Terms & Privacy Policy
1. General Terms of Use
By accessing and using Charlotte Court Hostel's services, you agree to comply with the terms and conditions outlined below.
- All rooms are opened and restricted to admitted and registered students at Ashesi University.
- Rooms are allocated after receipt of full payment or agreed payment plan in advance. Duration is by semester.
- The current cancellation and refund policies apply as detailed in Section 2.5.
- Misuse of our website, platform, or fraudulent activity may result in immediate account suspension or termination of tenancy rights.
2. Residency & Hostel Regulations
2.1 Financial Obligations & Deposits
- Full payment of the semester's rent is preferred. Alternatively, a minimum 50% partial payment is required by the specified deadline to secure the tenancy.
- If partial payment is chosen, the remaining 50% must be paid no later than mid-semester. Late payments will incur a daily penalty fee.
- A separate security deposit (refundable at the end of the tenancy, subject to room inspection) is required upon check-in to cover potential damages.
- Tenants are liable for any damages to the room or common areas beyond reasonable wear and tear.
2.2 Appliance and Electrical Restrictions (Crucial Safety Rules)
- NO COOKING STOVES/APPLIANCES: Electric cookers and any other cooking appliances (except microwave ovens for heating) are strictly prohibited in apartments. Cooking must be done in the designated general kitchens.
- NO PORTABLE WASHING MACHINES: Portable washing machines are not allowed in the residence.
- Any form of electrical appliance not listed in the check list of eligible items is prohibited to prevent extra load on the electrical network and potential fire hazards.
- Altering electrical circuits or fittings in apartments without prior approval is prohibited.
2.3 Prohibitive Behavior & Property Care
- Possession and use of illegal or dangerous drugs and weapons.
- Smoking or lighting cigarettes in apartments and common areas.
- Stirring up trouble, fighting, or causing public nuisance (disturbing loud noise, consistently leaving dirty dishes in shared kitchen).
- Perching: Hosting unofficial roommates in the apartment is strictly prohibited and must be reported to the Hostel Overseer.
- Causing damage to the walls: Residents are not allowed to drill holes or make holes to hang up pictures without the House Manager’s approval.
- Keeping pets and animals on house premises.
2.4 Visitor Regulation
- Any person who is not a registered resident is regarded as a 'visitor' and must comply with hostel regulations.
- Visiting hours for all visitors are strictly **9:00 AM to 11:00 PM**.
- Residents are not encouraged to invite visitors to stay overnight. Overnight stays require prior consent from all apartment mates and must be reported to the Hostel Manager for special reasons.
3. Hostel Services & Support
The fees paid cover apartment rent, security, utilities, and support services:
- Hostel Manager: A full-time Hostel Manager is employed for smooth running and dispute resolution.
- Security: 3rd Eye Security Limited provides 24-hour guard service, alarm, and rapid response.
- Janitorial Services: A cleaner is responsible for cleaning the house compound, porches, outside washrooms, general kitchen, GAMES, and TV rooms. Apartment mates are responsible for cleaning their own bedrooms & washrooms.
- Power Backup: Two standby 30-40 KVA Generators are available to provide electricity during ECG power outages.
- Shuttle Car: Transport service is provided.
3.1 Insurance & Liability
- The Hostel only insures its property. Students are highly encouraged to insure their personal property if desired.
- The Hostel authorities are not responsible for the loss or damage of personal belongings left in the Hostel when residents are away on vacation/holidays.
4. Refund & Vacation Policy
4.1 Refund Policy
- Residents who voluntarily withdraw during the **first two weeks** of the semester may be entitled to a **50% fees refund**.
- Residents who voluntarily withdraw **after two weeks** of the semester will receive **no refund**.
- Residents who engage in prohibitive behavior that leads to **expulsion** from the House will not receive any refund.
- Refunds of the security deposit will attract a **GHC 500.00 administrative fee**.
4.2 Move-Out and Vacation Period
- Move-Out Date: Residents must move out on or before the specified date, typically within **24 hours after the last day of the semester/term** or at the last day of the academic year if full academic year fees were paid.
- Move-Out Requirements: Rooms must be cleaned, all belongings cleared, and keys returned to the Hostel Manager for inspection. Damages will be surcharged.
- Storing Belongings: Residents proceeding on holidays may leave belongings if they pay the booking fee or full rental fee for the next semester. Articles must be properly packed, labeled, and an itemized list provided to the Manager.
- Holiday Stay: The hostel normally closes for academic vacations. Applications will be considered for residents desiring to stay during short or long-term vacations upon payment of the required Holiday/Vacation Stay fee.
5. Privacy Policy
Your privacy is paramount. We collect and process your personal information strictly in accordance with Ghanaian and international data protection standards.
5.1 Information We Collect
- Booking Data: Name, email, phone number (including emergency contact details), date of birth, and student ID.
- Payment Data: Payment transaction records (only the proof of payment is stored in our system).
5.2 Data Security and Retention
- All personal data is stored on secure, encrypted servers with restricted access.
- We use SSL encryption to protect data transmission during booking and payment processes.
- Personal information is retained only for the duration of your tenancy, plus a mandatory period of 12 months thereafter for legal and accounting compliance, after which it is securely deleted or anonymized.