Cancellation Policy Spain: 2022-23
Last updated: 23 March 2022
We understand that booking a room in a student residence 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 before you move in. This policy sets out the process for requesting a cancellation and the fees involved.
Our aparto assurance to all our Students
To confirm your application and booking, you need to read and sign the Agreement.
A booking fee of €250 is required at the time of booking, along with one month’s rent as a security deposit. You must pay the first month’s rent at least 30 days before your arrival.
By signing the Agreement, accepting the terms and conditions and paying both the booking fee and the security deposit, you are confirming the booking of your room in the Residence and are therefore obligated to pay the Agreement amount in full.
Our policy for any subsequent cancellation request is as follows:
Cancellation before you move in
Cancellation requests made after you have signed the Agreement but before you move in will only be accepted, and you will only be entitled to recover your booking fee and/or security deposit paid, in the following cases:
- Visas and university
If you are denied a visa or a spot at your chosen university (or, in both cases, if such difficulties seem likely), please notify us as soon as possible and in all cases within five (5) days, submitting all supporting documentation.
If you inform us of these circumstances as stipulated above, we promise to make our best efforts to hold your spot while your visa and/or university application is being processed, for a reasonable time (not to exceed 30 days with all payments due processed on your side) and on the understanding that there is no guarantee of a specific result. In the event of finally not being able to obtain the visa or the spot in the chosen university, and always subject to be proved that the Guest has performed his or her best efforts on it, the Owner will review the case on an individual basis and assess whether the Agreement can be terminated and the amounts paid as a booking fee and/or security deposit can be returned to you.
Please remember that it is up to you to verify, before you move into the Residence, that you have the exact visa you need as well as a spot at the university. You are also responsible for keeping up with all administrative formalities applicable to your move into the Residence. If you fail to fulfill these obligations, your request to cancel the booking and terminate the Agreement may be denied.
Due to the changing nature of travel bans and temporary border closures, please inform us of any such developments as soon as possible and in all cases within five (5) days, submitting all supporting documents, so that the Owner and the Manager can review the case on an individual basis and assess whether the Agreement can be terminated and the amounts paid as a booking fee and/or security deposit can be returned to you. The foregoing is without prejudice to the fact that since travel for education is considered essential, it is your responsibility to make correct travel arrangements and in no case will the Owner be liable for travel disruption.
- Assignment of the Agreement
In exceptional cases, you can cancel your booking and receive a refund of the booking fee and/or security deposit paid if, before moving into the Residence, you ask to assign the Agreement to a new guest, who must be approved by the Manager (in which case the new guest will be required to pay the corresponding booking fee and/or security deposit).
An administrative charge of €350 (excluding VAT) will be charged for any such change.
- Other cases
In general, any cancellation request made before you move in to the Residence and for reasons other than those listed in points a), b) and c) above will not be accepted. In such cases, the Owner may opt to either: (i) terminate the Agreement and assign the room to another guest, retaining any amounts paid by way of indemnification; or (ii) consider the Agreement to be valid and in force and seek full performance thereof on the terms and conditions set out in the Agreement, in particular, payment of any amounts owed. The Owner will have the same two options if you fail to check in within seven (7) days from the Start Date of the Agreement without notifying of the delay in accordance with the Agreement terms.
Cancellation after you have moved in
Requests to terminate the Agreement submitted after you move into the Residence will only be granted if you have withdrawn from your university due to a health problem. In this case, you must submit valid proof such as a signed letter of withdrawal on university letterhead. You must also have a valid letter from your physician or medical institution detailing the medical issue that led you to withdraw from the university.
In this case, the Agreement will be terminated and the Owner may assign the room to another guest, retaining any amounts paid by way of indemnification, with there being no obligation to pay any additional amounts.
Requests to terminate the Agreement will not be granted in the following cases:
- You are still enrolled at the university and have not withdrawn from your course
- You have chosen to defer your enrollment for a year for any reason other a medical issue, as indicated above
- You have left the university of your own volition for any other reason, including not having secured funding or loans or because of failing grades during the year
- You have been kicked out of the university for disciplinary or other reasons
The above cases will be considered a unilateral withdrawal from the Agreement on your part, and the Owner may opt to either: (i) terminate the Agreement and assign the room to another guest, retaining any amounts paid by way of indemnification; or (ii) consider the Agreement to be valid and in force and seek full performance thereof on the terms and conditions set out in the Agreement, in particular, payment of any amounts owed.
- In all cases, the Owner reserves the right to cancel the booking and terminate the Agreement, where appropriate, if you fail to pay any amounts owed in accordance with the terms and conditions set forth in the Agreement and, in particular, regarding the remedy period.
- The aforementioned notices must be sent, in all cases, to the email address firstname.lastname@example.org, attaching a copy of your national identity document or your passport.
- Once a decision has been notified regarding a cancellation request, that decision is final and may only be appealed through the framework of the Manager’s complaints policy.
Extraordinary measures due to COVID
- Travel bans
If the competent authorities restrict entry from your country of origin, you may request termination of your Agreement and a refund of any amounts paid. Please note that your request must be made in writing and that we will ask you for proof of the travel restrictions.
- Online courses
If your university decides to move your course fully online, the Agreement is still binding and you are still expected to take up occupancy at the Residence. All terms and conditions of the Agreement will still apply. Because we understand that real-life experience is so important, if your courses are moved online, the Owner undertakes to keep our activities and events program active, wherever possible in view of government restrictions.
Cancellation before moving in
You must pay the entire accommodation amount before the start date of the Agreement. Rooms are not guaranteed until you pay in full. Summer and short-stay bookings must be made at least fourteen (14) business days in advance of the start date.
If you have paid in full but fail to move in and do not provide written notice as soon as possible and in all cases within three (3) days of becoming aware of such circumstances, submitting all supporting documentation proving.