Articles

SECTION 1 — UNIVERSAL FAQS     

ARTICLE 1 — Compliance & Required Documentation  

Overview 

Compliance is the foundation of the HostsRooms platform. It ensures safety, trust, and reliability for hosts, students, agencies, and course providers. Every user type should upload specific documents before they can appear in the booking flow or complete bookings. Compliance is not optional — it is a mandatory part of the onboarding process. 

Why Compliance Matters 

Compliance protects all parties involved in accommodation and course bookings. It ensures: 

Compliance also ensures HostsRooms meets legal, safeguarding, and operational standards across all programmes. 

Compliance Status: ON vs OFF 

Every user has a compliance status displayed as ON or OFF. 

ON — Fully Compliant 

Your documents are approved, and you can: 

OFF — Not Compliant 

You cannot: 

Your account remains OFF until all required documents are uploaded and approved. 

Behind the scenes, HostsRooms uses a more detailed verification system, but users only see ON/OFF for clarity. 

Required Documents by User Type 

Hosts 

Hosts should upload: 

Hosts may also upload 

Students (18+) 

Students should upload: 

Student may also upload 

Booking Agencies 

Agencies should upload: 

Course providers 

Course providers should upload 

Course providers may upload: 

Who performs compliance checks? 

HostsRooms Compliance Team 

HostsRooms performs all preliminary checks, including: 

Academic Providers 

For minors, academic providers carry out secondary vetting: 

For adult students, academic providers may apply additional checks depending on their policies. 

What happens if documents are missing or expired? 

If any required document is missing, expired, or under review: 

Your account will automatically reactivate once updated documents are approved. 

How long do compliance checks take? 

Most compliance checks are completed within 1–3 working days, depending on: 

You will receive notifications if further information is needed. 

Can you dispute a compliance decision? 

Yes. If you believe a compliance decision is incorrect, you can submit a dispute to: 

Compliance@hostsrooms.com 

A member of the compliance team will review your case and respond with next steps. 

Privacy & Visibility 

Your compliance status is private. It is visible only to: 

Hosts, students, agencies, and course providers cannot see your compliance status. If your status is OFF, you simply do not appear in the booking flow. 

Summary 

Compliance ensures safety, trust, and reliability across the HostsRooms platform. Uploading the correct documents and keeping them up to date is essential for appearing in the booking flow and completing bookings. Once your compliance status is ON, you are fully active and ready to participate in the platform. 

ARTICLE 2 — Garda / Police clearance  

Overview 

Police clearance is a core safety requirement for hosting on the HostsRooms platform. It ensures that all adults living in a hosting household have undergone appropriate background checks. This requirement protects students, reassures course providers, and maintains the integrity of the hosting ecosystem. Police clearance is mandatory for hosts and all adults living in the home, but not required for students or guests. 

Why Police clearance Is Required 

Police clearance provides a verified record confirming that an individual has no disqualifying criminal history. It is a standard safeguarding measure used across accommodation, education, and youth‑related programmes. 

HostsRooms requires police clearance to: 

This requirement applies to all adults aged 18+ living in the hosting household, not just the host. 

Who Should Upload Police clearance? 

Required: 

This includes: 

HostsRooms does not collect or store criminal record documentation for students or guests. 

Types of accepted police clearance 

Police clearance should be: 

Examples include: 

Academic providers may request additional documentation depending on programme type. 

How to upload police clearance 

Hosts can upload police clearance directly through their dashboard: 

Dashboard → Manage Profile → Documentation 

Police clearance for each adult household member should be uploaded. 

What happens if police clearance expires? 

Police clearance should remain valid at all times. 

If any adult’s clearance expires: 

Once updated clearance is uploaded and approved, the listing automatically reactivates. 

Police clearance for minor bookings 

Minor bookings require additional safeguarding. 

For minors: 

If clearance is missing or expired, the booking cannot be confirmed. 

Police clearance for adult bookers & students (18+) 

Adult students do not require police clearance. HostsRooms does not collect or verify criminal record documentation for adult students. 

Academic providers may apply their own policies, but HostsRooms does not handle or store this data. 

Who reviews police clearance? 

HostsRooms Compliance Team 

HostsRooms performs the initial review: 

Academic Providers 

For minors, academic providers may perform additional checks: 

Academic providers have final authority for minor placements. 

