TERMS & CONDITIONS
Terms and Conditions
Thank you choosing to stay with CODE Students. Before completing your booking please make sure that you read through our terms and conditions of renting with us and tick to state that you have read and agree to all of the following.
GENERAL COMPANY INFORMATION
We are CODE Students, operating under the registered name of Code Students Ltd
Our registered address is 40-46 Western Road, Leicester, LE3 0GH.
Our Company registration number is 10148027.
Payments will be collected by Code Rents Ltd (company Number 10183402) on behalf of Code Students Ltd (company number 10148027).
CODE Students subscribe to the following code of conduct, which may be accessed at National Code of Standards http://www.nationalcode.org/
1) PAYMENT TO HOLD YOUR FLAT EXPLAINED.
To reserve a CODE flat in your name we will require a refundable holding deposit of £100. The room is then booked for you in accordance with the Booking Summary provided.
We will then allocate you a specific room and a payment schedule. You can view a draft copy of the tenancy agreement before we take the holding deposit. This copy will clearly be stated as a draft.
In addition to your rent, a £300 refundable tenancy deposit will be payable after 24th April 2020.
The £300 refundable tenancy deposit will be returned to you at the end of your tenancy providing there is no outstanding charges against your room. This includes payment for any damage that has not been noted on your inventory when you moved in. Any deductions to deposits are made in line with the Tenancy Deposit Protection Scheme, outlined further in Deposits, Section 3.
The details of your room and payment schedule will be contained in the CODE online Student Portal which you will be able to access via an email link containing your log in and password. You are required to complete your personal details including that of your Guarantor (where applicable) and accept the Tenancy Agreement within 7 days to secure the specific room allocated. Failure to accept the Tenancy Agreement, provide further Guarantor information, or documentation in the timescales set out may result in you losing your allocated room. This may lead to CODE cancelling your booking and CODE keeping your £100 refundable holding deposit. This stands whether or not you notify us of your decision to withdraw. Please see our cancellation policy.
In keeping some or all of the £100 refundable holding deposit at any stage of the process, we will take into account how long the property was removed from the market and held for the individual, leading to potential lost bookings. We will also calculate staff costs, including but not limited to, administrative tasks such as issuing contracts and chasing for acceptance. We will also calculate costs associated with (re)marketing this room.
By accepting the tenancy agreement, you are consenting that the refund of the holding deposit is put towards your first rent instalment i.e we will deduct £100 from your first rent instalment.
2) TENANT REQUIREMENTS
We do not treat any person or group of persons applying for accommodation less favourably because of their race, colour, ethnic or national origin, gender, disability, appearance, age, marital status, sexual orientation or social status.
To become and remain a tenant at CODE, you must be a registered student at a higher education establishment for the duration of your tenancy. Pre-induction, out-of-term periods and periods following your graduation will be acceptable, as long as you have completed your studies for that academic year.
A Guarantor is someone who will guarantee that your financial commitments, including rent, are always paid and they must be happy to sign, accept the terms as set out in the CODE online Guarantors Portal. Your Guarantor will be emailed a link containing the log in and password, and subsequently a separate contract agreeing to this. They must be a UK Homeowner/s, not someone who is in rented accommodation or who does not own their own property. We will carry out checks using the public Land Registry database to verify owners of the property provided. If the details are not shown on the Land Registry database you will be required to provide further evidence. If a property has more than one owner, all owners of the property must agree to act as guarantor. All are required to provide the relevant identification and sign the guarantee document issued. If you supply a Guarantor who is not a UK Home owner you will be required to either supply a further valid Guarantor or revert to an alternative contract for your room that is not based on quarterly payments.
If you do not have anyone that can be a Guarantor there is an alternative solution for you. We simply structure your rent instalments so that the first instalment is the equivalent to 1/2 of your total rent, and the final instalment of your rent is the outstanding 1/2.
Your refundable tenancy deposit will be registered with MyDeposits - a Tenancy Deposit Protection Scheme - within 30 days of us taking the payment http://www.mydeposits.co.uk/tenants
You will receive a copy of your Tenancy Deposit Certificate in your online Student Portal to confirm that the money has been registered with mydeposits.co.uk along with a tenant’s guide to mydeposits. This information is important and you will need it at the end of your stay. Please ensure that you keep it safe.
