Accommodation
Applying to a partner provider
Guidance on applying to a partner provider accommodation site, how we handle your data and how information is shared with our partners.
When you apply for a place in a partner provider accommodation site, the process will work differently to applying for a York St John University site.
Once your application is submitted, if you have requested partner provider accommodation, we contact the provider with your details and infirm you of the next steps to secure a booking.
The contract you sign is directly with the accommodation provider rather than with York St John. Make sure you read your contract carefully, as it will may have different terms and conditions when it comes to guarantors and early departures from your tenancy.
Please be aware that unlike YSJ accommodation, you will require a guarantor or guarantor service to secure a room at one of our partner providers.
Please note that on partner provider websites, they advertise their own stock of rooms with prices that may be higher than those we are promoting. At York St John, we have our own stock of rooms available at partner sites, which will not be visible on the partner's web pages. You can usually apply for a place in a partner provider site through our Accommodation Hub even if the partner site says their accommodation is full.
The application process
If you choose a partner provider as your first choice:
- We will send your personal details directly to the provider as applicable.
- We will provide details on how to complete a booking with the provider.
- The provider will tell us when you have completed a booking with them
- Your University accommodation application will be closed.
- After this point, any accommodation queries or concerns will need to be directed to the provider.
If we have a partner provider as your second or third preference and your previous preferences are unavailable, the booking process will be the same as above. If you receive an email regarding a partner provider booking and you want to discuss this, please contact the Accommodation team at accommodation@yorksj.ac.uk
Partner providers and your data
When you apply for accommodation at one of our partner providers, we will need to share some of your details with them.
For more about how we handle your data, see our Accommodation policies page.
Information we share with partner providers
If you select our partner provider as a preference we will send them the following details about you.
- Student ID number
- First name
- Last name
- Date of birth
- Email address
- Contact telephone number
- Room type preference
- If you have listed any preferences, such as quiet, single sex, alcohol free accommodation. Please be aware there is no guarantee that these preferences will be fulfilled.
- If you have told us that you have a medical condition which may affect the room you are allocated
Our partner providers will then be aware of your interest in securing accommodation and this information will assist them with your booking request.
They will also use it to tell us if you choose not to fulfil your booking or if you cancel it at a later date. We will then contact you to advise that your accommodation application with the partner provider and York St John has been cancelled. You will need to contact us to reactivate an application if you still require accommodation
Information partner providers share with the University
If you secure a room booking with a partner provider, they will tell us. This is so that we can update our records and take you off the University accommodation waiting list.
Once you have moved into a partner provided site it is unlikely that they will need to share any further details with us. However, they may share information with us in circumstances where it would benefit the safety and wellbeing of you or others.
We will treat any details you provide with confidence and only share them with other University staff and/or the provider staff where necessary, in line with the Data Protection Act.
Changing your mind about applying
If you do not fulfil your booking or if you cancel it at a later date, we will assume that you no longer want accommodation. If you do still require accommodation after cancelling or not continuing with a partner provider booking, please contact the Accommodation team; accommodation@yorksj.ac.uk.
Opting out of sharing your information
In line with the General Data Protection Regulation (GDPR), you have the right to withdraw consent to the use of your data at any time.
However, if we are not able to share your details with our partner providers, we will not be able to fulfil your accommodation booking with them. If consent is not given or withdrawn at a later date then we will withdraw your application from the partner provider. If you still need accommodation then every effort will be made to allocate you University owned accommodation instead. Please note in this case you would no longer be guaranteed accommodation.
