Legal
Contents
Section 1
Throughout these Terms, the following words have specific meanings:
Section 2
GatherDoc provides document collection automation for accounting professionals. The Service enables Firms to:
GatherDoc does not access, store, review, or transmit tax returns, SSNs, financial statements, or any substantive tax or financial data. The Service handles metadata and communication status only.
We reserve the right to modify, suspend, or discontinue any aspect of the Service with reasonable notice, except where emergency security or legal circumstances require immediate action.
Section 3
To use GatherDoc you must create an account and provide accurate, complete information. You are responsible for:
Each Subscription is issued to a single accounting firm. Seat limits apply per your plan tier. You may not share credentials across multiple firms or resell access to third parties.
You must be at least 18 years old and authorized to bind your firm to these Terms to create an account.
Section 4
All billing is handled through Stripe. By subscribing, you authorize GatherDoc to charge your payment method on the terms below.
Month-to-Month Plans: Billed monthly in advance. Your subscription renews automatically each month until cancelled. You may cancel at any time and your access continues through the end of the paid period. No refunds are issued for partial months.
Annual Plans: Billed upfront in full for the entire year. Annual plans receive a discounted effective monthly rate compared to month-to-month pricing.
Price Changes: We will give at least 30 days’ written notice of any price changes. For annual subscribers, price changes take effect at renewal.
Failed Payments: If a payment fails, we will retry the charge and notify you by email. Access may be suspended after 7 days of non-payment. Your data is retained for 30 days following suspension before deletion.
Taxes: Prices are exclusive of applicable sales tax, VAT, or other taxes, which will be added where required by law.
Chargebacks: If you are within the 30-day happiness guarantee window, please contact us first - we will refund you promptly. After 30 days, annual subscription fees are non-refundable. Initiating a chargeback or payment dispute with your card issuer for a validly charged subscription fee outside the guarantee window constitutes a material breach of these Terms and may result in immediate account suspension.
Section 5
You agree to use GatherDoc only for lawful purposes in connection with your accounting practice. You may not:
Violation of this section may result in immediate termination of your account without refund.
Section 6
CAN-SPAM Act (Email): All Chase Sequence emails are sent from GatherDoc’s infrastructure on your behalf and include your firm’s identity, a physical mailing address (provided by you at setup), and a mechanism for End Clients to opt out of future emails. You must ensure the contact information you provide is accurate and current. You may not use GatherDoc to send emails with deceptive subject lines or false headers.
TCPA (SMS): SMS Chase Sequences may only be sent to End Clients who have provided prior express consent to receive automated informational text messages from your firm. You are solely responsible for obtaining, documenting, and retaining that consent. You must retain consent records for a minimum of four (4) years (the TCPA statute of limitations). GatherDoc provides the delivery infrastructure but does not verify consent on your behalf. All outbound SMS messages include a STOP opt-out instruction. Effective April 11, 2025, the FCC requires opt-out revocations to be honored within 10 business days through any reasonable method of revocation. You must immediately update your GatherDoc chase settings to reflect any opt-out. Failure to comply with TCPA may expose your firm to statutory damages of $500–$1,500 per violation. GatherDoc’s SMS infrastructure is for transactional and informational messages only - use for promotional or marketing purposes is prohibited and constitutes a material breach of these Terms.
Section 7216 (IRC): GatherDoc operates as an auxiliary service provider as defined under Treasury Regulation § 301.7216-1(b)(2), providing document collection communications in connection with tax return preparation. GatherDoc acknowledges its obligations under IRC §§ 6713 and 7216 and limits its use of taxpayer information strictly to providing the contracted services. Because GatherDoc is a US-based domestic service provider that does not make substantive tax determinations, disclosure of End Client contact information (name, email, phone number) to GatherDoc by a CPA firm is a permissible disclosure under Treas. Reg. § 301.7216-2(d) without requiring separate taxpayer consent - provided GatherDoc’s use remains limited to the auxiliary service purpose. You are responsible for ensuring your engagement with GatherDoc complies with § 7216 and applicable Treasury Regulations. If any GatherDoc data is ever processed outside the United States, prior taxpayer consent would be required - contact us before enabling any such configuration. As a best practice (though not legally required for a domestic auxiliary provider), we recommend referencing GatherDoc in your client engagement letters or intake process.
Message Frequency & Timing: GatherDoc sends messages according to the chase schedule you configure. You are responsible for setting appropriate frequency, timing, and duration limits for your firm’s client relationships.
Section 7
GatherDoc collects and processes data as described in our Privacy Policy, which is incorporated into these Terms by reference.
