Cancellation Policy

At Herbal Hill Studios, we understand that circumstances can change. This Cancellation Policy explains when you can cancel your booking or tenancy and the financial obligations that may apply if you decide to leave before the end of your agreed tenancy period.

1. Definitions

For the purposes of this Cancellation Policy:

“Studio” means the studio at Herbal Hill Studios which you have agreed to rent from us.

“We”, “us” or “our” means Herbal Hill Studios Limited, the landlord of the accommodation.

“You” or “your” means the person who has agreed to rent a Studio from us.

“Tenancy Agreement” means the tenancy agreement entered into between you and us in respect of the Studio.

“Tenancy Start Date” means the date on which your tenancy is due to commence, as stated in your Tenancy Agreement.

2. 48-Hour Cooling-Off Period

We offer a 48-hour cooling-off period from the time you pay your reservation fee.

If you change your mind and wish to cancel your booking, you must notify us in writing by email within 48 hours of paying the reservation fee.

Provided that:

your cancellation request is received within the 48-hour cooling-off period; and
your tenancy has not yet commenced,

we will cancel your booking and provide a full refund of your reservation fee.

Once the 48-hour cooling-off period has expired, your reservation fee will become non-refundable, subject to any rights you may have under applicable law or the specific provisions of this Cancellation Policy.

3. Cancellation After the Cooling-Off Period

If you cancel your booking after the 48-hour cooling-off period, but before your Tenancy Start Date, the reservation fee will normally remain non-refundable.

If you have already entered into a Tenancy Agreement, cancellation will be treated as a request for an early surrender of the tenancy.

We may agree to release you from your Tenancy Agreement if a suitable replacement tenant is found and approved by us.

Until a replacement tenant has been found, approved and has entered into a new tenancy for the Studio, you will remain liable for the rent and other sums due under your Tenancy Agreement.

We will use reasonable endeavours to find a replacement tenant, but we cannot guarantee that a replacement tenant will be found or that this will happen by a particular date.

4. Leaving Your Tenancy Early

If you decide that you no longer wish to live at Herbal Hill Studios and want to leave before the contractual end date of your tenancy, you must contact us in writing as soon as possible.

Simply moving out of the Studio, returning your keys or notifying us that you have left does not end your tenancy or your liability for rent.

If you leave the Studio before the end of your contractual tenancy period, you will remain responsible for the rent and other contractual charges until a suitable replacement tenant has been found and their replacement tenancy has commenced, unless we agree otherwise with you in writing.

Example

If your tenancy runs until 30 June but you decide to move out on 1 March, your rent liability does not automatically stop on 1 March.

You will remain liable for the rent until a suitable replacement tenant takes over the Studio and their new tenancy commences.

For example, if a replacement tenant starts their tenancy on 15 April, your rent liability would normally end on 14 April, subject to the terms of your Tenancy Agreement and formal confirmation from us.

5. Replacement Tenant

Any replacement tenant must be approved by us and must meet our usual eligibility, referencing and booking requirements.

A replacement tenant will only be considered confirmed once:

We have approved the replacement tenant;
The replacement tenant has entered into a new Tenancy Agreement with us; and
The replacement tenancy has commenced.

Until these requirements have been satisfied, you remain responsible for your existing Tenancy Agreement.

Introducing or finding a potential replacement tenant does not automatically release you from your tenancy.

6. Our Responsibility to Re-Let the Studio

If you request to leave your tenancy early, we will use reasonable endeavours to re-let the Studio.

However, we cannot guarantee:

that a replacement tenant will be found;
how quickly a replacement tenant will be found; or
that a particular replacement tenant will be approved.

Your rent liability will therefore continue until the replacement tenancy has been formally agreed and commenced, or until your existing Tenancy Agreement otherwise comes to an end.

7. Administration Fee

Where an early surrender and replacement tenancy are agreed, we reserve the right to charge an administration fee of £50 towards the reasonable administrative costs associated with processing the surrender and replacement tenancy, subject to applicable law.

Any applicable fee will be communicated to you before the surrender is completed.

8. Rent and Other Charges

If you leave the Studio before the end of your contractual tenancy period, you remain responsible for:

rent due under your Tenancy Agreement;
any other charges properly due under your Tenancy Agreement; and
any applicable administration costs associated with the early surrender.

Your liability will continue until you have been formally released from your Tenancy Agreement or the tenancy otherwise ends in accordance with its terms.

Vacating the Studio does not, by itself, cancel your tenancy or stop your rent liability.

9. Visa Refusal

If you are unable to obtain a valid visa required for your studies and travel to the UK, you may request cancellation of your booking by providing us with written notice and appropriate evidence of the visa refusal.

The cancellation request must be made at least 28 days before the Tenancy Start Date.

Where the required evidence is provided and the cancellation is accepted, we may cancel your booking in accordance with this provision.

The reservation fee will remain non-refundable.

Any cancellation request made less than 28 days before the Tenancy Start Date, or after the tenancy has commenced, will be considered under the relevant provisions of this Cancellation Policy and your Tenancy Agreement.

10. Failure to Pay Before Occupation

If you fail to meet your contractual obligations, including paying rent or other sums due under your Tenancy Agreement before occupation, we may cancel your booking or tenancy by providing written notice.

In such circumstances, any advance payments made by you may be retained or applied towards sums properly due under your Tenancy Agreement, subject to applicable law.

11. Cancellation by Us

If we cancel your Tenancy Agreement before you take occupation of the Studio for reasons unrelated to any breach by you, we will provide as much advance written notice as reasonably practicable in the circumstances.

Where applicable, we will refund the initial rental payment and any other fees paid by you in connection with the tenancy, subject to any sums that we are legally entitled to retain.

12. Important Information

By entering into a Tenancy Agreement with Herbal Hill Studios Limited, you acknowledge that your tenancy is for the contractual period stated in your agreement.

If you decide to move out early, your tenancy does not automatically end when you leave the Studio.

You will remain liable for rent until:

a suitable replacement tenant has been approved and their replacement tenancy has commenced; or
your existing Tenancy Agreement otherwise comes to an end.

We strongly recommend that you contact us as soon as possible if your circumstances change and you believe you may need to leave your accommodation early.

We will work with you to try to find a suitable replacement tenant, but we cannot guarantee that a replacement will be found.