Fairchild House

Cancellation Policy

1. HOLDING DEPOSIT

On making your booking with CRM Students you will be asked to pay a Holding Deposit. Payment of the Holding Deposit constitutes your acceptance that the Holding Deposit is retained to secure your room in accordance with these terms and conditions.

You agree by us holding a deposit that the deadline to conclude the Tenancy Agreement following the receipt of the Holding Deposit fee shall be 14 days thereafter, or any other period agreed by us (the “deadline”).

By entering into the Tenancy Agreement your Holding Deposit converts to your refundable Security Deposit. If yourtenancy agreement is an Assured Shorthold Tenancy (AST) it will be protected in an independent government approved tenancy deposit protection scheme such as the Tenancy Deposit Scheme (TDS) unless otherwise stated on the sites web page, your Security Deposit will be refunded to you at the end of your tenancy if there are no outstanding arrears or damage to your room and/or communal areas.

By paying your Holding Deposit, you give us express consent to use the details provided by you to undertake searches against sanction lists maintained by the government of the United Kingdom, United States, and other countries we choose including those maintained by the United States Office of Foreign Assets Control (OFAC). This will not affect your rights and/or our obligations to you under the Data Protection Act 2018.

You have the right to ask us to not undertake such searches but in doing so we will not be able to progress your application.

CRM Students will make relevant checks to confirm your place at university and will then make you an Offer of Accommodation where you will receive your online Tenancy Agreement via the Student Portal.

The Tenancy Agreement sets out the full terms and conditions under which you agree to rent a room with the Landlord, your guarantor and CRM Students Limited as Agent.

You will need to log into your account, check your details, read yourtenancy agreement and sign the online contract before uploading relevant identification documentation.

You will be asked to pay the full years rent up front unless you have a UK based guarantor. If you have a UK based guarantor, you are able to pay your rent in 3 instalments. The first instalment needs to be paid 10 days before your contract starts. You will not be able to move into the property if this has not been paid. The second rent instalment is due in January and the final one in April. In some circumstances, we may be able to offer you a 4 part payment plan, as some student loans come through later, please contact us for more information.

If for any reason we are not able to make you an Offer of Accommodation we will contact you as soon as possible detailing reasons why or with an alternative solution. If we cannot offer an alternative or the alternative is not suitable we will refund your Holding Deposit in full via the original method the payment was made.

2. CANCELLATION BY YOU - 14 -DAY COOLING OFF PERIOD

If you choose to cancel your booking with CRM Students, you have 14 calendar days after receiving the original Accommodation Offer to do so to get a full refund of the Holding Deposit paid.

If you have made your booking less than 14 days before you scheduled check-in date, you may cancel your booking until the earlier of (a) 14 days after receipt of the Accommodation Offer email and (b) the date you actually check-in.

You may cancel your booking by sending an email to the relevant Accommodation Office email address listed on the individual sites contact details on www.crm-students.com. CRM Students will refund your Holding Deposit within 7 calendar days of cancellation. If you cancel your booking after the 14 calendar day cool off period, you will not get your Holding Deposit returned to you and you, and your guarantor if reasonable, will be required to meet the obligations set out within the Tenancy Agreement.

3. PERIOD BEFORE YOU ENTER INTO YOUR TENANCY AGREEMENT

The Landlord and CRM Students reserve the right to not return your Holding Deposit and cancel your booking on notice if:

3.1 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;

3.2 You provide us with relevant false or misleading information; and/or

3.3 We are prohibited from entering to the Tenancy Agreement because of the Immigration Act 2014.

4. PERIOD FROM AND INCLUDING WHEN YOU HAVE ENTERED INTO THE TENANCY AGREEMENT

If you have entered the Tenancy Agreement and you cancel your booking after the 14 calendar day cool off period, you will not get your Holding Deposit returned to you and you, and your guarantor if reasonable, will be required to meet the obligations set out within the Tenancy Agreement regardless of whether you have collected your keys.

If you cancel your booking and are able to find an eligible replacement tenant, subject to our agreement, you will be released from the contractual obligations as set out in the Tenancy Agreement. Any overpaid rent will be refunded to you, less an amount equal to your Holding Deposit as a cancellation fee. The site team will confirm your official release date. If you can provide proof that you fit into any of the following criteria we may agree to release you form your contract where:

• Your notice to cancel is within the 14 day cooling off period as set out in point2

• Your UK Visa application has been denied

• Extenuating circumstances e.g. ill-health

Where proof is provided in accordance with these terms and conditions and to our and the landlords 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.

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 within 72 hours of receiving your official confirmation:

• Supporting official evidence that your Visa was declined

• Written confirmation that you wish to cancel your booking

5. CANCELLATIONS AFTER YOU HAVE MOVED INTO THE ACCOMMODATION

5.1. We hope you have a happy stay in your accommodation, but if for any reason you decide to leave during your contracted term, the landlord may agree to release you from your contract. Providingthe conditions set out below are met:
5.1.1. You agree that you will not transfer or sublet the tenancy created by the Tenancy Agreement to anyone else without obtaining our written consent in-line with point 11.1(m) of the Tenancy Agreement. 5.1.2. You find a suitable replacement to take a new Tenancy Agreement for your room for the remaining period of your contract.
5.1.2.1. Replacement tenants must be 18 years old or over and enrolled as a full time student in a university or college in proximity to the accommodation. Where the accommodation has agreements with set universities the replacement may be restricted to that university. Please check with your Accommodation Team.
5.1.2.2. The incoming tenant must enter into a Tenancy Agreement with us and pay sums due within this agreement.
5.1.2.3. The incoming tenant, where reasonable, must provide a suitable Guarantor. TheGuarantor must accept the Terms and Conditions set out in the Tenancy Agreement.
5.1.3. Refunds due will not be processed until the replacement taking over the contract has signed the Tenancy Agreement, paid and moved into the accommodation.
5.1.4. If you do find someone to take over your contract, you will need to pay a £50 administration fee. 5.1.5. If you fail to find someone to take over your tenancy, you will be responsible for paying thefull rent until the end of your contracted time at the accommodation.

