Clodien House,
Cardiff

What is the deposit, and why is it required?
The deposit (if stated in your booking details) is held as security for your obligations under the tenancy agreement.

How and when can the deposit be used?

• The deposit may be used at any time during the tenancy (with notice) to cover:

  • Unpaid rent or charges, or

  • Costs incurred on your behalf.
    
    

What happens to my deposit at the end of the tenancy?

• You may attend a check-out inspection to agree on any deductions.

• The deposit will be refunded:

  • To the original payer, or

  • To you if repayment to that person is not possible.

• Deductions may apply for:

  • Outstanding rent or charges,

  • Damage or cleaning required.
    
    

Can my deposit be used for other bookings?
Yes. Any deposit paid to a company within The Unite Group plc may be used to settle outstanding debts on any booking with any group company across any academic year.

Can I use my deposit to pay rent?
No. The deposit cannot be offset against rent or any other payments due.

Is my deposit protected?
Yes. Your deposit will be held in an approved tenancy deposit scheme, and confirmation will be provided within the required timeframe.

What is Advanced Rent?
Advanced rent (if stated in your booking details) is a prepayment of rent applied toward your tenancy.

Is paying the advanced rent mandatory?
Yes. Payment of advanced rent is a condition for completing the tenancy agreement.
Failure to pay allows us to:

• Terminate the agreement immediately, without penalty,

• Notify you if this right is exercised.
  
  

How is advanced rent applied?

• It is deducted from your first rent instalment.

• Your first instalment = total amount due minus advanced rent paid.
  
  

What are my payment obligations?

• You must pay all rent and charges in full on the dates stated in your booking details.

• No reminders will be sent.

• You cannot offset any amounts against rent or other sums due.
  
  

How are my payments allocated if I owe money?

If you owe money to us or any Unite Group plc company:

• Payments will be applied to the oldest outstanding debt first, including debts from previous tenancies.
  
  

What if someone else pays on my behalf?

• They act as your agent, and

• You remain fully responsible for all payments.

Refund rules:

• General payments → returned to you only after the tenancy ends.

• Deposit → returned to the original payer (or to you if not possible).
  
  

What happens if I pay late?
If rent is more than 14 days overdue:

• Interest will be charged at 3% above the Bank of England base rate,

• Calculated daily from the due date until full payment is made.
  
  

What actions can be taken if I fall into arrears?
We may:

• Suspend internet access,

• Stop accepting parcels and mail,

• Refer your account to a debt collection agency,

• Access the flat’s common areas.

What is the 7-Day Cooling-Off Period?

• You can cancel your booking within 7 days of receiving the booking confirmation email.

• This applies only if you have not collected your keys.

• To cancel, you must submit a cancellation form or write to us.

Outcome

• No charges apply.

• Any deposit or advance rent will be fully refunded.

A different cooling-off period may apply for students in Wales.

What happens after the cooling-off period ends?

• You become fully liable for all payments under the Tenancy Agreement, unless:

  • A replacement tenant is found, or

  • You enter into a new tenancy with Unite Students.
    
    

What qualifies as a replacement tenant?
A replacement tenant must:

• Be a student, and

• Meet the standard eligibility criteria to book a room.
  
  

What happens if I find a replacement tenant before the tenancy starts?
Unite Students has full discretion to:

• Accept your proposed replacement tenant,

• Re-list the room for general sale, or

• Allocate the room to another student (e.g. from a waiting list).

Outcome

• You will be released 7 days after one of the above actions takes place.
  
  

What happens if a replacement tenant is found after the tenancy starts?

• You will be released from the start date of the replacement tenant’s tenancy.

• If you have already moved in:

  • A £50 charge applies for room preparation.
    
    

What is the “No Place No Pay” policy?
This applies only to prospective first-year undergraduate students.

You may cancel if:

• You do not meet the required grades, and your university place is withdrawn, or

• You exceed your grades and choose a different university.

Required Evidence

You must provide one of the following:

• Rejection confirmation (UCAS/university), or

• Proof of acceptance at a new university via UCAS Adjustment.

Deadline

• Documents must be submitted within 7 calendar days of the results being published.

Outcome

• If approved:

  • Your tenancy is cancelled, and

  • All deposits and advance rent are fully refunded.
    
    

When can I use this cancellation right?

You may end your tenancy if you:

• Withdraw from, are excluded from, or are refused admission to your course, or

• Are absent for more than 60 days due to illness and have agreed to suspend your studies.
  
  

What are the requirements to cancel under this right?
You must:

• Provide at least 4 weeks’ written notice, including your intended move-out date.

• Submit supporting evidence (e.g. a letter from your university).

• Vacate the property on or before the stated departure date.
  
  

What if my notice or evidence is incorrect?

• You will be notified of any issues.

• You will be given a reasonable opportunity to correct them.
  
  

How do I submit a cancellation request?

• Complete the Cancellation Form and submit all required documents.

• Your request will be reviewed, and:

  • If approved, your departure date will be confirmed.

The above cancellation policy is a synopsis of the property’s cancellation policy. There could be a few changes incorporated from time to time. Hence, we recommend you review the full accommodation contract for a comprehensive understanding of their cancellation policies.