This article only applies for Short Stay. Click here to find more information about the difference between Long Stay and Short Stay housing.

Short Stay booking cancellation VS rent cancellation

With the SSH, we differentiate between the cancellation of a Short Stay booking and the cancellation of a Short Stay rental agreement. These two terms refer to distinct stages of the rental process, each with its own set of rules and implications. You can refer to the cancellation flow to understand the process. 

• Cancellation of booking: canceling of a booking can occur before the start of the rental agreement. It refers to the cancellation of the reservation made for a specific room or self-contained studio.
• Cancellation of a rental agreement: once the rental agreement has started, any cancellation request will be regarded as a rent cancellation.
  
  

Cancellation of booking, how does that work?

The cancellation of a booking can occur before the start of the rental agreement. You can cancel your booking up to four weeks (28 days) before the intended start of your rental period. You can do so by logging in your My SSH, tab 'My bookings'. The first payment minus the cancellation fee (€90,-) and minus the reservation fee (€95,-) will be refunded to the credit card you have used during the booking process. Contact us if you haven’t received the refund after 2 weeks.

If the 4 weeks deadline has passed, cancellation of booking no longer is possible. Then the rules for cancellation of a short stay rental agreement apply. 

Rent cancellation, how does that work?

Whether you can terminate your rental agreement once the start date already commenced depends on the type of accommodation and the type of registration you have. See the scheme below if you can terminate your rental agreement or not.

1.1 Room and apartment
Do you rent a room (Exchange/Bachelor/Master) or an apartment (International Staff and Guests)? Unfortunately, it's not possible to terminate your rental agreement. Please have a look at the Terms & Conditions (article 2.7 and 11) for more information. In case of this, please get in touch with your (educational) institution first. They have to make a claim for termination of your rental agreement. After termination of the rental agreement as described in the Terms & Conditions, SSH will terminate your rental agreement, with a notice period of one full month. That means your rental agreement remains until the last day of the next month.

1.2 Studio or apartment
for PhD, Exhange, Bachelor/and or Master students
Do you rent a studio or apartment (not applicable for International Staff and Guests)? You can terminate your rental agreement before the first day of the month, with a notice period of one calendar month. To cancel the rent yourself, log on to My SSH page and click on 'Rent Cancellation'. Make sure to do this before the first day of the month if you want to end your rental agreement the following month. For example, if you cancel your rental agreement on the 31st of March, your termination will be effective on the 30th of April. If you cancel your rental agreement on the 1st of April, it will be effective on the 31st of May. 

1.3 Proxima tenants (RuG or Hanze students)
For Proxima A-bed tenants only. Are you Emergency housing (Proxima B-bed) tenant? Please see this page for more information about cancellation. 
Unfortunately, it is not possible to terminate your rental agreement. Please refer to the Terms & Conditions (articles 2.7 and 11) for more information. If you believe an exception applies, please get in touch with SSH. We will assess whether your cancellation request is valid. If termination is approved as described in the Terms & Conditions, SSH will end your rental agreement with a notice period of one full calendar month. This means your rental agreement will remain active until the last day of the following month.

How can I contact my educational institution in case of cancellation? 

If you meet the outlined criteria for cancellation as stipulated in the Terms & Conditions, you need to contact your University (or the SSH for Proxima tenants) for a cancellation request. They will check if you meet the outlined criteria. If you meet the criteria for cancellation, your (educational) institution will inform the SSH about your cancellation. Here below you can find how to contact your (educational) institution:

• Utrecht University: studentservices@uu.nl
• Hogeschool Utrecht: housing@hu.nl
• HKU University of Arts Utrecht: sz@hku.nl
• Erasmus University Rotterdam: housing@eur.nl. Note that after contacting EUR, you also need to fill out EUR’s cancellation form. 
• Rotterdam University of Applied Sciences: coia-housing@hr.nl
• Hanzehogeschool Groningen: housing@org.hanze.nl 
• University of Groningen: housingUG@rug.nl
• Windesheim University of Applied Science: internationaloffice@windesheim.nl
• Tilburg University: studenthousing@tilburguniversity.edu
• SSH Groningen: info@sshxl.nl (for Proxima tenants only)

I do not meet the terms and conditions, can I still cancel my rental agreement?

If you don't meet the outlined terms for cancellation, you may be able to find a new tenant to take over the rental agreement. Please note that the replacement tenant needs to meet certain criteria in order to take over your rental agreement.

What are the criteria for finding a replacement tenant

You can find a replacement tenant that meets the following conditions:

• the student must have an approved registration with us, for the same period. Note that approval of the registrations is done by your University;
• the student should be the same type of student (bachelor, master, exchange). So you cannot for instance find a PhD student if you are an exchange student;
• If you are sharing your room with a roommate, this person needs to be of the same gender
• The student may not have lived with the SSH before under a Short Stay contract.

Furthermore, please consider the following when you find a new tenant:

• Finding a replacement tenant is only possible for three or more months of your rental agreement. You cannot find a replacement tenant if you have one or two more month left of your rental agreement.
• The replacing tenant will receive a new contract, meaning the rental price could be higher than what you are paying. We adjust rent during the year, the new rent will apply when a new contract is signed. 
• If the rental agreement is shorter than 6 months, tax fee will apply. Tax fee is a one-time fee, which amounts to 9% of the total to be paid rent, which needs to be paid during the first-payment
• You need to arrange key handover with the new tenant.
• You need to pay a cancellation fee of €90,- when finding a replacement tenant.

I have found a replacing tenant. What are the next steps?

Make sure your replacement tenant has an approved registration with us for the same period as you. If the replacing tenant does not have an approved registration yet, please inform that person to register as soon as possible. See this page on how to register for Short Stay.

Have you found a replacement tenant with the right approved registration? You can contact us at info@sshxl.nl. Please inform us of the name and registered e-mail address of the replacement tenant.