Cloud Student Homes Tenancy Terms & Conditions

Booking Options

You can book your accommodation with Cloud Student Homes in three ways:

1.1.1. Web Direct

Select your property and room type online, follow the instructions, and complete your Tenancy Agreement (TA). You must sign and submit your TA within 7 days of booking (48 hours during peak booking periods such as August–September). Failure to complete the TA in this timeframe will result in cancellation, and you will need to restart the booking.

1.1.2. Via Accommodation & Sales Team

You may book by phone, email, or via the Get in Touch form or live chat. You will need to provide all required documentation. The TA must be signed within 7 days (or 48 hours during peak booking).

1.1.3. Third Party Agent

If you book through an agent, you must complete a TA issued to your email address. All required documents must be provided, and the TA must be signed within 7 days (48 hours during peak booking). Agents may charge their own fees under separate terms.

Important: The AST is a legally binding contract. Please read it carefully before signing.

Platform: Our tenancy platform is powered by Concurrent. By booking with Cloud Student Homes, you agree to Concurrent’s website legal terms, privacy policy, and acceptable use policy.

Tenants

Tenants must provide:

• Proof of identity (valid passport, UK photo driving license, or residence permit)
• Visa (if applicable)
• Proof of student status (student ID card or acceptance letter from a Specified Educational Establishment as outlined in the Renters Reform Act 2025)

Guarantors

Guarantors must provide:

• Proof of identity (passport or driving license)
• Proof of address (utility bill, bank statement, council tax bill, or equivalent official documentation)

All documents must be in English. Unclear or untranslated documents may be rejected.

To confirm your booking you must pay a deposit (£150 for en-suite, £200 for studio).

Deposits are protected under the MyDeposits Custodial scheme. Refunds will be processed within 10 days of tenancy end, less deductions for arrears or damages.

You can pay in one of three ways:

1. Pay in full before your tenancy starts.
2. Instalments with a UK guarantor (4 or 9 instalments).
3. Instalments using the Leap Guarantor Waiver (fees vary by tenancy length/value).

Monthly instalments may be available in some cases. Final payment must always be made 30 days before the tenancy end date.

Note: Cloud Student Homes does not accept cash, cheques, or credit card payments.

To pay in instalments, you must provide a qualified guarantor. Acceptable guarantors include:

• UK residents in full-time employment
• UK residents who are self-employed or retired (subject to proof of address and financial status)

Students cannot act as guarantors.

Where no UK guarantor is available, you may use the Leap Guarantor Waiver service.

4.6.1. Cooling-Off

You may cancel within 7 days of booking (48 hours during peak booking) without penalty. Outside this period, Cloud Student Homes may retain your deposit to cover administrative costs.

4.6.2. Tenancy Takeover

If you wish to leave your tenancy, you must arrange a replacement tenant. Conditions:

• Replacement must be a full-time student studying or intending to study at a Specified Educational Establishment
• Replacement must sign a TA and provide all required documents
• Refunds processed once the replacement has signed and moved in

Service Fees:

• £50 if you find your own replacement
• £250 if Cloud Student Homes sources a replacement

The takeover service must be requested in writing before Cloud begins sourcing a replacement. Fees cover administration, advertising, and cleaning costs. Refunds provided if no replacement is secured.

4.6.3. No Place, No Stay

Applies to first-year undergraduate students who do not achieve the required grades:

• Notify Cloud within 5 calendar days of results
• Provide UCAS/university rejection letter and, if applicable, acceptance at an alternative university
• Refunds processed within 10 working days

4.6.4. Visa Refusal

If your visa is refused, you may cancel with evidence of refusal within 5 days.

Tenants may request a room move during their tenancy. Requests must be submitted in writing to the Accommodation Team.