What happens if police clearance is rejected? 

If a document is rejected, the host receives a notification explaining: 

The host should upload a corrected version before compliance can be approved. 

Privacy & Data Protection 

Police clearance documents are handled securely and confidentially. They are visible only to: 

Documents are never shared with students, agencies, or other hosts. 

Summary 

Police clearance is a mandatory requirement for all adults living in a hosting household. It ensures safety, compliance, and trust across the HostsRooms platform. Hosts should keep clearance valid and up to date to remain visible in the booking flow and eligible for both minor and adult bookings. Students and guests do not require police clearance, and their criminal record information is never collected by HostsRooms. 

ARTICLE 3 — Booking Visibility & Flow  

Overview 

Booking visibility determines whether a user appears in the HostsRooms booking flow and can be selected for accommodation or course placements. Visibility is controlled by compliance status, vetting requirements, academic provider approval, and platform rules. This article explains how visibility works, why some users appear while others do not, and what steps are required to become selectable. 

What is booking visibility? 

Booking visibility refers to whether a user (host, student, or agency) is shown in the booking flow and can participate in bookings. Visibility is not automatic — it is earned through compliance, verification, and approval. 

A user is either: 

Visibility is determined by the platform and cannot be manually overridden by users. 

When do users appear in the Booking Flow? 

A user appears only when all of the following conditions are met: 

1. Compliance is complete 

All required documents are uploaded and approved. 

2. Required vetting is complete 

For hosts booking minors, academic provider vetting should be finished. 

3. Academic provider approval is granted (if applicable) 

Minor placements require course provider approval. 

4. The user’s status is switched ON 

ON = compliant, approved, and visible OFF = not compliant, not visible, not selectable 

5. The user meets programme‑specific requirements 

Some course providers have additional rules for minors or specialised programmes. 

Only when all conditions are met does the user become visible. 

Why you might not appear in the booking flow 

Users may be invisible for several reasons: 

1. Compliance is OFF 

Missing, expired, or unapproved documents. 

2. Vetting is pending 

Academic provider vetting not yet completed. 

3. Academic provider has not approved the host 

Required for minor bookings. 

4. The user is switched OFF 

HostsRooms administration may switch users OFF for compliance or safety reasons. 

5. Programme restrictions 

Some hosts may not be eligible for certain course providers or minors. 

6. Household clearance incomplete 

For hosts, all adults should have valid police clearance. 

7. Availability settings 

Hosts may be invisible if their calendar is blocked or unavailable. 

Visibility Rules for Hosts 

Hosts booking adult students (18+) 

A host appears when: 

No academic provider vetting is required for adult students. 

Hosts booking minors (under 18) 

A host appears only when: 

If vetting is pending, the host may appear only for pre‑bookings, not confirmed bookings. 

Pre‑Bookings Explained 

A pre‑booking occurs when: 

If vetting completes within the required timeframe → the booking becomes confirmed. If vetting does not complete → the pre‑booking expires automatically. 

Pre‑bookings allow agencies to reserve hosts while vetting is underway. 

Visibility rules for bookers & students (18+) 

Adult travellers & students appear in the booking flow when: 

Adult travellers & adult studentsdo not require vetting or police clearance. 

Visibility rules for agencies 

Agencies appear in the booking flow when: 

Agencies cannot book students until compliance is complete. 

Visibility rules for course providers 

Course providers appear when: 

Course providers control host visibility for minor bookings through vetting and affiliation. 

Can agencies request a user who is not isible? 

No. Agencies can only request users who are: 

Invisible users cannot be selected under any circumstances. 

What happens when a platform user is witched OFF? 

When a user is switched OFF: 

Users are switched OFF only by HostsRooms administration. 

Summary 

Booking visibility ensures that only compliant, vetted, and approved users appear in the booking flow. Visibility protects students, supports course providers, and maintains platform integrity. Users become visible only when compliance is ON, vetting is complete, and all programme requirements are met. If any requirement is missing, the user becomes invisible until resolved. 

ARTICLE 5 — Support & Contact Routing  

Overview 

Support & Contact Routing ensures that every query sent to HostsRooms reaches the correct team quickly and efficiently. Because HostsRooms handles compliance, safeguarding, payments, technical support, booking coordination, each category has its own dedicated email channel. This structure prevents delays, reduces misrouting, and ensures that sensitive issues are handled by the appropriate specialists. 

