Ruby Studio - Academic House

Refund Policy

Cancellation Policy ****The following is a brief summary of the apartment's standard cancellation terms. For full details, please refer to the apartment's Terms and Conditions of Booking. ***Policies are subject to real-time changes; please refer to the apartment's contract for the definitive version. The complete cancellation policy is detailed on the apartment's website under the booking section, and you may also review it on this page. Please read carefully and ensure full understanding. I. Initial Cooling-Off Period (Cancellations within 7 days) You may cancel your booking within 7 days after accepting the offer or paying the deposit (provided you have not yet moved in), and the apartment will fully refund your deposit. Refund timeline: Deposits are typically refunded within 28 working days after cancellation. Important note: As a landlord, the apartment is legally required to place deposits into a third-party custodial scheme. If your deposit has already been transferred to such a scheme at the time of cancellation, the refund may take up to 60 days due to the third-party processing timeline. In that case, the refund will be issued directly by the third-party custodian, and you will need to provide the repayment ID they sent you. The apartment cannot influence the processing time once the deposit is with the third party. II. Cancellation After the Cooling-Off Period (after 7 days) If you cancel your booking after the initial 7-day cooling-off period: You remain liable for weekly rent (including partial weeks) until the apartment successfully relets the room. If the apartment finds a new tenant to relet the room, your agreement will be terminated, but you must pay a £50 contract amendment fee, which will be deducted from your deposit (or proportionally if a lower deposit was paid). Note: If the deposit is to be refunded to a non-UK bank account, the apartment will deduct £20 from the refund amount to cover international bank transfer fees. "No Place, No Pay" This policy applies to the following two categories of students: - First-year undergraduate and first-year postgraduate students - Second-year and above students The cancellation rules differ between these two groups; please refer to the relevant section based on your status. Part One: First-Year Undergraduate and First-Year Postgraduate Students If you are an incoming first-year undergraduate or postgraduate student and are unable to attend your intended university for one of the reasons below, you may be eligible to terminate this agreement: 1. Failure to meet academic requirements: Your offer from the chosen university or higher education institution is withdrawn due to unmet academic entry requirements. 2. Exceeding expectations: You are a first-year undergraduate who accepts an offer from a different university due to unexpectedly high exam results. What you need to do: 1. Send an email Use the email address you used when making your booking to send an email to: salesenquiries@wearehomesforstudents.com If you have already moved in, send the email to your apartment's designated email address. In the email, confirm your intention to cancel the booking and include your full name and the details of the booked apartment. 2. Submit supporting documents - A rejection letter issued by your chosen university/college or UCAS - A UCAS status screenshot showing failure to meet required grades - Or proof of a new university offer obtained via UCAS Adjustment Deadline: These documents must be submitted within 3 calendar days of results publication. The absolute deadline is 28 August (whichever is earlier). 3. Upon verification of valid documents, the apartment will cancel your agreement, and your deposit will be fully refunded within 30 days. 4. Consequences of late submission If you fail to submit the required information within 3 days, you remain fully liable for rent for the entire contract period until a replacement tenant acceptable to the landlord is found and the room is relet. Part Two: Second-Year and Above Students Important notice: Once you accept the offer and pay the deposit, your booking is confirmed and becomes a legally binding contract. Please ensure full understanding of its terms before acceptance. Cooling-off period (initial cancellation window) You may cancel the tenancy agreement within 7 calendar days after the booking date. How to cancel: Email salesenquiries@wearehomesforstudents.com (or your apartment's email address if already moved in) Refund: Full deposit refund if cancelled within the cooling-off period. Note: Deposit refunds after cancellation may take several weeks, depending on the progress of deposit placement into the protection scheme. The apartment cannot influence the speed of refund. Cancellation after the cooling-off period After the cooling-off period, termination of the tenancy agreement is permitted only under the following circumstances: - A suitable replacement tenant is found; - A legally applicable notice is served under current legislation, e.g., withdrawal of your university or higher education institution offer due to failure to meet academic progression requirements. If your university withdraws your offer due to failure to meet academic requirements and you wish to terminate the contract, you must: 1. Send an email Use the email address you used when making your booking to send an email to: salesenquiries@wearehomesforstudents.com If you have already moved in, send the email to your apartment's designated email address. In the email, confirm your intention to cancel the booking and include your full name and the details of the booked apartment. 2. Submit supporting documents - An official confirmation letter from your university/college stating that your offer has been withdrawn due to failure to meet required academic standards. 3. Deadline These documents must be submitted within 3 calendar days of receiving the official confirmation letter. If the tenancy has already commenced If you receive the official confirmation letter after your tenancy has started, you remain liable for rent from the start date of your tenancy until a replacement tenant acceptable to the landlord is found and the room is relet. Upon verification of valid documents, the apartment will cancel your agreement. Your deposit will be fully refunded within 30 days. Consequences of late submission If you fail to submit the required information within 3 calendar days: your deposit will not be refunded, and you remain fully liable for rent for the entire contract period until a replacement tenant acceptable to the landlord is found and the room is relet. Other important notes Deposit non-transferability: Paid deposits cannot be transferred to another applicant or carried forward to another academic year. "No Visa, No Pay" This policy applies exclusively to international visa applicants. If you fail to obtain your required visa before the tenancy commencement date, you must: What you need to do 1. Send an email Use the email address you used when making your booking to send an email to: salesenquiries@wearehomesforstudents.com If you have already moved in, send the email to your apartment's designated email address. In the email, confirm that you have failed to obtain the required visa and wish to cancel the tenancy agreement, and include your full name and the details of the booked apartment. 2. Submit supporting documents - Official UK Visas and Immigration (UKVI) visa refusal notice Deadline: These documents must be submitted within 3 calendar days of receiving the refusal notice. For academic year bookings, the absolute deadline is 20 September. Provided the apartment receives correct documentation within the stipulated timeframe, your tenancy agreement will be terminated and your deposit refunded. Consequences of late submission If confirmation is not received by the deadline and your tenancy has already commenced, you remain liable for rent from the tenancy start date until a replacement tenant acceptable to the landlord is found and the room is relet. II. Visa issues after tenancy commencement Scenario 1: Tenancy has commenced but keys have not yet been collected If your tenancy has commenced but you have not yet collected your keys, you remain liable for rent until a suitable replacement tenant is found. Scenario 2: Visa revoked after key collection If your visa is revoked after you have collected your keys, you must immediately notify the apartment team: Notification deadline: Within 48 hours of receiving official notification Method: Email salesenquiries@wearehomesforstudents.com (or your apartment's email address if already moved in) Documents required: Official UKVI visa revocation document and a letter from your university confirming your release Next steps: You will no longer be permitted to reside in the apartment, but you remain liable for rent until either: a suitable replacement tenant is found; or any applicable statutory legal notice period expires