Conditions:

• Moves are subject to availability within the building or wider portfolio
• Any rent difference (e.g. moving to a higher room category) must be agreed and paid prior to the move
• An administration and cleaning charge of £50 may be applied for voluntary room moves
• The room being vacated must be left in a clean, serviceable condition

5.1.1. Cloud-Initiated Room Moves

In some cases, Cloud Student Homes may need to reallocate your room prior to your arrival (e.g. due to operational requirements, maintenance, or unforeseen circumstances).

• You will be provided with a room of the same or better type than the one originally booked
• Where you have submitted specific preferences (floor level, orientation, or cluster location), Cloud Student Homes will endeavour to honour these, but cannot guarantee them

Timescale: Approved room moves will normally be arranged within 10 working days of acceptance, subject to readiness of the new room.

5.1.2. Temporary Accommodation

If your booked room is unavailable at the start of your tenancy (due to maintenance, incident, or delay), Cloud Student Homes will provide temporary alternative accommodation.

Conditions:

• The alternative will, where possible, be within the same property. Where this is not possible, a comparable property in the local area will be offered
• Temporary accommodation may not provide identical facilities (e.g. gym, study space)
• You will be transferred into your contracted room as soon as it becomes available

Emergency situations (fire, flood, or service failure):

• You will be provided with temporary housing covered by the building’s insurance policy for the duration of the incident
• This arrangement does not affect your legal obligation to pay rent as outlined in your tenancy agreement

• All personal belongings must be removed by 2pm on the final tenancy day
• Rooms must be left clean and waste-free
• Deposits (less any deductions) will be returned within 10 days of tenancy end
• Your tenancy end date can be found:
  • On your signed Tenancy Agreement
  • Via the Concurrent portal (booking platform)
  • In the MyCloudStudent app, which provides tenancy details and key dates
• Check out form must be completed on departure. Any items left in the property will be removed and disposed of without prejudice
• A forwarding address should be provided by the resident to postal companies to ensure no post is received after check out. All items are returned to sender or disposed of where a return is unavailable

7.1. Eligibility

You may request early termination of your tenancy where:

1. You withdraw from your course
2. You are excluded from or refused admission to your institution
3. You are unable to attend your course for more than 60 consecutive days due to illness and have formally suspended your studies with your institution

This provision applies only where your tenancy agreement includes this right.

7.2. Notice Requirements

To exercise this option, you must:

• Provide a minimum of 4 weeks’ written notice to the Accommodation Team
• Provide proof of eligibility as described in Section 7.1
• Clearly state your intended departure date
• Continue to comply with all tenancy obligations until your termination date

Your notice will not be considered valid until all required information and evidence has been received.

7.3. Evidence Requirements

You must provide supporting documentation, including:

• Official written confirmation from your university or higher education provider
• Clear confirmation of one of the following:
  • Withdrawal from studies
  • Exclusion or refusal of admission
  • Approved suspension due to illness

Cloud Student Homes reserves the right to reject incomplete, unclear, or unverifiable evidence.

7.4. Review and Acceptance

• Your request will be reviewed by the Accommodation Team
• If your notice or evidence is incomplete, you will be contacted and given a reasonable opportunity to correct this
• Termination will only take effect once formal written acceptance has been issued by Cloud Student Homes

7.5. Rent Liability

• You remain fully liable for rent and all contractual payments up to and including your agreed termination date
• Rent will not be waived during the notice period

7.6. Vacating the Room

• You must vacate the room on or before your confirmed departure date
• The room must be left in a clean and lettable condition
• Any damages, cleaning, or outstanding charges will be deducted from your deposit where applicable

7.7. Re-letting and Marketing

• Once your termination request has been approved, Cloud Student Homes may begin marketing the room immediately
• You agree to allow reasonable access for viewings in line with your tenancy agreement

7.8. Interaction with Other Policies

• This policy operates separately from Tenancy Takeover
• This policy does not replace or override:
  • Cooling-off cancellations
  • No Place No Stay
  • Visa refusal cancellations
• Where multiple policies could apply, Cloud Student Homes will determine the most appropriate route

