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, we will send your information to the partner provider to start the booking of your room. The provider will then contact you directly to set up your 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 note that on partner provider websites, they advertise their own stock of rooms. 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

How we process your accommodation application depends on if you have put the partner provider site as your first, second or third choice.

If you choose a partner provider as your first choice:

We will send your personal details directly to the provider as applicable.
The provider will then contact you to secure your accommodation booking. They will tell us when you have paid your deposit.
Your University accommodation application will be closed.
After this point, any accommodation queries or concerns will need to be directed to the provider.

If you choose a partner provider as your second choice:

We will try to meet your first preference where possible.
If it is unlikely that we will meet your first preference, we will contact you to tell you that this is the case.
We will then send your personal details directly to the partner provider as applicable.
The provider will then contact you to secure your accommodation booking. They will tell us when you have paid your deposit.
Your University accommodation application will be closed.
After this point, any accommodation queries or concerns will need to be directed to the provider.

If you choose a partner provider as your third choice:

We will try to meet your first or second preference where possible.
If it is unlikely that we are able to meet your first or second preference, we will contact you to tell you that this is the case.
We will then send your personal details directly to the partner provider as applicable.
The provider will then contact you to secure your accommodation booking. They will tell us when you have paid your deposit.
Your University accommodation application will be closed.
After this point, any accommodation queries or concerns will need to be directed to the provider.

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
The course you have applied for
Room type preference
If you have listed additional requirements, for example, quiet, single sex, alcohol free accommodation
If you have told us that you have a medical condition which may affect the room you are allocated

Once our partner providers have this information, they will use it to contact you and secure your accommodation booking with them. Your course information will be used to tailor communications and events to your interests.

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.

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. To do this they will send us the following details about you.

Student ID number
First name
Last name
Date of birth
Flat and room number

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, the provider will still need to share your details with us so that we can cancel your booking. In this case they will send us the following details about you.

Student ID number
First name
Last name
Date of birth

If you do not fulfil your booking, we will assume that you no longer want accommodation and will cancel this for you.

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.