Why Support Routing Exists 

HostsRooms operates across multiple user types — hosts, students, agencies, and course providers — each with different needs and responsibilities. A single support inbox would create bottlenecks and slow down response times. Instead, support is divided into specialised channels so that: 

This ensures faster, safer, and more accurate support. 

Support channels & what they handle 

1. Policies & Governance 

policies@hostsrooms.com 

Handles: 

This team ensures platform rules are applied consistently and safely. 

2. Payments & Payouts 

accounts@hostsrooms.com 

Handles: 

This team manages all financial operations. 

3. Compliance & Vetting 

compliance@hostsrooms.com 

Handles: 

This team ensures all users meet safety and verification standards. 

4. Data Protection 

dataprotection@hostsrooms.com 

Handles: 

This team ensures all data is processed lawfully and securely. 

5. Dispute Resolution 

disputeresolution@hostsrooms.com 

Handles: 

This team reviews cases objectively and provides formal outcomes. 

6. Technical Support 

support@hostsrooms.com 

Handles: 

This team works closely with engineering to resolve technical problems. 

7. Content Violations 

contentviolations@hostsrooms.com 

Handles: 

This team ensures all content meets platform standards. 

8. Partnerships 

partnerships@hostsrooms.com 

Handles: 

This team manages external relationships and growth. 

How to know which email to use 

Use the email that best matches the nature of your issue.  

If a query is sent to the wrong inbox, it will be forwarded internally — but using the correct channel speeds up response time. 

Response Times 

Typical response times vary by category: 

Sensitive Issues 

Sensitive issues such as safeguarding concerns, misconduct, or disputes should never be sent to general support. They should go directly to: 

These teams will handle sensitive matters confidentially and appropriately. 

Summary 

Support & Contact Routing ensures that every query reaches the correct team quickly and safely. Each support channel is specialised, allowing HostsRooms to maintain high standards of compliance, safeguarding, technical reliability, and customer service. Using the correct email ensures faster resolutions and smoother platform operations. 

SECTION 2 – HOSTS FAQS 

Article 1 — Becoming a verified host on HostsRooms  

Becoming a verified host on HostsRooms is a structured process designed to ensure safety, clarity, and suitability for hosting both minors and adults. The steps below outline the full verification journey from account creation to receiving placements. 

1. Create & verify your basic profile 

To begin hosting, you create your basic profile with: 

You should verify your email before you can continue. Once verified, the system unlocks full profile completion. 

2. Complete your full host profile 

After email verification, you provide: 

ages 11-17      ages 18+    ages 25+ 

A complete profile allows providers to assess your home and suitability. 

3. Add household information 

You should list everyone living in your home, including: 

This helps providers evaluate the household environment, especially for minors. 

4. Describe your accommodation 

You should provide accurate details about: 

High‑quality photos of bedrooms and shared areas are required. 

. 

5. Upload required documents 

All hosts should upload: 

Documents should be clear, legible, and in date. 

6.Set your Availability & Pricing 

You should set: 

Availability determines when you appear in the booking flow. 

7. Compliance Review 

The HostsRooms compliance team reviews: 

Compliance should be ON for verification. 

8. Academic Provider Vetting (Minors Only) 

If hosting minors: 

Without vetting, you may receive pre‑bookings but not confirmed minor placements. 

Your category selection determines eligibility. 

9. Become visible for placements 

Once approved, your profile becomes visible to: 

You may begin receiving placement requests. 

10. Confirmed Bookings 

When a provider confirms a booking, you can: 

Once confirmed, you are officially booked hosting. 

Other areas to prioritise as Hosts  

Confirm Safety Equipment 

Your home should have: 

Consider Host Training 

Areas such as: 

Training ensures hosts understand expectations and responsibilities 

Verification Status 

ON — Verified Host 

You can: 

OFF — Not Verified 

You cannot: 

Status remains OFF until all requirements are met. 

Verification Timeline 

Typical timeframe: 1–3 working days, depending on: 

Reasons for Delay or Rejection 

Common issues: 

You will receive instructions if corrections are needed. 

Maintaining Verified Status 

Hosts should keep: 

If requirements lapse, status will switch to OFF. 

