Italy Booking & Cancellation Policy
1. IntroductionThis policy explains the booking process, payment requirements, cancellation rights, and contract termination conditions for reservations at the student residences in Italy managed by the operator (“the Operator”). By making a booking, you agree to the terms set out below.
2. Reservation DepositTo secure a room, applicants are required to pay a reservation deposit. The reservation deposit confirms your intention to proceed with the booking and allows the Operator to reserve accommodation for you while your application is completed.
2.1 Contract CompletionAfter payment of the reservation deposit, you will be given a period of 14 days (or another period confirmed by the Operator in writing) to complete all required booking steps and enter into the accommodation agreement.Once the accommodation agreement has been signed, the reservation deposit will automatically become a refundable security deposit.
2.2 Security Deposit RefundThe security deposit will be returned at the end of the tenancy, subject to:
2.3 Verification ChecksBy submitting a booking and paying the reservation deposit, you authorise the Operator to carry out identity and compliance checks, including sanctions screening where legally required. If you choose not to permit such checks, the Operator may be unable to proceed with your application.
2.4 Accommodation OfferFollowing verification and eligibility checks, the Operator will issue an accommodation offer and provide access to the accommodation agreement through the student portal.Before arrival, you must:
2.5 Rent PaymentsDepending on the residence selected, rent may be payable either:
The first payment, or full balance where applicable, must be received no later than 14 days before the contract start date.Monthly instalments are payable in advance and must be received by the first day of each month.Where instalment payments are selected, a guarantor may be required.
2.6 If the Operator Cannot Confirm Your BookingIf the Operator cannot provide the requested accommodation, we will notify you promptly and, where possible, offer an alternative.If no suitable alternative can be provided, all monies paid towards the reservation deposit will be refunded using the original payment method.
3. Cancellation During the Cooling-Off PeriodYou may cancel your booking within 14 calendar days of receiving your initial accommodation offer and receive a full refund of any reservation deposit paid.If your booking is made less than 14 days before the contract start date, cancellation is permitted up until the contract commencement date.Cancellation requests must be submitted in writing to the relevant residence team.Eligible refunds will normally be processed within 30 working days.Once the cooling-off period has expired, the reservation deposit becomes non-refundable unless one of the specific cancellation circumstances described below applies.
4. Before the Accommodation Agreement Is SignedThe Operator may cancel a reservation and retain the reservation deposit where:
5. After the Accommodation Agreement Is Signed
5.1 University Admission ChangesA resident may request release from the accommodation agreement up to 14 days before the contract start date if:
To qualify, the resident must provide:
Where satisfactory evidence is provided, the agreement will be cancelled and the security deposit refunded in full.
5.2 Visa RefusalIf a visa application required to study in Italy is refused before the tenancy begins, the Operator will cancel the booking upon receipt of:
Both documents must be submitted within 72 hours of receiving the refusal decision.In these circumstances, the security deposit will be refunded in full.
Pending Visa ApplicationsWhere a visa application remains under consideration after the contract start date, the Operator may hold the booking for up to 120 days provided rent payments continue to be made in accordance with the agreement.If the visa is subsequently refused:
5.3 Other Cancellation RequestsWhere none of the circumstances above apply, residents remain responsible for all obligations under the accommodation agreement.However, the Operator may agree to release a resident if a suitable replacement resident is approved and enters into a new agreement for the room.Any rent paid in excess of the release date will be refunded, less an amount equivalent to the security deposit, which will be retained as an administrative cancellation charge.
5.4 Medical CircumstancesA resident may request cancellation of their accommodation agreement before the contract start date where a serious medical condition prevents them from taking up residence.To be considered, the resident must provide:
Upon receipt of satisfactory evidence, the Operator may, at its sole discretion, cancel the accommodation agreement and refund the security deposit in full.Requests submitted after the contract start date or after the resident has checked into the accommodation will not qualify under this provision and will be subject to the standard cancellation and early departure terms set out in this policy.The Operator reserves the right to request additional supporting information or documentation where reasonably necessary to assess the request.
6. Early Departure After Check-InResidents wishing to leave before the end of their contract term may request an early release.Approval is at the Operator’s discretion and is generally subject to the following conditions:
If no replacement resident is found and approved, the original resident remains liable for rent until the end of the contractual term.In such cases, the security deposit may be retained.
7. Cancellation by the OperatorThe Operator may cancel a booking if the accommodation agreement is not signed within the deadline specified in the accommodation offer.Where cancellation occurs outside the cooling-off period, any reservation deposit paid may be forfeited.If a resident fails to arrive on the contract start date and has not completed the required documentation, the Operator reserves the right to cancel the booking upon written notice.Once signed, the accommodation agreement may only be terminated:
8. Changes to Bookings
8.1 Contract LengthResidents may request an extension of their stay, subject to availability.Reductions to the agreed contract length are generally not permitted.
8.2 Start Date ChangesRequests to amend the stay period start date should be submitted directly to the residence team and will be considered on a case-by-case basis.
8.3 Room ChangesPrior to move-in, residents may request a room upgrade at no additional administrative cost, subject to availability.After move-in, room changes may be approved subject to availability and payment of a €100 administration fee.
9. Governing LawThis policy and any accommodation agreement entered into with the Operator shall be governed by and interpreted in accordance with the laws of Italy.
