Booking Terms & Conditions  

These Terms and Conditions explain how accommodation bookings are made with Flow Student and the responsibilities of both the applicant and the landlord once a booking has been confirmed.

Flow Student acts as the managing agent on behalf of the landlord for the accommodation property.

By submitting an application and accepting a room offer, you confirm that you have read, understood and agreed to these Terms and Conditions.

Applications for accommodation can be submitted through the Flow Student website or through an authorised booking platform.

Submitting an application does not guarantee that accommodation will be offered. All applications are subject to availability and approval.

Flow Student will normally confirm whether accommodation can be offered within two working days of receiving an application.

Where a room is available, an offer of accommodation will be issued.

A room offer will include details of:
– The property and room type
– The tenancy start and end dates
– The rent payable
– The payment schedule
– Any advance rent or deposit required

Room offers remain valid for a limited period:

– 7 calendar days during standard booking periods
– 24 hours during peak booking periods such as results and clearing (typically August and September)

If the offer is not accepted and the required payment made within the stated timeframe, the offer will expire and the room may be released for booking by another applicant.

Flow Student cannot guarantee that the same room, price or promotional offer will still be available if the offer expires.

– A booking is confirmed when the applicant:
– Accepts the room offer
– Completes the booking process
– Pays the required advance rent or deposit

Once these steps are completed, the applicant will enter into a legally binding Tenancy Agreement with the landlord.

Applicants should ensure they fully understand the terms of the tenancy agreement before accepting the offer.

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Accommodation provided by Flow Student is intended primarily for full-time students enrolled at recognised higher education institutions.

Applicants may be required to provide evidence of their student status before the tenancy begins.

Flow Student reserves the right to withdraw a booking or refuse occupation if an applicant cannot provide valid proof of student status.
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A booking may require payment of advance rent and or a security deposit.

Advance rent payments are usually deducted from the first rent instalment due under the Tenancy Agreement.

Security deposits are held in accordance with relevant UK tenancy deposit legislation and may be used to cover:

– Unpaid rentDamages
– Cleaning costs
– Other legitimate deductions at the end of the tenancy
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Further details regarding deposits are provided within the Tenancy Agreement.

After confirming a booking, applicants are entitled to a cooling off period of 7 calendar days.

If the booking is cancelled during this period, the applicant will receive a full refund of any advance rent paid, subject to any applicable bank transaction charges.

If cancellation occurs after the cooling off period has expired, the applicant will remain liable for the tenancy unless released under the terms of the Flow Student Cancellation and Termination Policy.

Rent must be paid in accordance with the payment schedule outlined in the Tenancy Agreement.

Failure to pay rent on time may result in:

– Late payment action
– Additional administrative charges where permitted
– Recovery action in accordance with the tenancy agreement

Where a guarantor is required, the guarantor will be jointly responsible for any unpaid rent or charges.

Requests to change room type, tenancy dates or property location are subject to availability and landlord approval.

Where a booking change is agreed, Flow Student may apply an administration charge to cover the cost of amending the tenancy agreement.

Flow Student cannot guarantee that alternative accommodation options will be available.

If a tenant wishes to leave the accommodation before the tenancy end date, they may request to be released from the tenancy if a suitable replacement tenant is found and approved by the landlord.

The tenant will remain responsible for rent payments until:

– A replacement tenant has signed a tenancy agreement, and
– The replacement tenant has either moved in or completed their cooling off period

An administration fee may apply for processing a tenancy transfer.

Tenants may move into the accommodation from the tenancy start date specified in the Tenancy Agreement.

Prior to arrival, tenants may be required to:

– Pay any outstanding rent due
– Provide identification
– Provide confirmation of student status

Keys will only be issued once all required documentation and payments have been completed.

Tenants must comply with the terms of the Tenancy Agreement, house rules and any property regulations issued by Flow Student.

Accommodation must only be used for residential purposes by the named tenant.

Tenants must not:
– Sublet the accommodation
– Allow unauthorised occupants to reside in the room
– Use the property for unlawful or disruptive activities

Breaches of tenancy conditions may result in enforcement action in accordance with the tenancy agreement.

Flow Student will process personal information in accordance with UK data protection legislation.

Information provided during the booking process may be shared with:

– The landlord
– Guarantors
– Universities where nomination agreements apply
– Relevant authorities where legally required

Full details are provided within the Flow Student Privacy Policy.

If you are dissatisfied with any aspect of the booking process or accommodation service, you may raise a complaint using the Flow Student Complaints Procedure.

Complaints will be handled in accordance with Flow Student’s published complaints policy.

These Terms and Conditions and any dispute arising from them shall be governed by and interpreted in accordance with the laws of England and Wales.

Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.