Benefits of being affiliated with Course Providers 

Verified hosts gain: 

ARTICLE 2 — Maintaining Green Light Status  

Overview 

Green Light Status is the highest level of host compliance on the HostsRooms platform. It indicates that a host is fully verified, fully compliant, and fully eligible for both adult and minor bookings. Maintaining Green Light Status ensures continuous visibility in the booking flow, priority placement for agencies, and full eligibility for academic provider programmes. 

Green Light Status is not permanent — it should be maintained through valid documentation, accurate information, and ongoing compliance with platform rules. 

What Green Light status means 

A host with Green Light Status has: 

Green Light Status = maximum visibility + maximum eligibility. 

How to achieve Green Light Status 

1. Complete All Compliance Requirements 

This includes: 

Compliance should always BE ON. 

2. Pass Academic Provider vetting (For Minors) 

If you wish to host minors: 

Without vetting, you may receive pre‑bookings but not confirmed minor placements. 

3. Maintain accurate accommodation information 

Your listing should reflect the real accommodation: 

Misleading or outdated information can result in suspension of Green Light Status. 

4. Keep all documents valid and up to date 

Expired documents immediately switch your status to OFF, including: 

Green Light Status requires continuous validity. 

5. Follow Safeguarding and Hosting Policies 

Hosts should comply with: 

Breaches may result in temporary or permanent removal of Green Light Status. 

What can switch Green Light Status OFF? 

Green Light Status may switch OFF for several reasons: 

1. Expired Police Clearance 

If any adult’s clearance expires, your listing becomes OFF immediately. 

2. Missing Household Documents 

If a household adult fails to upload required documentation. 

3. Incorrect or Misleading Listing Information 

If photos or descriptions do not match the real accommodation. 

4. Safeguarding Concerns 

Any concern raised by an academic provider or agency. 

5. Programme‑Specific Requirements not met 

Some course providers require additional checks for minors. 

6. Host Behaviour or Policy Breaches 

Examples include: 

7. Administrative Review 

HostsRooms may temporarily switch OFF a listing during investigation or review. 

What happens when Green Light Status is OFF? 

When Green Light Status is OFF: 

Your listing remains OFF until the issue is resolved and re‑approved. 

How to restore Green Light Status 

Restoring Green Light Status depends on the reason it was switched OFF. 

Common restoration steps: 

Once the issue is resolved, your status automatically returns to ON. 

Benefits of maintaining Green Light Status 

Hosts with Green Light Status receive: 

Green Light Status is the strongest indicator of host reliability and suitability. 

Summary 

Maintaining Green Light Status ensures maximum visibility, eligibility, and trust on the HostsRooms platform. Hosts should keep documents valid, maintain accurate listing information, follow safeguarding rules, and meet programme requirements. If Green Light Status switches OFF, hosts should resolve the issue and complete re‑approval before becoming visible again. 

ARTICLE 3 — Preparing your home  

Overview 

Preparing your home is one of the most important steps in becoming a successful host on the HostsRooms platform. A well‑prepared home ensures comfort, safety, and a positive experience for students. It also increases your likelihood of receiving bookings, improves reviews, and helps academic providers feel confident placing students with you — especially minors. 

This article explains what hosts need to prepare, what standards apply, and how to ensure your home meets platform and programme requirements. 

Why Preparing Your Home Matters 

A properly prepared home: 

Academic providers and agencies rely on hosts to maintain consistent standards across all accommodation. 

What Hosts should prepare before Hosting 

1. The Bedroom 

The student’s bedroom should be: 

The bedroom should match the photos uploaded to your listing. 

2. Shared Areas 

Students should have access to: 

Shared areas should be kept tidy and safe at all times. 

3. Safety Requirements 

Hosts should ensure: 

For minors, additional safeguarding rules apply. 

4. Household Preparation 

All adults living in the household should: 

Students should never be placed in a household with undisclosed adults. 

5. Cleanliness Standards 

Hosts should maintain: 

Cleanliness is one of the most common reasons for complaints — maintaining high standards is essential. 

6. Food & Meals (where Provided) 

If your programme includes meals: 

If meals are not included, students should have access to kitchen facilities. 

Preparing for student arrival 

1. Confirm arrival details 

Hosts should: 

Clear communication prevents confusion and stress. 

2. Provide essential information 

Hosts should share: 

This helps students settle in quickly. 