What is deposit protection?
Since the 6 April 2007, all landlords and agents who take deposits in England and Wales under an Assured Shorthold Tenancy (AST) agreement must protect your deposit in an authorised deposit protection scheme.
Where is my deposit registered?
Mydeposits - http://www.mydeposits.co.uk/tenants
Mydeposits is one of three government-authorised deposit protection schemes.
CODE Students Ltd pay a deposit protection fee to protect your deposit. This fee enables them to hold your deposit for the duration of your stay, and then return the agreed amount to you when you move out. If you are unhappy with the amount of the deposit offered to you at the end of your stay by your landlord then you can raise a formal dispute to reclaim it. The law states the deposit remains your money, regardless of the fact that you have handed it to your landlord. Evidence stating why any of your deposit is retained will be provided.
Getting your deposit back.
The good news is that your deposit is protected with mydeposits and is designed to be returned to the tenant at the end of their stay without a problem. This is due to the fact that you can talk directly with your landlord about its return and resolve your issues without needing to involve mydeposits.co.uk
In the unlikely event of you being unable to agree over the amount to be returned, you can use the mydeposits Alternative Dispute Resolution (ADR) service. It’s completely free and uses impartial and professional adjudicators. It’s also cheaper and quicker than using the court.
4) CANCELLATION POLICY
Your Cancellations Rights - Should you wish to cancel your contract for your CODE Flat you will need to put it in writing to either firstname.lastname@example.org or email@example.com within 7 days from the date of booking. Once 7 days have passed or you have accepted your online Tenancy Agreement, there is no further ‘cooling off period’ and your refundable holding deposit will be retained by Code Students.
If you have accepted your booking summary by paying the refundable holding deposit to CODE Students you have entered into a legally binding agreement and the rent payments detailed in your Booking Summary and subsequently scheduled on your tenancy Agreement will remain your legal responsibility. Should you wish to cancel, we will look to mitigate any potential loss to you, our customer, by advertising your chosen room to other potential customers. However, until CODE Students has a binding contract in the name of the new tenant and their respective Guarantor(s) you will remain responsible for the rent in full, in line with your binding contract. CODE students will keep you fully informed of any potential new tenants and inform you in writing once there is a signed contract from a new tenant, therefore releasing you from any legal responsibility to pay any outstanding monies as outlined in your signed contract.
In addition, if the tenant has completed their booking i.e. accepted their contract and returned all of their guarantor documents, we will charge a £300 early termination fee.
Consumer’s cancellation rights
The cancellation period is limited to 7 days from the online booking on the basis that the consumer was given the required written information on or before the contract was concluded.
When providing Guarantor details do ensure that they are UK Homeowners because if they are not UK Homeowners then this invalidates your right to a refund as it remains your responsibility to comply with the conditions of letting prior to booking.
5) PAYMENT PAGES AND ASTS (ASSURED SHORTHOLD TENANCY AGREEMENT):
Your AST will be available to view online in your Student Portal and will contain your allocated room, your payment schedule and other information relating to living at CODE.
Do contact the office if you need any matters clarifying otherwise do accept your online AST within the Student Portal as this will secure that particular room for you.
CODE Students reserve the right to withdraw an agreement for an assured shorthold tenancy at any point before the occupancy period of that tenancy commences.
6) ANUK ACCREDITED ACCOMMODATION
CODE Students conforms with the ANUK National Code of Standards for Student Accommodation which is designed to regulate and bring large student landlords into line to deliver a distinct set of standards to students. Accreditation schemes are voluntary schemes that good landlords join to demonstrate that they provide good quality accommodation.
The National Code of Standards is fully supported by the National Union of Students, who are a key stakeholder and have representation on the management and complaints procedures of the Code.
The Code will act as a student accommodation quality guide and, it is recommended that if you have a choice, always rent from a landlord who has joined the Code.
What are the advantages of living in a building covered by the National Code of Standards?
