Introduction:

 

Welcome to Index House. The following Terms & Conditions ("Agreement") govern the use of the accommodation services provided by Index House ("we", "us", or "our") located at 70 Burley Road, Leeds, LS3 1JX. By applying for or using our accommodation, you ("User", "you", or "your") agree to be bound by this Agreement.

This Agreement outlines the terms that govern your use of our accommodation and facilities, and it is important that you read and understand them.

By applying for or using our accommodation, you confirm that you have read, understood, and agree to be bound by this Agreement. If you do not agree with any part of this Agreement, you should not apply for or use our accommodation.

 

 

Section 1: Eligibility for Accommodation

1. Definition of Eligible Users

   • Index House is a premier student accommodation facility that primarily caters to individuals who are currently pursuing their education or are engaged in professional work. The eligibility for accommodation is specifically defined for three categories of users: undergraduates, postgraduates, and professionals.

   • Undergraduates are defined as individuals who are currently enrolled in an undergraduate degree program at a recognized educational institution. This includes students from all fields of study who are pursuing a bachelor's degree or equivalent.

   • Postgraduates are defined as individuals who have completed an undergraduate degree and are currently enrolled in a postgraduate degree program at a recognized educational institution. This includes students pursuing a master's degree, doctoral degree, or any other higher education program.

   • Professionals are defined as individuals who are currently employed or self-employed in a recognized profession. This includes individuals from various fields such as business, healthcare, technology, arts, and more.

2. Proof of Eligibility

   • To ensure that the accommodation is provided to the intended users, all applicants are required to furnish valid proof of their eligibility status. This proof may include a student identification card for students or a letter of employment for professionals.

   • The proof of eligibility should be current and valid at the time of application. For instance, a student ID card should be valid for the current academic year, and a letter of employment should be recent and indicate ongoing employment.

   • Index House reserves the right to verify the authenticity of the provided proof of eligibility with the issuing authority. This could involve contacting the educational institution or employer to confirm the status of the applicant.

3. Application Process

   • To apply for accommodation at Index House, users must complete an application process. This process may require the submission of personal information such as name, contact details, and proof of eligibility. Additional information may also be requested to understand the specific needs and preferences of the applicant.

   • The application must be submitted by a specified deadline. Late applications may not be considered, as the allocation of rooms is done on a first-come, first-served basis.

 

1. Acceptance of Application

   • The acceptance of an application for accommodation is at the sole discretion of Index House. Various factors may be considered during the decision-making process, including the availability of rooms, the specific needs of the applicant, and the applicant's adherence to the application process.

   • Successful applicants will be notified of their acceptance. They will be provided with further information regarding the terms of their accommodation, including details about the room allocation, payment terms, and use of facilities.

2. Rejection of Application

   • Index House reserves the right to reject any application for accommodation. The reasons for rejection may vary and could include insufficient proof of eligibility, failure to adhere to the application process, or lack of available rooms.

   • Applicants whose applications have been rejected will be notified of the decision. They will be provided with the reason for rejection, which could help them address any issues and reapply in the future.

3. Changes in Eligibility Status

   • If there are any changes in a user's eligibility status after they have been granted accommodation, they are required to notify Index House immediately. For instance, if a student graduates or a professional changes their job, this could potentially affect their eligibility for accommodation. Failure to promptly notify Index House of such changes may result in the termination of the accommodation agreement.

​

​

Section 2: Payment Terms

1. Payment Schedule

   • The payment for accommodation at Index House is structured on a monthly basis. This means that users are required to make their payments every month for the duration of their stay. The specific date of each month when payments are due will be clearly communicated to the user upon the acceptance of their application. This date will remain consistent throughout the term of the accommodation agreement.

2. Payment Methods

   • Index House will provide information on the accepted methods of payment. This could include options such as bank transfer, credit card, or other digital payment methods. Any charges or fees associated with specific payment methods, if applicable, will be clearly outlined to ensure users are aware of the complete cost associated with their chosen payment method.

