Polhill Park, Bedford

Security Deposit

• The tenant has to pay a security deposit to book this property; the amount may vary as per the room selection.
• Note: The security deposit will be refundable. If there is any damage to the room or communal area, the amount will be deducted from the security deposit.

Additional Fees

• Dual occupancy is available for most rooms that are 23sqm or larger.
• The total rent will be calculated as the standard room rate plus an additional £50 per week.
• Both applicants must apply separately and clearly state in their applications that they are requesting dual occupancy.

Guarantor Requirement

• A guarantor is required when the student is paying in installments.
• A guarantor must qualify for the following criteria
• Be a resident in the UK for a minimum of 1 year
• Be over 21 years of age
• Be a homeowner or in full-time employment
• Provide a copy of photographic identification, such as a passport, driving licence or ID badge
• Provide a copy of proof of your UK address, which must be less than 3 months old, such as a utility bill (e.g., electricity, water, gas, telephone), a bank statement, or a Council Tax bill.
• The property also accepts housing hand.
• Note: The property does not accept other Guarantor Service Providers.

Mode Of Payment

• Credit/debit card, bank transfer, and Flywire.
• Flywire payment options include Open Banking, Google Pay, Apple Pay, WeChat Pay, and others (Country/region-dependent).
• Note: The property does not accept cash.

Pay In Instalment

• If the student has a UK-based guarantor or housing hand,
• The student can pay in 3 installments.
• Full payment
• 3 installment
• 4 installment
• If the student does not have a UK-based guarantor
• The student must pay the rent in full
• Note: In case the student is paying in installments, then the property will ask for the initial payment 3 weeks before check-in
• If the student is paying in full, the property will ask you to pay 6 weeks before the date your tenancy commences.
• Note: The instalment plan may vary as per the room and tenancy selection.

Cooling Off Period

• A 7-day Cooling Off Period is provided from the date of booking (Initial Cancellation Period).
• Cancellation must be done within this period to be eligible for a full refund of the security deposit.
• Applies to all students (including 1st year and subsequent years).
• Refund processing may take several weeks, especially if the deposit has already been transferred to a tenancy deposit scheme, which follows its own timelines.
• Once this period has passed, standard contractual liability applies.

No Place No Pay

• Applicable to prospective 1st year undergraduate and postgraduate students only.
• Eligibility conditions:
• University place is withdrawn due to failure to meet the required grades.
• The student chooses a different university due to exceeding the expected grades.
• Required actions:
• Submit cancellation request via email with booking details.
• Provide supporting documents such as:
• University rejection letter or UCAS status screenshot.
• Proof of acceptance at another university (if applicable).
• Timeline:
• Documents must be submitted within 3 calendar days of results publication.
• Must be submitted no later than 28th August, whichever is sooner.

Early termination by students

• A tenancy agreement is a fixed-term legal contract, and students are liable for full rent unless valid conditions are met.
• Early termination is allowed only in limited circumstances:
• Replacement tenant is found and accepted.
• Student status is withdrawn, suspended, or refused.
• Applicable legal notice is served.
• If moving out early without a valid reason:
• The deposit is not returned until the tenancy end date.
• General rule:
• Liability continues until:
• Replacement tenant moves in, or
• Legal notice period ends.

Replacement Tenant Accepted

• The student can arrange a replacement tenant, but:
• Acceptance is subject to landlord approval.
• The property/landlord is not obligated to accept the suggested tenant.
• Property is not responsible for finding a replacement tenant.
• Conditions:
• The room must be in clean and lettable condition.
• Must be available for viewings.
• Liability:
• Continues until:
• Replacement tenant has moved in and paid rent, or
• Cooling Off Period of the replacement tenant has passed.
• If the replacement tenant cancels within their 7-day cooling period:

Extenuating Circumstances

• Students can apply under special or exceptional conditions.
• Examples include:
• Medical issues.
• Other serious personal circumstances supported by evidence.
• Process:
• Submit a written request with supporting documentation.
• Case reviewed by a Special Conditions Panel.
• Decision:
• Panel aims to respond within 10 working days (may take longer if landlord approval is needed).
• The decision is final and binding.

Other cancellation policies

• Booking becomes legally binding once the offer is accepted and the deposit is paid.
• Offer validity:
• 3 calendar days during normal periods.
• 1 calendar day during peak (August–September).
• If the application is unsuccessful:
• No payment is required, and the applicant is informed within 2 working days.
• After the Cooling Off Period or after key collection:
• Full rent liability applies unless valid cancellation conditions are met.
• If the tenant leaves early:
• The deposit is held until the tenancy end date.
• University nomination or lease agreements:
• University policies take precedence over this policy.

No Visa No Pay

• Applicable only to international students who fail to obtain a visa.
• Cancellation must be requested:
• Within 3 calendar days of receiving the visa refusal notification.
• Before 1st September for academic year bookings.
• Required documents:
• Official visa refusal notification from UK Visas & Immigration.
• Email confirmation including full name and booking details.
• If conditions are met:
• The student is released from the tenancy agreement.
• Full refund of the deposit is processed.
• If the tenancy has already started:
• If keys are not collected:

Delayed Arrivals & travel restrictions

• If you are unable to travel due to government-imposed travel restrictions, please contact the team with the relevant supporting documentation. We will facilitate the request to review your circumstances and explore the possibility of cancellation/contract amendment. Requests are considered individually, and any outcome will depend on the property's review and applicable booking terms.

University Course Cancellation/Modification

• If your course has been cancelled by your university, please reach out to the team with the relevant supporting documentation. We will liaise with the property team to review your request on a case-by-case basis for cancellation. The resolution will be subject to the property's assessment and the terms of your booking.

Deferring Studies

• If you have deferred your studies, please contact the team and share your updated university documentation. We will notify the property team to review your request for cancellation/contract amendment. Requests are assessed individually, and the final outcome will be subject to the property's review and booking terms.

Room allocation

• Students can indicate specific room number or location preferences during the booking process, and the team will accommodate these preferences wherever possible, based on availability.

Check in guide

• Approximately 2–4 weeks prior to the scheduled move-in date, students will receive check-in instructions via email. This communication will include the steps required to select a check-in date and time slot, complete necessary documentation, and settle any outstanding payments prior to arrival.
• In case of any questions or queries, please feel free to contact the team, and our team will assist to ensure a smooth check-in process.

Renewal policy

• Students who wish to extend their stay can contact the team for renewal or rebooking at the same accommodation. Our team will support the renewal process and help students secure a suitable room of their choice. Students are encouraged to reach out early to ensure they can rebook the same room or another room of their choice at the same property.

Early check in policy

• Early check-in requests can be shared in advance with the team. Our team will do a feasibility check to facilitate early check-in requests based on room readiness and availability. Additional charges may apply where applicable.

Smoking

• Smoking is not permitted inside the building. Smoking is allowed only outside in designated areas, where permitted by property rules and local regulations.

Guest policy

• Guests may stay with you where permitted by the property. Always notify the property 1 to 2 weeks in advance to complete the required formalities.

Minimum age

• You must be 18 years or older on your move-in date to stay at this property. Please ensure you meet the age requirement before booking. In case you do not meet the minimum age requirement, inform the team while enquiring with us, and we can suggest you accordingly.

Student eligibility

• This accommodation is exclusively available to students. Non-students are not eligible to stay at the property.