3. Cultural Sensitivity 

Students may come from different cultural backgrounds. Hosts should: 

A welcoming environment leads to better experiences for both host and student. 

Additional requirements for hosting Minors 

Hosting minors requires extra preparation: 

Academic providers may conduct home visits or additional checks. 

Common mistakes to avoid 

1. Inaccurate listing photos 

Photos should reflect the real accommodation. Misleading photos can result in suspension. 

2. Incomplete bedroom setup 

Missing storage, poor lighting, or inadequate bedding can lead to complaints. 

3. Poor communication 

Not responding to messages or failing to confirm arrival details causes issues. 

4. Untidy shared areas 

Students expect clean shared spaces — not just a clean bedroom. 

5. Undisclosed household members 

All adults should be declared and have valid police clearance. 

Maintaining standards during the stay 

Hosts should: 

Consistency is key to maintaining Green Light Status and receiving future bookings. 

Summary 

Preparing your home ensures safety, comfort, and a positive experience for students. Hosts should maintain clean, safe, and accurate accommodation, follow safeguarding rules, and keep household documentation valid. Proper preparation increases booking likelihood, improves reviews, and supports long‑term hosting success. 

ARTICLE 4 — Communicating Professionally  

Overview 

Professional communication is one of the most important aspects of hosting on the HostsRooms platform. Clear, respectful, and timely communication helps build trust, prevents misunderstandings, and ensures a smooth experience for both hosts and students. Academic providers and agencies also rely on hosts to communicate effectively, especially when coordinating arrivals, resolving issues, or supporting minor students. 

This article explains how hosts should communicate, what standards apply, and how to handle common communication scenarios. 

Why Professional Communication Matters 

Professional communication ensures: 

Good communication is one of the strongest predictors of positive reviews and repeat placements. 

Core principles of professional communication 

1. Be clear and direct 

Students may come from different cultural backgrounds or speak English as a second language. Use simple, clear language: 

Clarity prevents confusion and reduces stress for students. 

2. Be respectful and patient 

Students may be nervous, tired from travel, or unfamiliar with local customs. Hosts should: 

Respect builds trust and sets the tone for the entire stay. 

3. Respond promptly 

Timely responses are essential. 

Recommended response times: 

Delayed responses can cause anxiety and disrupt placement coordination. 

5. Maintain Professional Boundaries 

Hosts should be friendly but professional. 

Avoid: 

Professional boundaries protect both hosts and students. 

Communicating before arrival 

1. Confirm arrival details 

Send a message to confirm: 

Clear arrival communication prevents confusion and ensures a smooth welcome. 

2. Provide helpful information 

Share: 

This helps students prepare and reduces questions on arrival. 

3. Be reassuring 

Students may be anxious before arrival. A simple, warm message can make a big difference: 

Communicating during the stay 

1. Check in regularly 

Hosts should check in occasionally, especially during the first week: 

For minors, check‑ins should be more frequent and structured. 

2. Address issues calmly 

If an issue arises: 

Professional handling prevents escalation. 

3. Respect privacy 

Students need personal space. 

Avoid: 

Privacy is essential for trust. 

Communicating House Rules 

1. Be clear and consistent 

Explain house rules early and clearly. 

Examples include: 

Consistency prevents misunderstandings. 

2. Avoid verly strict or unreasonable rules 

Rules should be fair and appropriate for students. 

Avoid: 

Academic providers may intervene if rules are unreasonable. 

Handling difficult conversations 

1. Stay professional 

If a student breaks a rule or causes an issue: 

2. Use neutral language 

Avoid accusatory phrases.  

Neutral language keeps conversations constructive. 

3. Escalate When Necessary 

Contact support or the academic provider if: 

You are never expected to handle serious issues alone. 

Summary 

Professional communication is essential for hosting successfully on the HostsRooms platform. Clear, respectful, and timely communication builds trust, prevents misunderstandings, and ensures a positive experience for students. Hosts should maintain boundaries, respond promptly, communicate clearly, and escalate issues when necessary. Strong communication leads to better reviews, smoother placements, and long‑term hosting success. 

ARTICLE 5 — Managing Bookings  

Overview 

Managing bookings is one of the core responsibilities of a host on the HostsRooms platform. A booking represents a formal agreement between the host, the student, and the academic provider or agency. Hosts should understand how bookings are created, confirmed, modified, and completed — and what actions they are responsible for at each stage. Proper booking management ensures smooth placements, prevents misunderstandings, and maintains trust across the platform. 