3. Late Payment Policy

   • Index House will have a clear policy regarding late payments. This policy will outline the grace period, if any, after the due date before a payment is considered late. It will also detail any potential late payment fees that may be incurred. The process for notifying users of a missed payment will also be clearly defined to ensure users have the opportunity to rectify the situation.

4. Non-payment Consequences

   • The consequences of non-payment or consistently late payment will be detailed in this section. This could include actions such as termination of the accommodation agreement, denial of access to certain facilities, or other penalties as deemed appropriate by Index House. The aim is to encourage timely payments and ensure the sustainability of the services provided.

5. Changes in Payment Terms

   • Index House reserves the right to change the payment terms at any time. This could include changes to the amount of monthly rent or the inclusion/exclusion of certain facilities or services in the monthly rent. Users will be notified of any such changes in a timely manner, and their continued use of the accommodation following such changes will constitute acceptance of the new terms.

6. Refund Policy

   • The policy regarding refunds, if applicable, will be clearly outlined. This could include conditions under which a refund may be issued, such as cancellation of the accommodation agreement under certain circumstances. The process for requesting a refund, as well as the timeframe within which a refund will be processed, will also be detailed.

​

 

Section 3: Eligibility for Accommodation

1. Overview of Facilities and Services

   • Index House prides itself on offering a comprehensive living experience by providing a range of facilities and services. These include a swimming pool for leisure and exercise, a retail section for convenient shopping, an in-house cinema room for entertainment, a 24/7 gym for fitness enthusiasts, and an international buffet for diverse dining experiences. Each of these facilities and services is designed to cater to the diverse needs and preferences of the users, enhancing their stay at Index House.

2. Inclusion in Monthly Rent

   • The use of these facilities and services is included in the monthly rent. This means that users can freely access these facilities and services without worrying about additional costs. However, it should be noted that certain services may require prior booking or have limited availability due to high demand or operational constraints.

3. Availability of Facilities and Services

   • While Index House strives to ensure all facilities and services are available as advertised, there may be instances where a facility or service is temporarily unavailable. This could be due to routine maintenance, upgrades, or unforeseen circumstances such as equipment failure. In such cases, users will be notified of the disruption and the expected duration of the unavailability in a timely manner.

4. Rules and Guidelines for Use

   • To ensure the safety, comfort, and enjoyment of all users, each facility and service at Index House may have specific rules or guidelines for use. These could include hygiene standards, usage time limits, booking procedures, and more. These rules and guidelines will be clearly communicated to users and must be adhered to at all times. Failure to comply may result in penalties as outlined in the Consequences of Misuse section.

5. Changes to Facilities and Services

   • Index House reserves the right to modify, add, or remove any facilities or services at any time. This could be due to a variety of reasons such as upgrading existing facilities, introducing new services, or discontinuing underutilized facilities. Users will be notified of any significant changes that may affect their use or enjoyment of the facilities or services.

6. Responsibility for Personal Belongings

   • While using the facilities and services at Index House, users are responsible for their personal belongings. This includes clothing, electronic devices, personal fitness equipment, and any other items brought into the facilities. Index House is not liable for any loss, theft, or damage to personal belongings, and users are advised to take appropriate precautions to secure their belongings.

7. Consequences of Misuse

   • Misuse of any facility or service, or failure to adhere to the rules or guidelines, may result in penalties. These penalties could range from a temporary or permanent denial of access to the facility or service, to additional charges for damages caused, or even termination of the accommodation agreement in severe cases. The aim of these penalties is to ensure a respectful and enjoyable environment for all users.

 

​

Section 4: Room Allocation

1. Allocation Process

   • The allocation of rooms at Index House follows a first-come, first-served principle. This means that the rooms are assigned to users in the order in which their applications are received and approved. As such, users are encouraged to submit their applications as early as possible to increase their chances of securing their preferred room type. The date and time of application submission may be used to determine the order of room allocation.