6. CANCELLATIONS BY CRM STUDENTS OR THE LANDLORD

Our terms and conditions require you to sign your Tenancy Agreement online within 14 calendar days of receiving the Offer of Accommodation. If you fail to sign your agreement within this timescale we may cancel your booking, giving notice by email, and you will forfeit any booking fee paid if it is outside the 14 calendar day cooling off period above.

If you fail to check-in on your accommodation start date and you have not signed your agreement we may cancel your booking at any time by giving notice by email. If you are outside the 14 day cooling off period your Holding Deposit will not be refunded.

Once you have signed your Tenancy Agreement it may only be terminated if we mutually agree to do so or in the circumstances set out in point 3 above.

7. 1ST YEAR STUDENTS WHO DO NOT GET A PLACE AT UNIVERSITY

This policy is site specific so please check with the individual site for confirmation.

You may be eligible to be released from your agreement, If you are a first year prospective undergraduate student and your offer of a place at your preferred university/higher education institution is withdrawn as a result of you not achieving the required entry grades or you have surpassed your required entry grades and choose to go to a different University.

In order to meet the criteria you will need:
-The site to have signed up to the policy – Check with the Accommodation Team directly.
-To provide a written rejection letter from your chosen university/higher education institute within 72 hours of your exam results being published
-To provide a copy of the acceptance letter from your new university.

8. ROOM AND TENANCY CHANGES

Change to Tenancy Length

If you wish to change your tenancy length you will be unable to shorten your tenancy, but you can choose to extend without charge up until the Tenancy Start Date (Subject to room availability). After the Tenancy Start Date an Administration fee of £50 will be payable should you wish to vary your Tenancy Agreement.

Room Swaps

If you wish to upgrade your room, or move to a different room type which is the same type as your original choice, you can do so free of charge up until the Tenancy Start Date subject to room availability. Room moves after the start date will be subject to room availability. An administration charge of £50 will be payable for the variation of the Tenancy Agreement.

Governing Law

These terms and conditions shall be governed in accordance with the laws of England and Wales.

Q. Can I live here?

You must be a full-time student, and be 18 years or older to live with us. 

Q. What are your contract lengths?

Each of our properties offers different contract lengths and room types.

Q. Do I have to pay a booking fee?

No booking fee is charged. When you accept your room offer, you’ll be asked to pay a deposit to secure your room which is secured with a deposit protection service and refunded at the end of your tenancy.

Q. Can I choose who I live with?

If you are applying to live with friends, you can mention the details for the same in the preference section while making a booking.

Q. When do I pay my rent?

When you accept your room offer, you'll be given three options for payment schedules. These are:

1. To pay your rent in full.
2. To pay your rent in three instalments spread throughout the year.

Q. Can I pay my rent from overseas?

You can pay your rent either online or by bank transfer depending on your chosen property. Please note that if you make your payment using a credit card or an overseas debit card, you will be required to pay a surcharge of 1.5%. Contact your chosen property directly for more information. 

Q. What can I do if my student loan hasn't arrived yet?

You can defer your rent instalments to be in line with your student loan payments if you wish. All requests for deferred payments must be made by 1st August in each academic year to the property team. You will be required to provide evidence of your student loan schedule to the property team in order for the payment plan to be set up. You will be required to pay two weeks rent 14 days prior to your contract start date, which will be deducted from the balance of your first instalment on the agreed date. A one-off admin fee of £50 will be charged and payable with the initial 2 weeks rent payment and this £50 admin fee will not be deducted from the balance of rent due.

 Q. Can I book if I'm under 18?

Students 18 or above are only allowed to stay here.

Q. What happens to my deposit?

Your deposit is placed into a deposit protection scheme, where it is held safely throughout the academic year and will be returned to you at the end of your contract subject to the contract terms.

Q. When do I get my deposit back?

Your deposit will be returned to you after your tenancy agreement has ended and your room has been inspected. The amount returned to you will depend on any outstanding charges and any damages found in your room or the communal areas in your flat. Please see your tenancy agreement for more information. The deposit can take up to 30 working days to be credited at the end of your tenancy period.

Q. Do I need a guarantor?

If you wish to pay your rent in three instalments, you will need a guarantor. Your guarantor must be a homeowner or in full-time employment. Some of our properties require guarantors to be UK-based, others can accept overseas guarantors.

Q. What if I want to cancel my booking?

Full allocation and termination policies are detailed for you within the booking pages of our website. As our termination policy states, you can cancel your application up to 14 days after the date we confirm your booking is complete (the Initial Cancellation Period). The full security deposit will be refunded. 

Q. Do I have to move out in the holidays?

No, your room is your room for the full contract period! You won't have to move out in the holidays, so you won't have to remove your belongings every term.