Cancellation Policy Ireland: 2024-25
Last updated: 31.7.24
Part I - Academic term-time bookings by students
We understand that booking a room in student accommodation can be a big decision. We also know that bookings are often made before you know your exam results, or your personal circumstances may change unexpectedly prior to you moving in. This policy sets out the process for a student requesting a cancellation of their booking and the terms and fees involved.
The cancellation rights set out in this policy are in addition to your statutory rights to terminate your licence under residential tenancies legislation. Please refer to clause 8 of the Advance Licence Agreement (referred to below) for the details of those termination rights.
See also Part II of this policy for the process that applies to summer and short stay bookings outside of academic term times and/or for holidays.
Cooling-off Period
To confirm your application and booking, you need to read and sign the Advance Licence Agreement (the “ALA”).
An advance payment of up to one week’s licence fee is required when booking (the “booking fee”). When you move in, this booking fee will be credited to your payment account with us (in respect of the first instalment of the licence fee) provided that you have met the terms in the ALA.
Provided you have not collected your keys, you can cancel your booking in writing or by sending an email to the residence inbox within 7 days of signing the ALA. If you do this, you will receive a full refund of the fees paid to date. If you book your accommodation on or after 1 August 2024, your cooling-off period will reduce to 48 hours.
Once you have signed your ALA, paid your booking fee online and the cooling-off period has passed, you have agreed to take up your place within the accommodation and are bound by the terms of the ALA including to pay the ALA fees, as and when those fees fall due under your ALA, in their entirety.
Except in very limited circumstances any subsequent request to cancel may require you to find a student, who is approved by aparto, to replace you. This carries an administration fee of €100.
Visas
It is the student’s responsibility to obtain and maintain visa status. Please ensure that you have the correct visa and college/university place before you arrive where necessary.
If you are denied a visa, please let us know as soon as possible. We can cancel your booking if you have applied for a visa and it has been refused, but you must please let us know, with evidence within 5 days of your visa being refused.
If your visa is delayed, please also let us know as soon as possible. We will try to hold your room for you while your visa is being processed, but you will be liable for any fees payable under the ALA in the meantime.
The following is applicable to first-year undergraduate and pre sessional post graduate intakes only:
If you are not successful in obtaining your place at your chosen university/college then don’t worry. We will release you from the ALA and refund any advance fees paid if you provide proof that you did not obtain a place at a university/college which is within a reasonable distance from the accommodation booked. You will need to submit your request to cancel by email along with proof within five working days of confirmation that you have not received your place from the university / college or CAO.
Failure to Check In
If you fail to check-in, you will remain liable to pay all fees associated with the ALA, and we reserve the right to pursue for any unpaid sums.
Where possible, we may remarket your room, but you will be liable for any loss, costs or expenses incurred due to the breach of the terms and conditions of the booking and the ALA.
Cancellation after you have moved in:
Once you have moved into the residence, outside of the termination rights in clause 8 of the ALA, cancellation of the ALA will only be considered in exceptional circumstances. You may also be required to find a student, who is approved by aparto, to replace you. This carries an administration fee of €100.
You must have withdrawn from your University or College due to medical reasons and provide proof in the form of a withdrawal letter, signed on headed paper from the institution. You must also have a suitable letter from the doctor or medical institution detailing the issue of why you have withdrawn from University.
Cancellation for exceptional circumstances will not be granted where:
- you are still at University and have not withdrawn from your course;
- you have chosen to defer for a year for any reason other than above;
- you have left University of your own volition for any other reason, including not attaining correct funding or loan, or suitable grades during the year; or
- the University has removed you from the course for any reason including disciplinary.
Once a cancellation decision has been made, this decision is final and any appeal of this decision will be undertaken using the framework of the aparto complaints policy.
Refunds
For any refunds via international bank transfers a fee of €12 will be applied.
Part II - Summer and short stay bookings outside of academic term times and/or for holidays
Cancellation before you move in:
You are required to pay the full licence fee before the commencement date of the contract. Rooms are not secured or guaranteed until a full payment has been made. Summer and Short Stay bookings require a minimum of 5 working days’ notice from the commencement date to be valid.
Bookings made before 1st June 2024
- Summer or Short stay bookings made before 1st June 2024 can be cancelled before this date with no penalty and a full refund will be given. If a booking is cancelled on or after this date no refund will be given. If a booking is made after this date there will be a 5 day cooling off period in which the booking can be cancelled without penalty.
- If the person fails to arrive for check-in without written notice in the required time frame, and has paid the licence fee, then the full fee will still be charged.