2. Types of Rooms

   • Index House offers a variety of room types to cater to the diverse needs and preferences of its users. The standard premier double rooms are equipped with en-suite bathrooms, a big comfy bed, and a common room to share with flatmates, providing a comfortable and communal living experience. For users seeking more space and a panoramic view, the penthouse studio rooms offer extra floor space and a great view overlooking the surrounding areas.

3. Room Preferences

   • During the application process, users have the opportunity to indicate their preference for a specific type of room. Index House will make every effort to accommodate these preferences, but it should be noted that room allocation is subject to availability and cannot be guaranteed. Users will be informed of their room allocation prior to their move-in date.

4. Room Change Requests

   • After the initial allocation, users may wish to request a change of room due to various reasons such as compatibility with roommates or desire for a different room type. Index House will consider such requests based on the reasons provided and the availability of other rooms. Any costs associated with changing rooms, such as cleaning or maintenance fees, will be clearly communicated to the user.

5. Room Occupancy

   • Each room at Index House is designed for occupancy by a specific number of users. Overcrowding or unauthorized sharing of rooms is not permitted as it can lead to safety issues and infringe on the comfort of other users. Violation of this rule may result in penalties as outlined in the Consequences of Misuse section.

6. Maintenance and Repairs

   • Index House is responsible for the maintenance and repair of rooms to ensure a safe and comfortable living environment. Users are required to report any damage or need for repairs in a timely manner to allow for prompt resolution. However, users may be held responsible for any damage caused due to negligence or misuse, and charges for repair or replacement may be applied.

7. Check-in and Check-out Procedures

   • Index House will provide clear procedures for checking in and checking out of rooms. This includes the return of keys at the end of the accommodation period and the condition in which rooms should be left upon check-out. Any damage beyond normal wear and tear or missing items may result in additional charges.

 

​

Section 5: Charitable Contributions

1. Charitable Nature of Index House

   • Index House is more than just an accommodation provider; it is a project that is fully funded and purpose-built for charity. This means that it operates as a not-for-profit development. Its primary aim is not to generate profit for shareholders or owners, but to contribute to charitable causes. This unique aspect sets Index House apart from other accommodation providers and aligns with its mission to make a positive impact on society.

2. Use of Profits

   • The profits generated from room rentals at Index House are not retained for business expansion or distributed to shareholders. Instead, all profits are directed towards numerous charitable projects. These projects may span a variety of causes and sectors, such as education, healthcare, poverty alleviation, and environmental conservation, among others. The aim is to use the profits to make a tangible and positive impact on society.

3. User Acknowledgement

   • By choosing to stay at Index House, users are not just securing accommodation for themselves; they are also indirectly contributing to charitable causes. Users acknowledge and agree to this charitable aspect of Index House's operations. They understand that their payments for room rentals are helping to fund important projects that aim to make a difference in the world.

4. Transparency and Reporting

   • Index House is committed to maintaining transparency in its charitable contributions. It may periodically provide information on the charitable projects it supports, the amount of funds directed towards these projects, and the impact of these contributions. This information could be shared through various channels such as annual reports, newsletters, or the Index House website. The aim is to keep users informed about how the profits from their room rentals are being used for the greater good.

5. No Direct User Contribution

   • While the profits from room rentals go to charity, it is important to note that users are not directly making a donation. Therefore, they should not expect any tax benefits or acknowledgements typically associated with charitable donations. The payments for room rentals are primarily for the provision of accommodation and access to facilities and services at Index House.

6. Changes to Charitable Contributions

   • Index House reserves the right to change the charitable projects it supports based on its assessment of need and impact. This could involve adding new projects, discontinuing support for certain projects, or changing the allocation of funds among different projects. Users will be notified of any significant changes in the charitable contributions of Index House.

 

 

Section 6: Use Of Personal Information

1. Collection of Personal Information

   • Index House collects personal information from users during the application process and throughout the duration of their stay. This information may include, but is not limited to, the user's name, contact details, identification documents, and payment information. The collection of this information is necessary to facilitate the provision of accommodation and services, ensure compliance with legal requirements, and maintain a safe and secure environment.

