Tenancy Agreement.

Cancellation by you – prior to collecting your key:-

If you have entered into the Tenancy Agreement and you wish to cancel your booking, you will remain liable for the contractual obligations set out in the Tenancy Agreement and you may not cancel the booking unless you can provide proof that you fit any of the following criteria and have not yet collected your key, and provide the evidence required within the timescales as detailed below:

1. you notify us of your intention to cancel your booking prior to 1 August or, if your Tenancy Start Date (as defined in your Tenancy Agreement) is in any month other than September, 28 days before your Tenancy Start Date.
2. you notify us of your intention to cancel within 7 days of payment of your Booking Fee (if you have paid a Booking Fee) and you have not collected your keys.
3. Your UK Visa application has been denied.
4. You have not obtained the required qualifications to get into your first University of choice
5. You are deferring your university entry.

Where proof is provided in accordance with these terms and conditions and to our reasonable satisfaction, you will be entitled to cancel the booking and you will not be liable for the contractual obligations laid out in the Tenancy Agreement from the date of cancellation.

Evidence required where there is a cancellation by you:-

1. Notify us of your intention to cancel within 7 days of payment of your Booking Fee (if you have paid a Booking Fee) and you have not collected your keys.
2. No further evidence is required beyond notifying us, and your Booking Fee will be returned to you.
3. Notify us of your intention to cancel prior to 1 August or 28 days before your Tenancy Start Date if your Tenancy Start Date is in any month other than September but more than 7 days after the payment of your Booking Fee (if you have paid a Booking Fee).

No further evidence is required beyond notifying us. Your Booking Fee (if you have paid a Booking Fee) will be retained as a cancellation fee.

Failure to get in to your first university of choice:-

Should you fail to gain the required qualifications and are not accepted into the University you stated as your first choice, or you choose to go to a different University because you have exceeded your expected grades, you may cancel your Tenancy Agreement and we will refund any Booking Fee and any rent payments made so long as you provide the following information within the timescales mentioned below:

1. Written confirmation from you that you wish to cancel your reservation due to having failed to obtain the required grades for your first choice University or you have exceeded your grades; and
2. Supporting written evidence from the University or UCAS rejecting your entry/acceptance of your new university.

This information must be provided to us within 72 hours of your exam results being published to be eligible for a Booking Fee refund (if you have paid a Booking Fee). In these circumstances, any Booking Fee and rent payments will be returned in full within four weeks. If you fail to provide the information within 72 hours of your exam results being published, any Booking Fee will be retained as a cancellation fee.

Failure to obtain a UK Visa:-

If you fail to obtain a UK Visa before the start date of your tenancy, we will cancel your Tenancy Agreement and refund any rent payments made so long as you provide the following information:

1. Written confirmation from you that you wish to cancel your reservation; and
2. Supporting official evidence to show that the Visa was declined.
3. This supporting evidence should be supplied to iQ Student Accommodation within 72 hours of you receiving official confirmation. In these circumstances, any Booking Fee and any rent paid will be returned to you within 4 weeks.

Deferment of University entry:-

If you choose to defer your university entry to the next academic year before the start date of your tenancy, we will cancel your Tenancy Agreement and refund any rent payments made as long as you provide the following information:

1. Written confirmation from you that you wish to cancel your reservation due to deferring your university entry to the next academic year; and
2. Supporting written evidence from the University or UCAS to confirm deferral

In these circumstances, any Booking Fee will be retained as a cancellation fee.

Where the reason for cancellation is not one of the five matters listed above (e.g. you have changed your mind, booked a different accommodation, voluntarily withdrawn your university entry), you will remain liable for the full contractual rent, unless and until a replacement tenant is found for your accommodation. You are responsible for finding an eligible replacement tenant, although site staff will assist where possible.