How bookings work on HostsRooms 

A booking follows a clear, structured flow: 

Each step has specific rules and responsibilities. 

Types of Bookings 

1. Adult Student Bookings (18+) 

These are the simplest bookings. Requirements: 

Once accepted, the booking is confirmed immediately. 

2. Minor Bookings (Under 18) 

These bookings require additional safeguarding. 

Requirements: 

If vetting is pending, the booking will enter pre‑booking status. 

3. Pre‑Bookings (Minors Only) 

A pre‑booking occurs when: 

If vetting completes → booking becomes confirmed If vetting fails or expires → booking is cancelled automatically 

Pre‑bookings allow agencies to reserve hosts while vetting is underway. 

Receiving a Booking 

When a booking confirmation arrives, hosts see: 

Declining a Booking 

Hosts may decline a booking if: 

Declining is acceptable — but repeated declines may reduce booking likelihood. 

Booking Confirmation 

A booking becomes confirmed when: 

Once confirmed: 

Confirmed bookings are binding. 

Managing booking changes 

Hosts cannot change booking details. 

This protects audit integrity. 

If changes are needed: 

This applies to: 

Only Agencies or Bookers can initiate changes. 

Cancelling a booking 

Hosts may cancel when absolutely necessary. 

Acceptable reasons include: 

Unacceptable reasons include: 

Repeated cancellations may affect host visibility. 

Arrival Management 

Before arrival, hosts should: 

Arrival is one of the most important moments in the hosting experience. 

During the stay 

Hosts should: 

For minors, additional safeguarding rules apply. 

Completing the Booking 

Bookings complete automatically when: 

Hosts may be asked to confirm checkout or provide feedback. 

Common booking mistakes to avoid 

1. Accepting without checking details 

Always review the booking carefully. 

2. Changing details after confirmation 

Details cannot be changed — cancel and rebook instead. 

3. Forgetting to update availability 

This leads to unwanted booking requests. 

4. Not preparing the room before arrival 

This results in complaints and poor reviews. 

5. Cancelling unnecessarily 

Only cancel when absolutely necessary. 

Summary 

Managing bookings requires attention, professionalism, and clear communication. Hosts should review booking details carefully, maintain compliance, follow safeguarding rules, and prepare their home before arrival. Proper booking management ensures smooth placements, positive experiences, and long‑term hosting success. 

ARTICLE 6 — Hosting Minors Safely  

Overview 

Hosting minors (students under 18) carries additional responsibilities and safeguarding requirements. Academic providers, agencies, and parents should be confident that minors are placed in safe, supportive, and fully vetted households. This article explains the rules, expectations, and best practices for hosting minors safely on the HostsRooms platform. 

Hosting minors is a privilege — and hosts who meet these standards are highly valued and receive priority placements. 

Why Safeguarding minors matters 

Safeguarding ensures: 

Safeguarding is not optional — it is a legal and programme requirement. 

Requirements for Hosting Minors 

1. Full household police clearance 

Every adult (18+) living in the household should have: 

If even one adult’s clearance expires, the host becomes OFF and cannot host minors. 

2. Academic provider vetting 

Academic providers should vet the host before minors can be placed. 

This may include: 

Without vetting, hosts may receive pre‑bookings but not confirmed minor placements. 

3. Safe accommodation standards 

The minor’s bedroom should include: 

Shared areas should be clean, safe, and appropriate for minors. 

4. Appropriate Supervision 

Hosts should provide: 

Minors should never be left alone overnight. 

5. Clear House Rules 

Rules should be: 

Examples include: 

Rules should support the minor’s wellbeing. 

6. Safe Environment 

Hosts should ensure: 

Safety is non‑negotiable. 

Arrival Responsibilities for Minors 

1. Meet and welcome minors 

Hosts should: 

A calm, structured arrival helps minors settle quickly. 

2. Contact the academic provider if needed 

If there are issues on arrival: 

Do not attempt to resolve serious issues alone. 

During the stay 

1. Daily check‑ins 

Hosts should check in regularly: 

Check‑ins should be supportive, not intrusive. 

2. Respect Privacy 

Minors need privacy, but hosts should remain aware. 