- Best practice in day to day management is supported and recognised;
- Your contract is clearly written, stating what you are paying for and how much your rent is, with reasonable terms and no hidden costs;
- Your accommodation is fully prepared for you when you arrive to take up residence;
- Your accommodation meets with a set of nationally recognised standards in respect of service provision, furniture and fittings;
- All repairs and maintenance are carried out within agreed timescales
- Your building will meet with required health and safety standards
- If a deposit is charged, it will be lodged at an appropriate Deposit Scheme and it will be returned to you promptly at the end of the year or you will be given a clear explanation of why a deduction has been made;
- You will be given information to explain what management routines are followed in the buildings;
- A set and accountable procedure for dealing with any disputes or complaints will be in operation. (See Complaints policy, Section 6) For more info on ANUK. Please visit http://www.anuk.org.uk/LargeCode
7) COMPLAINTS POLICY
We hope you don’t have reason to complain. But should you have the need, then please do follow our guidance below. Every complaint will be taken seriously, and we will do our utmost to resolve if possible.
This complaint may be about another student or CODE and its staff.
At CODE Students we believe you have the right to make a complaint and we take all complaints seriously. You should not be harassed, bullied or put at any disadvantage because you have made a complaint.
At CODE we believe firmly in the following:-
Equality, Fairness, Confidentiality, Your Safety and Welfare.
How to make a complaint
First Stage - Feedback / Initial Complaint
Please call the office or email your complaint (full contact information at base of page).
Second Stage - More serious complaint / complaint not resolved
If your complaint is of a more serious nature, or if trying to communicate with us verbally about your problem previously hasn’t worked and you would like to make a formal complaint we will ask you to put this in writing to us. We accept anonymous complaints, but please be aware it makes it difficult to address your complaint as thoroughly as we would like. It is easier if you provide as much detail as possible.
What we will do to investigate your complaint
We will give you an initial response to your complaint within two working days. We always investigate your complaint fairly, meaning we will discuss your complaint with the relevant people and gather any information that may be relevant to your complaint.
How you will be kept updated
You will be given details of the person who will be your point of contact at CODE Students. That person will make sure you understand the process and help to answer your questions and concerns throughout the process. If there are any delays in dealing with your complaint, we will keep you informed, and we will keep you informed of the outcome of your complaint.
Who to contact to make a complaint
9) TERMS OF CODE STUDENTS ONLINE BOOKING SERVICE
When completing your online reservation by clicking “complete booking” you acknowledge all terms and conditions outlined in this document. Once your online booking has been processed, The CODE Sales Team will contact you via email or telephone to confirm your room choice, and requirements are all correct.
Any personal information you provide to us including and similar to your name, address, telephone number and e-mail address will not be released, sold, or rented to any entities or individuals outside of Code Student Accommodation apart from:
- supplying the required information to specialist known suppliers who provide services that are part of your offer such as insurance and deposit protection
- supplying information to third parties such as Mailchimp or social media companies for marketing purposes.
Where we believe an individual is at risk from physical, emotional or mental harm we may supply information to relevant parties including but not limited to police, health care professionals, university welfare staff or parents/guardians. This also applies to sharing information that would protect an individual’s physical, mental, or emotional well-being.
Data collection methods
We collect data via our Zendesk chat functionality, when you register / book with CODE Student Accommodation online, complete a paper-based application form (which we enter into our computer system) or if you apply to CODE Student Accommodation through a third party.
If you take up accommodation with CODE Student Accommodation, we may also hold any data that you provide to us, or that we learn of, during your tenancy.
Types of data held
The data we hold typically consists of, but is not limited to, name, address, contact details, telephone numbers, date of birth, academic course undertaken, next of kin, guarantor information, charges, payment details and operational matters concerning your tenancy.
Use of data
We use the data that we hold primarily for the effective and efficient administration of, and payment for, the accommodation and any other services that we provide to you. We may also use your data to provide you with details of other CODE Student Accommodation products and services that we believe may be of interest to you.
We will only provide your data to third parties in the following circumstances:
- (a) to providers / contractors we have engaged to provide services that are an integral part of the accommodation package that you have purchased,
- (b) when required by the due process of law
- (c) when requested by a relevant organisation in connection with any payments that you make, or attempt to make, to CODE Student Accommodation.
Storage and disclosure of data
We may store data electronically and/or on paper. In all cases we take reasonable steps to ensure the safety of your data.
Once again thank you for choosing to book with CODE Students.