Cancellation Policy 2025-26 aparto Pallars
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.
aparto’s guarantee to all our students is as follows:
Long term bookings
(Over 30 days)
To confirm your application and booking, you need to read and sign the Agreement.
A booking fee of €300 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 and check out cleaning (58€) 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, unless the cancellation request is communicated to us within 14 days from the booking online day (“the 14-day Cooling Off Period”), or until the start date of your contract if lower. In this circumstance the entire amount paid will be refunded.
Our policy for any subsequent cancellation request is as follows:
1) Cancellation before moving 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 monthly rents paid (under any circumstances the booking fee and security deposit will be refunded), in the following cases:
a) 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.
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.
b) Travel
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. 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.
c) Tenancy Takeover
In exceptional cases, you can cancel your booking, 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.
d) 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.
2) Cancellation after moving 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.
3) General provisions:
- In all cases, the Owner reserves the right to cancel the booking and terminate the Agreement, where appropriate, for breach of the Code of Conduct and 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.
- Cancellation must be notified in writing or by email addressed in all cases to pallars@apartostudent.com or cristobaldemoura@apartostudent.com
- 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.
Short Stay Bookings
(Less than 30 days)
To confirm your application and booking, you need to present your student proof of a university or school of Barcelona, read and sign the Agreement.
You must pay the entire accommodation amount at least 30 days before your arrival.
By signing the Agreement, accepting the terms and conditions, providing the student proof and paying the entire accommodation, you are confirming the booking of your room in the Residence.
Short-stay bookings must be made at least three (3) business days in advance of the start date.
Cancellation requests made after you have signed the Agreement but before you move in will only be accepted if your cancellation request is communicated to us within 14 days from the booking online day (“the 14-day Cooling Off Period”), or until the start date of your contract if lower. In this circumstance the entire amount paid will be refunded.
If the main reason of your accommodation is not related to training purpose, the Owner reserves the right to cancel the booking and terminate the Agreement. In this circumstance the entire amount paid will be refunded.