2. Use of Personal Information

   • The personal information provided by the user is used for various purposes. These include processing the application for accommodation, managing the user's stay at Index House, processing payments, and communicating with the user regarding their accommodation and any updates or changes. The specific uses of personal information are governed by the Privacy Policy of Index House.

3. Privacy Policy

   • The Privacy Policy of Index House provides detailed information on how personal information is collected, used, and protected. It outlines the types of personal information collected, the purposes for which it is used, the measures taken to protect it, and the rights of users in relation to their personal information. Users are encouraged to review the Privacy Policy to understand how their personal information is handled.

4. Consent to Use Personal Information

   • By applying for accommodation and using the services of Index House, the user consents to the collection and use of their personal information as outlined in the Privacy Policy. This consent is an integral part of the agreement between the user and Index House, and the provision of accommodation and services is contingent upon this consent.

5. Protection of Personal Information

   • Index House is committed to protecting the privacy and security of personal information. It implements appropriate security measures, including physical, technical, and administrative safeguards, to protect personal information from unauthorized access, use, or disclosure. These measures are regularly reviewed and updated to ensure ongoing protection of personal information.

6. Changes to Privacy Policy

   • Index House reserves the right to change its Privacy Policy at any time to reflect changes in its practices, technology, legal requirements, or other factors. Users will be notified of any significant changes to the Privacy Policy. Their continued use of the accommodation and services following such changes will constitute acceptance of the revised Privacy Policy.

 

 

Section 7: Termination of Accomodation

1. Grounds for Termination

   • Index House reserves the right to terminate the accommodation agreement if the user fails to comply with these Terms & Conditions. This could include, but is not limited to, non-payment or late payment of rent, misuse of facilities, violation of rules and guidelines, or any other actions that disrupt the operations of Index House or the comfort and safety of other users.

2. Termination Process

   • The process for terminating the accommodation agreement will be clearly outlined. This will include the notice period, if any, that Index House will provide to the user before termination, and the form and method of communication that will be used to notify the user of the termination.

3. Implications of Termination

   • The implications of termination will also be clearly outlined. This could include the requirement for the user to vacate the room by a certain date, the process for returning keys and other property of Index House, the calculation and refund of any prepaid rent or deposit, and the potential impact on the user's ability to apply for accommodation at Index House in the future.

4. User's Right to Terminate

   • The Terms & Conditions will also outline the user's right to terminate the accommodation agreement. This will include the notice period the user must provide to Index House, the form and method of communication for providing such notice, and any fees or penalties associated with early termination.

5. Dispute Resolution

   • In the event of a dispute related to the termination of the accommodation agreement, the Terms & Conditions will outline the process for resolving the dispute. This could include negotiation, mediation, arbitration, or legal proceedings.

​

​

Section 8: Liability

1. Non-Liability for Personal Belongings

   • Index House will not be liable for any personal belongings that are lost, stolen, or damaged within the premises. This includes items in the user's room, in common areas, or in any other part of the property. Users are responsible for the security of their personal belongings and are advised to take appropriate precautions. This could include using locks on doors and lockers, not leaving valuable items unattended, and not sharing keys or access codes.

2. User Liability for Damages

   • Users are responsible for any damage they cause to the property or facilities of Index House. This includes, but is not limited to, damage to the room, furniture, appliances, common areas, or any other part of the property. If a user causes damage, they may be required to pay for the repair or replacement of the damaged items. The cost will be determined based on the extent of the damage and the cost of repair or replacement.

3. Reporting of Damages

   • If a user causes or discovers damage, they are required to report it to Index House in a timely manner. This allows for prompt repair and prevents further damage. Failure to report damage could result in additional charges or penalties, as it may lead to more extensive damage or higher repair costs.

4. Limitation of Liability

   • Index House's liability for any damages or losses suffered by the user is limited as per applicable laws and regulations. This means that Index House may not be responsible for certain types of damages or losses, or its responsibility may be capped at a certain amount. This limitation of liability will be clearly outlined in the Terms & Conditions.