7.9. Non-Eligible Requests

Requests will not be accepted where:

• You voluntarily leave your course without formal withdrawal confirmation
• You transfer to another institution but remain a student (unless otherwise agreed)
• You fail to provide sufficient evidence within a reasonable timeframe

 

Common Law Tenancy Agreements are issued in accordance with the Renters Reform Act 2025 and applicable PBSA exemption regulations. For the purposes of the Renters Reform Act 2025, where Cloud Student Homes is exempt, any Common Law Tenancy Agreement issued prior to 1 May 2025 shall be deemed to have been granted on 1 May 2025 (unless expressly stated otherwise within the agreement). Any Common Law Tenancy Agreement issued on or after 1 May 2025 shall be deemed to be granted following expiry of the applicable cooling-off period (currently 7 days), in accordance with these Terms & Conditions.

Tenants are required to confirm insurance cover (provided by Howdens Insurance) with their Tenancy Agreement. All claims must be submitted directly to Howdens Insurance by the tenant. Notification to the accommodation team should also be provided. Where the resident does not claim or notify the insurer, and fault is determined to be with the resident, Cloud Student Homes reserves the right to deduct from the deposit (and invoice where applicable) any expenses relating to the claim and remedials.

It is the responsibility of the tenant to provide a valid Council Tax Exemption Certificate (typically obtained from your university) to ensure Council Tax is not charged to your room. Where an exemption is provided, Cloud Student Homes will ensure Council Tax is not applied, or that charges are adjusted for the exemption period. If no exemption certificate is supplied, or if one cannot be obtained, any Council Tax applied to the room will be the responsibility of the tenant to cover in full.

Cloud Student Homes's Privacy Policy is available on the website. 

• The 'Book Now' function constitutes a legally binding contractual offer, subject to these Terms & Conditions
• Cloud Student Homes reserves the right to update services, prices, and products without prior notice, provided that no change will affect an existing signed tenancy agreement without your written consent
• Cloud Student Homes makes every effort to ensure accuracy of the information on its website and booking platform. However, all content is provided “as is” and no warranty is given as to its completeness, accuracy, or fitness for purpose
• Operational communications (such as safety, building access, or maintenance updates) will continue to be issued regardless of your marketing preferences
• Cloud Student Homes is not responsible for the content of any external websites linked from our site
• By booking accommodation, you agree that your tenancy is governed by the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the English courts
• All personal information provided will be processed in accordance with UK GDPR and Data Protection laws. Please see our Privacy Policy for full details
• ‘Specified Educational Establishment’ is an institution noted and defined in the Renters Reform Act 2025
• ‘Peak Booking periods’ include (but are not limited) to August–September
• ‘Howdens Insurance’ is the insurance broker used by Cloud Student Homes at time of publishing. Cloud Student Homes reserves the right where required to substitute Howdens insurance for another provider of similar coverage without notice

• All information on Cloud Student Homes’ websites and booking platforms is provided “as is” without warranty of any kind
• To the fullest extent permitted by law, Cloud Student Homes disclaims liability for any indirect, incidental, or consequential loss or damages, including (but not limited to) loss of profits, data, or goodwill
• Nothing in these Terms & Conditions excludes or limits liability for death or personal injury resulting from negligence, fraud, or any other liability which cannot be excluded by law
• Cloud Student Homes may suspend or restrict access to its services during maintenance, upgrades, or in the event of suspected misuse. No compensation will be due for temporary interruptions
• Intellectual property rights in all materials, documents, images, and designs on the Cloud Student Homes website are owned by or licensed to Cloud Student Homes. No part may be reproduced or distributed without written consent
• Any disputes relating to these Terms & Conditions, or to services provided by Cloud Student Homes, will be resolved under English law. Where possible, Cloud encourages resolution through internal complaints handling before recourse to formal legal proceedings