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Cancellation Policy – Ireland

Orla Ireland Booking & Cancellation Policy

  1. Introduction

This Cancellation Policy explains the circumstances in which a resident may cancel their booking or Licence Agreement at an Orla residence in Ireland, the process for requesting cancellation, and any refunds that may apply.

By making a booking with Orla, you acknowledge and agree to the terms of this Cancellation Policy and the applicable Licence Agreement.

  1. Administration Fee and Security Deposit

An fully-refundable Administration Fee is payable to confirm your booking. The fee is €500 for new bookings and €300 for Rebookers.

The Administration Fee covers the administrative and processing costs associated with securing and managing your booking and is fully-refundable, except where expressly stated within this policy.

A refundable security deposit of €250 is required on the 1st September alongside the first instalment of your rent. The security deposit will be refunded within 28 days following the end of your Occupancy Period, provided that:

  • you have complied with the terms of your Licence Agreement;
  • all keys, access cards, security cards and fobs issued to you have been returned; and
  • there are no outstanding charges due.

Any outstanding amounts, including cleaning costs, damage charges, fines, administration charges or other sums owed under the Licence Agreement, may be deducted from the security deposit before any refund is made.

If you leave your accommodation before the end of your agreed Occupancy Period without an approved release, or your Licence Agreement is terminated due to a breach of the agreement, your security deposit may be retained.

  1. Booking Cancellation Period

You may request cancellation of your booking within 7 calendar days of receiving your initial accommodation offer.

Where cancellation is requested within this period:

  • the security deposit will be refunded in full; and
  • the Administration Fee will be refunded.

Where a booking is made less than 7 days before the license start date, cancellation may be requested up until the Licence Agreement commencement date.

Cancellation requests must be submitted in writing to the relevant Orla residence team.

Eligible refunds will normally be processed within 30 working days of approval.

After this cancellation period has expired, the Administration Fee and security deposit become non-refundable except where one of the circumstances below applies.

  1. University Admission Changes

A resident may request cancellation before the start of their Licence Agreement where:

  • they do not achieve the required grades to secure their place at their chosen university; or
  • they are accepted by a different university in another city or region.

Requests must be submitted before the Licence Agreement start date and must include:

  • written confirmation from the original institution confirming the withdrawal or non-admission; and
  • confirmation of acceptance from the new institution, where applicable.

Where satisfactory evidence is provided, Orla may cancel the booking and refund the security deposit in full.

  1. Visa Refusal

Where a visa is required to study in Ireland and the visa application is refused before the Licence Agreement begins, Orla will cancel the booking upon receipt of:

  • official confirmation of the visa refusal; and
  • written confirmation requesting cancellation.

Both documents must be provided within 72 hours of receiving the refusal decision.

In these circumstances:

  • the Licence Agreement will be cancelled; and
  • the security deposit will be refunded in full.

Pending Visa Applications

Where a visa application remains under review after the Licence Agreement start date, Orla may hold the accommodation for up to 120 days, provided that all required payments continue to be made in accordance with the Licence Agreement.

If the visa application is subsequently refused:

  • the Licence Agreement will be terminated;
  • the security deposit and Administration Fee may be retained;
  • 50% of rent already paid may be retained; and
  • any remaining balance will be refunded within 30 days of cancellation.

  1. Medical Circumstances

A resident may request cancellation before the start of their Licence Agreement where a serious medical condition prevents them from taking up residence.

Requests must include:

  • official medical evidence from a registered medical professional;
  • confirmation that the condition prevents the resident from travelling to or residing at the accommodation; and
  • written notification within 72 hours of receiving the relevant medical advice.

Orla will review each request individually and may approve cancellation where appropriate. Where cancellation is approved, the security deposit will be refunded in full.

Requests made after the Licence Agreement has started, or after the resident has moved into the accommodation, will be considered under the early departure process below.

  1. Early Departure After Move-In

Residents who wish to leave their accommodation before the end of their agreed Occupancy Period must request an early release from their Licence Agreement.

Early release requests will generally only be considered where a suitable replacement resident is found.

The replacement resident must:

  • meet Orla’s eligibility requirements;
  • complete all required booking checks;
  • sign a new Licence Agreement; and
  • make all required payments before the release can be confirmed.

Until a replacement resident has completed the process and moved into the accommodation, the original resident remains responsible for all rent and other obligations under their Licence Agreement.

Where an early release is approved, a €100 administration fee may apply.

Residents must not assign, transfer or sublet their accommodation without Orla’s prior written approval.

  1. Cancellation by Orla

Orla may cancel a booking where:

  • the resident fails to complete the required booking steps within the specified timeframe;
  • required documents or guarantor information are not provided;
  • false, inaccurate or misleading information has been supplied;
  • legal or regulatory requirements prevent Orla from proceeding; or
  • the Licence Agreement is not signed within the required timeframe.

Where Orla cancels a booking due to a resident’s failure to meet the requirements above, any applicable fees or deposits may be retained.

Where Orla is unable to provide the booked accommodation for reasons outside the resident’s control, Orla will notify the resident as soon as reasonably possible and, where no suitable alternative accommodation can be offered, all monies paid will be refunded.

  1. Changes to Stay Period

Residents may request changes to their stay period, including extensions, subject to availability and approval by Orla.

Reductions to the agreed Licence Agreement term are not normally permitted unless an early release request is approved in accordance with this policy.

  1. Refund Processing

Where a refund is approved under this policy, it will normally be processed within 30 working days and returned using the original payment method where possible.

  1. Governing Law

This Cancellation Policy and any Licence Agreement entered with Orla and Licensor shall be governed by and interpreted in accordance with the laws of Ireland.