Vincent Place, Southampton

CANCELLATION POLICY RELATING TO BOOKINGS FOR ACADEMIC YEAR 2022/23

A. During cooling-off period

You can cancel your booking in writing or by sending an email directly to the Property Team within 7 days of accepting your tenancy agreement. If you decide to cancel your accommodation booking within these 7 days, we’ll arrange a full refund of your deposit.

If you book your accommodation on or after 1 August 2022, 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, we will arrange the return of your full deposit.

Please note that at the point you receive your key and check in to your accommodation, the cooling-off period will immediately and automatically end.

B. 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 provide evidence that you are not/are no longer a student at university. In other cases, you may need to find a replacement tenant.

To put in a cancellation request, please send an email or letter directly to your Property Team. They will respond as soon as possible, letting you know if there is any extra information you need to provide.

The following procedure applies to the below:

• Failure to receive grades (all academic years)
• Failure to obtain visa (all academic years)
• Studying in an alternative city where Student Roost accommodation is unavailable
• The pre-sessional English language course required to take up your University place is canceled
• Deferment of University entry (all academic years)
• Eviction from University
• Voluntary withdrawal from University

If you’ve confirmed your accommodation but then can longer attend the affiliated University for one or more of the above reasons, you may be able to cancel. If this has happened to you, please email or write to your Property Team immediately, explaining the reason(s) you need to cancel. You must also provide official written evidence from the relevant University to your Property Team within 3 calendar days of the results or decision being published or reached. 

If you have changed your mind about your choice of University and wish to study in a different city, we will seek to place you in Student Roost accommodation in that city, if such accommodation is available. If alternative Student Roost accommodation is unavailable, and you provide sufficient evidence of your change in circumstances as set out above, you will be eligible for release from the tenancy agreement and we will arrange the return of the full deposit (minus any deductions that apply if you have moved in).

The following procedure applies to the below:

1. Change of mind
2. Booked different accommodation
3. Accepted onto a placement
4. Single semester course
5. Classes temporarily or permanently being delivered online, or decision to commute to your University city

If you do not wish to live at Student Roost for one or more of the above reasons, you will be required to find a replacement person to take over your tenancy. The replacement person must be a student and match the preferences of the accommodation (e.g. female-only flat).

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. 

Please note that your deposit will be retained and you will remain liable for all accommodation fees until a replacement person is found and their tenancy starts.

If a tenancy release is not granted, you will be required to find a replacement person before you are released from your tenancy. If you are granted a tenancy release, we will arrange the return of your deposit (minus any deductions relating to the condition of your room/flat upon your departure).

Q. Why should I live at Vincent Place?

We want you to have the best student experience possible. That means going beyond just providing somewhere comfy and practical to live, to ensure you feel safe and happy. And we have staff on-hand 24/7 to ensure that’s the case. It’s why we’ve been awarded an International Accommodation Quality Mark and have been voted Best Value for Money 2016 in the National Student Housing Survey, the question should really be, why should I not stay at Vincent Place?

Q. Do I have to be a student to live with Vincent Place?
To take out a tenancy with us you need to be eligible for council tax exemption. This applies to all full-time students and some part-time students. If you’re unsure, your university or college should be able to let you know.

Q. Do I need to take out contents insurance?
No, you do not. Contents insurance is automatically included with your rent. When you arrive we’ll provide you with details of the policy.

Q. Can I connect to the internet?
Absolutely. A superfast internet connection is available in every Vincent Place bedroom.

Q. Do I need to move out during the holidays?
Your Vincent Place contract is for a fixed length of time – so your room is yours throughout that period. That means that you don’t have the hassle of moving your belongings out during the Christmas or Easter vacations, and you can choose to stay in your property over these holidays if you want. It’s usually possible to book additional accommodation over the summer period if you want to stay then too. But we advise booking early to ensure rooms are available.

Q. Do you have staff at your property?
Vincent Place home has a team of trained staff on site to respond to meet your needs. Their job is to make your Vincent Place experience as enjoyable as possible. On-site management offices are open Monday to Friday and will answer any questions, respond to any issues, offer advice and ensure a friendly face is there to greet you every day.

Many of our properties also have a highly skilled team of caretakers who are available around the clock. They’re there to resolve any maintenance issues quickly and efficiently – keeping the site safe and secure. Security guards also support the caretaker team on most sites to ensure there’s a 24/7 presence.

Q. How safe is Vincent Place property?
Vincent Place takes safety seriously. Many of our properties have a member of staff or security guard on site 24 hours a day, 7 days a week, to ensure help is always at hand should the need arise. Please check with your chosen location to see if this service is available.

Electronic door entry systems, intercoms and CCTV ensure that everyone who lives with us enjoys a high standard of security and the safest possible environment. So they can get on with enjoying themselves.

Q. What happens if I have a maintenance problem?
Every Vincent Place home has a dedicated caretaker team to respond to and solve your maintenance issues. We respond to every issue quickly and, if possible, will complete the repair during the first visit. Of course, this isn’t always possible and there are times when parts need to be ordered or external contractors arranged. When this happens, we’ll keep you updated on the progress.

Q. What does the fully-furnished kitchen mean?
Flats come kitted out with all your cooking appliances: cooker, hob, kettle, toaster and microwave and some sites also provide cutlery, crockery and cooking utensils.

Q. Do I pay a deposit?
No, you don’t. Any payment you make upon booking is part of your rental payment.

Q. What are the Terms and Conditions of staying with Vincent Place?
All rooms that are let directly to students are done so using an assured short-hold tenancy agreement (or Short Assured Tenancy Agreement in Scotland). These agreements outline what is expected of the resident and, in turn, Vincent Place’s obligations as a landlord.

The agreements are a legally binding document and should be read carefully. Once signed they are for a fixed term and should the resident wish to move out of the accommodation before the end date, they will remain liable for the full rent until the end of the contracted period and are responsible for the condition of the property regardless of whether they are staying in the hall or not.

Q. What does being a guarantor mean?

All students who wish to take up our rent instalment plan are required to provide a UK guarantor (excludes the Isle of Man and the Channel Islands).

By agreeing to be a guarantor, you are signing a legal document stating that you agree to pay the rent and guarantee the behaviour of the resident if they default. Please do not sign this agreement if you do not wish to take on this responsibility.

Any student who does not have a UK guarantor will be required to pay the full year’s rent upon application.