5. Insurance

   • Users are encouraged to obtain appropriate insurance to cover their personal belongings and potential liability for damages. This could include renter's insurance or personal liability insurance. While Index House may provide some level of insurance, it may not cover all potential damages or losses. Information on any insurance provided by Index House or recommended insurance providers may be provided to users.

6. Indemnification

   • Users may be required to indemnify, or reimburse, Index House for any costs, damages, or losses it incurs as a result of the user's violation of the Terms & Conditions or any laws or regulations. This could include legal fees, repair costs, or compensation paid to other users.

 

​

Section 9: Dispute Resolution

1. Dispute Identification

   • A dispute is identified when there is a disagreement between the user and Index House regarding the interpretation or application of the Terms & Conditions, or any other aspect of the services provided by Index House. This could include disputes about payments, room allocation, use of facilities, termination of accommodation, or any other issues that may arise during the user's stay at Index House.

2. Initial Resolution Efforts

   • Users are encouraged to first attempt to resolve any disputes directly with Index House. This could involve contacting the management, discussing the issue, and seeking a mutually acceptable solution. This initial step allows for a quick and informal resolution of minor disputes and helps maintain a positive relationship between the user and Index House.

3. Formal Dispute Resolution Process

   • If a dispute cannot be resolved directly, it should be addressed through the formal dispute resolution process specified by Index House. This process will be clearly outlined in the Terms & Conditions and may involve several steps, such as submitting a written complaint, participating in a formal meeting or hearing, or engaging in a structured negotiation process.

4. Mediation or Arbitration

   • The formal dispute resolution process may involve mediation or arbitration. Mediation involves a neutral third party who facilitates discussion and helps the parties reach a resolution. Arbitration involves a neutral third party who hears the arguments of both sides and makes a decision that is usually binding. The specific procedures for mediation or arbitration, including the selection of the mediator or arbitrator, will be outlined in the Terms & Conditions.

5. Legal Proceedings

   • If a dispute cannot be resolved through mediation or arbitration, it may be necessary to resort to legal proceedings. The Terms & Conditions will specify the jurisdiction and venue for any such proceedings. This could be the courts of the city or country where Index House is located, or another jurisdiction agreed upon by the parties.

6. Costs of Dispute Resolution

   • The Terms & Conditions will outline who is responsible for the costs of dispute resolution. This could include fees for mediators or arbitrators, legal fees, and other related costs. In some cases, each party may be responsible for their own costs, while in other cases, the party who is found to be at fault may be required to pay the costs.

​

​

Section 10: Changes to Terms & Conditions

1. Right to Modify Terms & Conditions

   • Index House reserves the right to modify these Terms & Conditions at any time. This could be due to changes in its services, legal requirements, business practices, or other factors.

2. Notification of Changes

   • If Index House makes any changes to the Terms & Conditions, it will notify users of these changes. The method of notification will be clearly outlined in the Terms & Conditions and could include email, notices on the Index House website, or other appropriate methods.

3. Effective Date of Changes

   • The Terms & Conditions will specify the effective date of any changes. This could be the date of notification, a specified future date, or the date of the user's next payment or renewal of their accommodation agreement.

4. User Acceptance of Changes

   • By continuing to use the accommodation and services of Index House after the effective date of any changes, the user is considered to have accepted the changes. If a user does not agree with the changes, they have the option to terminate their accommodation agreement in accordance with the termination provisions of the Terms & Conditions.

5. Access to Current Terms & Conditions

   • Index House will ensure that the current version of the Terms & Conditions is always accessible to users. This could be through the Index House website, a printed copy at the Index House office, or other appropriate methods.

​

​

Section 11: Contact Information

If you have any questions about our Terms & Conditions, please contact us at:

Index House

70 Burley Road

Leeds

LS3 1JX

info@Indexhouse.co.uk

​

​