For England, please see Booking Terms and Conditions - England
For Scotland, please see Booking Terms and Conditions - Scotland
These tenancy booking terms and conditions set out the terms and conditions which apply to your booking with iQ Student Accommodation (“Booking Terms and Conditions”). If you do not understand these terms and conditions or the Occupation Contract you should seek appropriate advice before accepting them.
Booking Terms and Conditions
Required Payments at Time of Booking: No booking fee is payable.
By accepting these Booking Terms and Conditions, you agree to secure your room in accordance with the stated terms.
Deadline to Conclude Your Occupation Contract: You must conclude your Occupation Contract within 7 days of accepting these Booking Terms and Conditions, or within any other period agreed to by us (the “Deadline”).
Guarantor: If you’re paying in instalments, you will need a guarantor. You should ensure that your guarantor completes their agreement and uploads any required documentation within 7 days of confirming the booking. If your guarantor does not complete their agreement or submit their documentation, you will be required to pay your rent in full.
Application Screening
When you book, you give us express consent to use the details provided by you to undertake:
searches against sanctions lists, including those maintained by the United Kingdom, the United States, the European Union (“Sanctions Lists”); and
background checks, including but not limited to searches against United Kingdom law enforcement databases (“Law Enforcement Databases”),
(“Screening Searches”).
You acknowledge that we may need to request additional information to verify your identity in connection with the Screening Searches (“Screening Search Additional Information Request”). You agree to cooperate with any Additional Information Request(s).
The undertaking of Screening Searches and/or any associated Screening Search Additional Information Request(s) will not affect your rights and/or our obligations to you under the Data Protection Act 2018.
You have the right to ask us not to undertake Screening Searches but in doing so we will not be able to progress your application.
Debit / Credit Card Surcharge Fees
There will be no surcharge for payments made using a Debit /Credit Card.
Your Booking
By confirming your booking, we agree to hold a selected room for you on the basis that you will enter into a Occupation Contract by the Deadline.
In order to collect your key from the tenancy start date as defined and set out in your Occupation Contract (as defined below) (the “Tenancy Start Date”) the Occupation Contract and guarantor agreement (where applicable) must be completed, and you will be required to have paid any rent instalments that are due.
Your Occupation Contract
You will receive a copy of a Occupation Contract to be entered into by you, and iQ Student Accommodation (the “Occupation Contract”), including your tenancy letter and theseBooking Terms and Conditions for review and acceptance via the Resident Portal.
The Occupation Contract sets out the full terms under which you agree to rent a room from iQ Student Accommodation. The Tenancy which is granted pursuant to the Occupation Contract (in due course) incorporates the Occupation Contract. You will have the opportunity to read the Occupation Contract before you are required to confirm your acceptance of it. Your tenancy letter includes a full schedule of your rent instalments and payment due dates.
You may cancel your booking or Occupation Contract with us subject to the cancellation policy detailed below.
Room and tenancy changes
Room Swaps
Downgrades: If you want to downgrade your room, you can do so up until 31 July prior to your Tenancy Start Date (subject to room availability). On or after this date, you won’t be able to downgrade your room type.
Upgrades: If you want to upgrade your room or move to a different room 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). After your Tenancy Start Date, we’ll review requests for room moves in line with availability.
Change to my tenancy length
If you wish to change your tenancy length to one of the other options available at your chosen site, you are able to do so without restriction and without charge up until 31 July prior to your Tenancy Start Date (subject to room availability).
After this date you will be unable to shorten your tenancy length but you may choose to extend it without charge (subject to room availability).
Cancellation policy
Cancellation by us prior to you collecting your key
iQ Student Accommodation reserves the right to cancel your booking on notice if:
you notify us after the Deadline that you have decided not to enter into the Occupation Contract;
we take all reasonable steps to enter into the Occupation Contract before the Deadline and you fail to do so, for example, if you fail to complete your application or provide guarantor details (if applicable) and supporting documentation in good time;
you provide us with relevant false or misleading information;
we are prohibited from entering to the Occupation Contract 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 Occupation Contract from the date of cancellation, irrespective of whether you have signed it;
we have determined following undertaking Screening Searches that you or your guarantor (if applicable) appear on Sanctions Lists and/or Law Enforcement Databases;
you or your guarantor (if applicable) fail to cooperate with any Screening Search Additional Information Request(s);
you have not paid any amounts that have fallen due (including but not limited to, your first rental instalment, any previous year’s rent or damage charges); and/or
you have committed any breach of the Occupation Contract or any previous Occupation Contract with us.
