Cancellation Policy Scotland: 2025-26
Last updated: 11th October 2024
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 requesting a cancellation and the fees involved. It is important to note that, save as set out below, entering into the student accommodation agreement will mean you are liable to pay the rent for the whole of the term of the accommodation agreement.
Cooling-Off Period:
- Standard Cooling-Off Period (Bookings made before 1st August 2025):
- You can cancel your booking within 7 days of accepting your tenancy agreement.
- You will be deemed to have accepted your tenancy agreement once you have signed the tenancy contract.
- To cancel, send an email directly to .
We'll refund your full deposit or advanced rent if you cancel within this period. We will pay this refund within 30 days following receipt of your cancellation email to the bank account you used to make your deposit or advanced rent payment.
- Reduced Cooling-Off Period (Bookings made on or after 1st August 2025):
- If you book on or after 1st August 2025, the cooling-off period is 24 hours from when you accept the tenancy agreement.
- You will be deemed to have accepted your tenancy agreement once you have signed the tenancy contract.
- To cancel, send an email directly to
We'll refund your full deposit if you cancel within this 24-hour period. We will pay this refund within 30 days following receipt of your cancellation email to the bank account you used to make your deposit or advanced rent payment.
If you check in and collect your keys during the relevant cooling-off period, the period ends immediately when you accept the keys.
Cancelling After the Cooling-Off :
If you want to cancel your tenancy after the cooling-off period but before you have moved into your chosen aparto residence, you will only be permitted to do so in the circumstances listed below. Otherwise, you will need to find a replacement tenant.
Where we agree to cancel your tenancy after the cooling-off period, we will refund your deposit but you will not be entitled to a refund of any advanced rent already paid to us.
Permitted Reasons for Cancellation:
- Did Not Get Required Grades (No Place No Pay):
- You didn't receive the grades needed to attend your chosen university for the academic year .
- Please refer to the No Place No Pay Policy.
- Visa Issues:
- You failed to obtain the visa required to study at your chosen university.
- Please refer to the No Visa No Pay Policy.
- Cancelled Pre-Sessional English Course:
- You made your booking to attend a summer English language course that you needed to complete to qualify and this has been cancelled.
- Deferred University Entry:
- Your university entry has been deferred to the academic year 2026-27.
- Changed University to a Different City:
- You've decided to attend a university in a city where aparto Student doesn't have accommodation.
What You Need to Do:
- Send an email explaining your situation and provide official written evidence (e.g., letters from the university, UCAS, visa authorities).
- Evidence must include your full name and details of the reason (e.g., grade results, visa refusal).
Failure to Check In:
If you fail to check in, you will remain liable to pay any rent, or other fees associated with your original tenancy agreement, and we reserve the right to pursue you for any sums outstanding.
Cancellation after you have moved in:
- Once you have moved into the residence, you will only be considered for a tenancy release in exceptional circumstances.
- To qualify for exceptional circumstances, you must:
- Have withdrawn from your university or institution for medical reasons. You must send us an email with proof of this in the form of a withdrawal letter, signed on headed paper from that institution; and
- Send us, in an email, a suitable letter from the doctor or medical institution detailing the issue of why you have withdrawn from your chosen university or other higher education institution.
- Tenancy releases for exceptional circumstances will not be granted where:
- You are still at university and have not withdrawn from your course;
- 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;
- You have failed to progress from one academic year to the next; or
- The university has removed you from your course for any other reason, including disciplinary matters.
Where we agree to cancel your tenancy once you have already moved into your residence, we will refund your deposit minus any deductions for unpaid rent or damages but you will not be entitled to a refund of any advance rent payment you have already and you will also be liable for any further unpaid rent due to us up to the date of cancellation.
Once a tenancy release decision has been made, this decision is final, and any appeal of this decision will be undertaken using the framework of the aparto .
Cancelling for Other Reasons:
Find a Replacement Tenant:
If you wish to cancel for any other reason than those set out above, you must find another student to take over your tenancy before 1st May 2026. After this date, tenancy takeovers are not possible.
- Requirements for the Replacement:
- Must be a student.
- Must meet the accommodation preferences of your booked accommodation (e.g., same gender if in a single-gender flat).
- Cannot be an existing Student Roost resident or someone who has already booked for the .
- Tenancy Takeover Fee:
- You will need to pay a non-refundable fee of £200 to cover administrative costs.
- Important Notes:
- You'll remain responsible for rent payments until:
- The replacement tenant signs their tenancy agreement.
- Any cooling-off period for the replacement tenant has expired.
- The replacement tenant’s tenancy period has started.
- Once the above are complete, you'll be released from your tenancy.
- We'll refund your deposit minus any deductions for unpaid rent or damages.