If you wish to cancel the booking and a replacement tenant is found, subject to our agreement, you will be released from the contractual obligations set out in the Tenancy Agreement. Once the new replacement tenant has signed their Tenancy Agreement and paid any rent due, any  overpaid rent money will be refunded to you, less an amount equal to your Booking Fee (if you have paid a Booking Fee) as a cancellation fee  

Please note that all tenancies commence on a Saturday; therefore the relevant site team will confirm your official release date from your contractual obligations under the Tenancy Agreement.

Cancellation by you –  Earlier of key collection or commencement of Tenancy Start Date

Once you have collected your key or the Tenancy Start Date has passed, the only way to release yourself from the Tenancy Agreement is to find a replacement tenant who will take on the full contractual obligations under the Tenancy Agreement.

If a replacement Tenant is found for your Room after your start date, we will release you from your Tenancy Agreement from the start date of the replacement Tenant's new Tenancy Agreement (Please note that all tenancies commence on a Saturday). If you have occupied the Room prior to this, you will be charged £50.00 to cover our costs of preparing the Room for the replacement Tenant.

Q. Is the site secured?
The site covered by CCTV and has onsite security staff, with staff present 24 hours a day. There is also a digital entry system at the building. 

Q. Can I book if I'm under 18?

We require that all tenants living at one of our buildings in England and Wales are over the age of 18 at the time of moving in. You may book if you are 17, but only if you will have turned 18 before you move in. Exceptions to this rule are available in selected cases through prior arrangement with a university or institution. 

Q. Can I bring a TV?

If you want to bring a TV, check that your room has a TV point and don’t bring one larger than 21”. You can’t mount your TV on the wall, so make sure it’s free-standing. While all TVs provided by iQ in communal areas accessed by all residents are covered by a TV Licence, you will need to buy your own licence if you bring your own TV or if there is one already in your room or shared kitchen & living area. 

Q. Can I bring pets?

No

Q. Can I choose where my room is in the building?

Yes, you can specify where you would like your room to be – from those which are still available – at the time you book.

Q. Can I have overnight guests?

Yes. It's your home so you can have guests staying over occasionally, but we would ask you to respect your fellow residents and let your site team know. You are responsible for the behaviour of any guests you bring.

Q. Can I move out early?

You can move out whenever you are ready but the contract you have is a Fixed Term Tenancy Agreement and you will still need to pay the full rent until the end of the agreement. In exceptional circumstances, the Property Manager may decide to grant an early release from the tenancy.

Q. Can I smoke in my room?

No

Q. Can I swap my room?

It may be possible to swap or change your room once you have moved in, subject to availability. A room change fee will apply. 

Q. Do I have to be home by a certain time each night?

No, it’s up to you when you come in. If returning late at night, please respect your fellow residents and keep noise to a minimum.

Q. Do you provide bedding?

No

Q. Does the building permit the use of drugs at its accommodation?

No, drugs are not permitted and prohibited items will be confiscated. The tenancy agreement gives the right to confiscate substances, including ‘legal highs’ without the consent of the resident.

Q. How do I get my post / mail?

Your post will be delivered to a lockable post box for your flat. Larger items or those that require a signature on delivery will be retained by Reception. You will be notified if Reception receive an item for you, and you should collect it as soon as possible.

Q. In the event of a fire, how can I trust that my accommodation is safe?

The safety and security of our residents is our number one priority. All of our sites are fully compliant with current safety standards. Our accommodation has fire alarm systems in place as well as fire prevention equipment, and we carry out regular testing and evacuation drills. Our building is also regularly audited by external, independent consultants.

Q. Is there internet access on-site?

Yes, the site is equipped with WiFi, accessible throughout the building at no extra charge. This service is provided by our internet partners, ASK4. If you have any issues with connecting, you can find their contact details in the resident handbook you will receive on arrival.

Q. Will my flat be cleaned?

You are responsible for keeping your own space clean. It's our responsibility to keep the common areas like the social spaces, reception and laundry clean.