We may also terminate your Occupation Contract for any of the reasons set out above, as set out in more detail in the Occupation Contract itself.
If you enter into the Occupation Contract, and you then fail to collect your key within 2 weeks of your Tenancy Start Date, iQ Student Accommodation reserves the right to: (a) cancel your booking and terminate the Occupation Contract and (b) re-let your room. In these circumstances any rent paid by you (will not be refunded to cover any losses incurred by us for empty unlet rooms. This provision takes precedence over any provisions in the Occupation Contract.
Cancellation by you – prior to collecting your key or prior to your Tenancy Start Date
If you have entered into the Occupation Contract and you wish to cancel your booking, you will remain liable for the contractual obligations set out in the Occupation Contract 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, or your Tenancy Start Date has not yet commenced, and provide the evidence required within the timescales as detailed below:
you notify us of your intention to cancel your booking prior to 1 August or, if your Tenancy Start Date is in any month other than September, at least 28 days before your Tenancy Start Date;
your UK Visa application has been denied;
you have not obtained the required qualifications to get into your first University of choice; or
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 Occupation Contract from the date of cancellation.
All cancellation notifications must be made via the 'cancel my booking' button found in your iQ Account using the iQ app or the online resident portal or by emailing Hello@iqstudentaccommodation.com
Where the reason for cancellation is not one of the four matters listed above (e.g. you have changed your mind, booked a different accommodation, voluntarily withdrawing your university entry etc.), 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 Occupation Contract. Once the new replacement tenant has signed their Occupation Contract and paid any rent due, any overpaid rent money will be refunded to you. 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 Occupation Contract.
Evidence required where there is a cancellation by you
Notify us of your intention to cancel prior to 1 August or at least 28 days before your Tenancy Start Date if your Tenancy Start Date is in any month other than September.
No further evidence is required beyond notifying us.
Failure to get into 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 Occupation Contract and we will refund any rent payments made so long as you provide the following information within the timescales mentioned below:
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
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 refund (if you have paid a Booking Fee). In these circumstances, and rent paid will be returned to you.
Please note, if you are attending another University in a city where iQ Student Accommodation has a property, our team will be happy to support you in finding suitable accommodation. In this case, any rent payments made may be transferred over to your new booking.
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 Occupation Contract and refund any rent payments made so long as you provide the following information:
written confirmation from you that you wish to cancel your reservation; and
supporting official evidence to show that the Visa was declined.
This supporting evidence should be supplied to iQ Student Accommodation within 72 hours of you receiving official confirmation. In these circumstances, any rent paid will be returned to you.
Deferment of University entry
If you choose to defer your university entry to the next academic year before your Tenancy Start Date, we will cancel your Occupation Contract and refund any rent payments made as long as you provide the following information at least one week prior to your Tenancy Start Date:
written confirmation from you that you wish to cancel your reservation due to deferring your university entry to the next academic year; and
supporting written evidence from the University or UCAS to confirm deferral
Cancellation by you after date of key collection or commencement of Tenancy Start Date – Tenancy Takeover
Once you have collected your key or the Tenancy Start Date has passed, the only way to release yourself from the Occupation Contract is to find a replacement tenant who will take on the full contractual obligations under the Occupation Contract. If you wish to end your tenancy early and have found a replacement tenant, we will, acting reasonably, consider terminating your tenancy and entering into a replacement tenancy with a new occupier (a “Tenancy Takeover”). We will only consider Tenancy Takeovers in the period starting one month after your Tenancy Start Date and two months before your Tenancy End Date (“Permitted Period”).
If we approve a Tenancy Takeover during the Permitted Period, you will pay any rent arrears before we release you from your Occupation Contract. Such release shall be effective from the start date of the replacement tenant's new Occupation Contract.
Once the new replacement tenant has signed their Occupation Contract, paid any rent due and moved in, any overpaid rent money will be refunded to you within 28 days of the start date of the replacement tenant’s new Occupation Contract.
If you fail to leave the Room in accordance with the terms of your Occupation Contract, you may be liable for any damages suffered by us in accordance with the damages list available here, which may be deducted from any refund due. Please note that all tenancies commence on a Saturday.
Our Tenancy Takeover Process can be found here
Governing Law
These terms and conditions (including any claims or disputes relating thereto) shall be governed by and construed in accordance with the laws of Wales. The Parties irrevocably submit to the exclusive jurisdiction of the English courts over any claim, dispute or other matter arising under or in connection with these terms.