Avoid: 

Balance supervision with respect. 

3. Support routine and structure 

Minors benefit from: 

Structure helps minors feel secure. 

4. Handle Issues calmly and professionally 

If a minor breaks a rule: 

Never shout, threaten, or use punitive behaviour. 

Safeguarding Red Flags 

Hosts should report concerns immediately if: 

Report to: 

Safeguarding concerns should never be ignored. 

What Hosts Should Never Do 

Hosts should never: 

These actions may result in immediate removal from minor programmes. 

Benefits of Hosting Minors Safely 

Hosts who meet safeguarding standards receive: 

Minor hosting is highly valued and often leads to consistent bookings. 

Summary 

Hosting minors safely requires additional preparation, supervision, and safeguarding awareness. Hosts should maintain valid household police clearance, pass academic provider vetting, provide a safe environment, and follow strict programme rules. With proper care and communication, hosting minors can be a rewarding and meaningful experience. 

ARTICLE 7 — Handling Disputes  

Overview 

Disputes are rare, but when they occur, they should be handled professionally, calmly, and through the correct channels. A dispute is any situation where a host and student (or agency) disagree about expectations, behaviour, accommodation standards, or programme rules. HostsRooms provides a structured dispute resolution process to ensure fairness, safety, and clarity for all parties involved. 

This article explains how disputes arise, how hosts should respond, and how the formal resolution process works. 

What Counts as a Dispute? 

A dispute is any issue that cannot be resolved through normal communication. Common examples include: 

If an issue escalates beyond a simple conversation, it becomes a dispute. 

First Step: Try to resolve calmly 

Most issues can be resolved through calm, professional communication. 

Hosts should: 

Many disputes resolve quickly when both parties communicate respectfully. 

When to escalate a dispute 

Escalation is necessary when: 

Escalation protects both hosts and students. 

How to Escalate a Dispute 

Hosts should escalate disputes through the correct channels: 

1. Contact the Academic Provider (for minors) 

Minor disputes should be escalated immediately. Academic providers are responsible for safeguarding and student welfare. 

2. Contact HostsRooms Dispute Resolution Team 

disputeresolution@hostsrooms.com 

Provide: 

The team will review the case and respond with next steps. 

What Hosts should never do during a dispute 

Hosts should never: 

These actions may result in immediate removal from the platform. 

Formal dispute resolution process 

Once escalated, the process follows clear steps: 

1. Case review 

The Dispute Resolution Team reviews: 

2. Contacting both parties 

The team may contact: 

This ensures fairness and accuracy. 

3. Determining the outcome 

Possible outcomes include: 

Outcomes depend on the nature and severity of the dispute. 

Safeguarding disputes  

Safeguarding concerns should be escalated immediately. 

Examples include: 

Safeguarding disputes should be handled urgently by: 

How Hosts can prevent disputes 

1. Communicate clearly from the start 

Explain house rules, routines, and expectations early. 

2. Maintain cleanliness 

Clean shared areas prevent many complaints. 

3. Keep listing information accurate 

Ensure photos and descriptions match reality. 

4. Respect student privacy 

Avoid entering their room or monitoring excessively. 

5. Address small issues early 

Small misunderstandings can grow if ignored. 

6. Stay calm and professional 

Tone matters — especially with younger students. 

What happens after a dispute Is resolved? 

Once resolved: 

Summary 

Handling disputes requires calm communication, professionalism, and correct escalation. Hosts should attempt to resolve issues directly but escalate when necessary — especially for minors. The HostsRooms Dispute Resolution Team ensures fairness, safety, and clarity. Preventing disputes through clear communication and accurate listings leads to smoother hosting experiences and stronger relationships with academic providers. 

ARTICLE 8 — Updating Documents  

Overview 

Keeping your documents up to date is essential for maintaining compliance, visibility, and eligibility on the HostsRooms platform. Hosts should ensure that all required documents — especially police clearance — remain valid at all times. If any document expires or becomes invalid, your compliance status switches OFF automatically, and you become invisible in the booking flow until the issue is resolved. 

This article explains which documents hosts should maintain, how to update them, what happens during re‑approval, and how document expiry affects bookings. 

Why updating documents matters 

Updated documents ensure: 

Expired or missing documents immediately affect your hosting eligibility. 

Documents hosts should keep updated 

1. Police clearance (Mandatory) 

Every adult (18+) living in the household should maintain: 

Police clearance is the most important document for hosts — especially for minor programmes. 

2. Household adult documentation 

All adults living in the home should upload: 

If a household adult moves out or moves in, hosts should update their household information immediately. 

3. Host identification documents 

Hosts should maintain: 

ID should be clear, legible, and current. 

4. Programme‑Sspecific documents 

Some academic providers require additional documents, such as: 

These should be kept up to date to remain eligible for minor placements. 

5. Accommodation Photos 

Photos should reflect the current state of the accommodation. 

Update photos if: 

Accurate photos prevent disputes and ensure trust. 

How to update documents 

1. Upload through your dashboard 

Hosts can upload documents directly: 

Dashboard → Manage Profile → Documentation 

You can upload: 

Uploads are processed securely and reviewed by the compliance team. 

2. Household adults should complete their own documents 

Hosts cannot complete documents on behalf of other adults. 

Each adult should: 

This ensures accuracy and legal compliance. 

3. Replace expired documents immediately 

If a document is close to expiry: 

Expired documents switch your compliance OFF instantly. 

What happens after you upload updated documents? 

1. Compliance review begins automatically 

The compliance team checks: 

Review typically takes 1–3 working days. 

2. Your status may temporarily switch OFF 

During review: 

This is normal and temporary. 

3. Status Returns to ON Once Approved 

Once approved: 

Approval is automatic — no action required from the host. 

How document expiry affects bookings 

1. Adult Student Bookings (18+) 

If documents expire: 

2. Minor Bookings (Under 18) 

If any household adult’s police clearance expires: 

Minor hosting requires continuous validity. 

Common Mistakes to Avoid 

1. Forgetting household adults 

Every adult should maintain valid documents — not just the host. 

2. Uploading poor‑quality photos or scans 

Documents should be clear and readable. 

3. Waiting until after expiry 

Expired documents switch your status OFF instantly. 

4. Not updating photos after changes 

Photos should match the real accommodation. 

5. Ignoring programme‑specific requirements 

Some course providers require additional documents. 

Tips for staying fully compliant 

Proactive document management prevents interruptions in hosting. 

Summary 

Updating documents is essential for maintaining compliance, visibility, and hosting eligibility. Hosts should keep police clearance, household documentation, ID, programme‑specific documents, and accommodation photos up to date. Expired documents switch compliance OFF immediately, affecting both adult and minor bookings. Keeping documents valid ensures smooth hosting, continuous visibility, and long‑term success on the platform. 

ARTICLE 9 — Year‑Round Compliance  

Overview 

Year‑Round Compliance means maintaining valid documents, accurate household information, and safe accommodation standards throughout the entire year — not just during onboarding. Compliance is continuous, and hosts should always remain fully compliant to stay visible in the booking flow, receive bookings, and participate in both adult and minor programmes. 

This article explains what year‑round compliance involves, why it matters, and how hosts can maintain it without interruption. 

What Year‑round compliance means 

Year‑Round Compliance requires hosts to: 

Compliance is an ongoing responsibility. 

Why year‑round compliance matters 

Continuous compliance ensures: 

If compliance lapses, visibility and booking eligibility are affected immediately. 

Key components of year‑round compliance 

1. Valid police clearance 

Every adult (18+) living in the household should maintain valid police clearance. 

If any clearance expires: 

Police clearance is the most critical compliance requirement. 

2. Updated household information 

Hosts should keep household details accurate: 

Undisclosed adults are a safeguarding breach. 

3. Accurate accommodation photos 

Photos should reflect the current state of the accommodation. 

Update photos if: 

Accurate photos prevent disputes and ensure trust. 

4. Valid Identification documents 

Hosts should maintain: 

Expired ID may trigger compliance review. 

5. Programme‑Specific requirements 

Some academic providers require: 

These should be kept up to date to remain eligible for minor placements. 

6. Safe accommodation standards 

Hosts should maintain: 

Safety is non‑negotiable and reviewed regularly. 

How year‑round compliance affects visibility 

Compliance ON 

You are: 

Compliance OFF 

You are: 

Compliance OFF remains until documents are updated and approved. 

How to maintain year‑round ocmpliance 

1. Track expiry dates 

Set reminders for: 

Avoid gaps in validity. 

2. Update household information immediately