What We Store: GatherDoc stores End Client names, email addresses, phone numbers, return type identifiers, and communication status/history. We do not store Social Security Numbers, EINs, tax return contents, financial statements, or any substantive tax or financial data.
Auto-Deletion: When a client’s collection status reaches “Collection Complete,” all associated End Client PII is automatically and permanently deleted from GatherDoc’s systems within 7 days. This deletion is irreversible. Chase history metadata (dates, counts, status) may be retained for your firm’s audit log.
Data Ownership: You retain ownership of all End Client data you import into GatherDoc. By uploading data, you grant GatherDoc a limited license to process it solely for the purpose of providing the Service.
Data Processing Agreement: If your firm is subject to GDPR, HIPAA, or other data processing regulations that require a formal Data Processing Agreement, contact legal@gatherdoc.io.
Section 8
GatherDoc connects to third-party services including TaxDome, SmartVault, Stripe, Clerk (authentication), and communication providers. These integrations are subject to their own terms of service and privacy policies.
GatherDoc communicates with TaxDome and SmartVault through Zapier webhook integrations - GatherDoc does not make direct API calls to your practice management software. You are responsible for maintaining valid credentials and permissions for any connected Portal.
We are not responsible for downtime, data loss, or service changes caused by third-party providers. Interruptions to third-party integrations do not entitle you to refunds or service credits.
Section 9
GatherDoc and its content, features, and functionality - including software, design, trademarks, and documentation - are owned by GatherDoc, Inc. and protected by copyright, trademark, and other intellectual property laws.
These Terms grant you a limited, non-exclusive, non-transferable license to access and use the Service during your Subscription. Nothing in these Terms transfers ownership of any GatherDoc intellectual property to you.
You grant GatherDoc a limited license to use anonymized, aggregated usage data to improve the Service. We will never sell or share individually identifiable data about your firm or your End Clients.
Section 10
THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.
GatherDoc does not warrant that: (a) the Service will be uninterrupted or error-free; (b) defects will be corrected; (c) the Service is free of viruses or other harmful components; or (d) the results of using the Service will meet your requirements.
GatherDoc is not a law firm and does not provide legal advice. Nothing in these Terms or the Service constitutes legal, tax, or compliance advice. You are responsible for ensuring your use of GatherDoc complies with all applicable laws and professional regulations, including but not limited to TCPA, CAN-SPAM, IRC § 7216, and applicable state laws.
Section 11
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL GATHERDOC, ITS OFFICERS, DIRECTORS, EMPLOYEES, OR AGENTS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF PROFITS, DATA, GOODWILL, OR OTHER INTANGIBLE LOSSES, ARISING OUT OF OR RELATED TO YOUR USE OF THE SERVICE.
IN ALL CASES, GATHERDOC’S TOTAL LIABILITY TO YOU FOR ANY CLAIM ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE GREATER OF: (A) THE TOTAL FEES PAID BY YOU TO GATHERDOC IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM, OR (B) ONE HUNDRED DOLLARS ($100).
SOME JURISDICTIONS DO NOT ALLOW THE EXCLUSION OR LIMITATION OF CERTAIN DAMAGES, SO THE ABOVE LIMITATIONS MAY NOT APPLY TO YOU.
Section 12
You agree to defend, indemnify, and hold harmless GatherDoc and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses - including reasonable legal fees - arising out of or in any way connected with:
Section 13
By You: You may cancel your Subscription at any time from your account settings or by contacting support@gatherdoc.io. Cancellation takes effect at the end of your current billing period. Month-to-month subscribers retain access through the end of the paid month. Annual subscribers do not receive prorated refunds after the 14-day refund window.
By GatherDoc: We may terminate or suspend your account immediately, without prior notice or liability, if you:
Effect of Termination: Upon termination, your access to the Service ceases and all End Client data associated with your account will be deleted within 30 days. You may request an export of your chase history log before termination takes effect.
Section 14
These Terms are governed by the laws of the State of Delaware, without regard to its conflict of law provisions.
Informal Resolution: Before filing any legal claim, you agree to contact us at legal@gatherdoc.io and give us 30 days to attempt to resolve the dispute informally.
Arbitration: Any dispute that cannot be resolved informally shall be submitted to binding arbitration under the rules of the American Arbitration Association (AAA), conducted in English, on an individual basis. You waive any right to participate in a class action lawsuit or class-wide arbitration.
Exception: Either party may seek injunctive or other equitable relief in a court of competent jurisdiction to prevent irreparable harm pending arbitration.
Section 15
We may update these Terms from time to time. If we make material changes, we will notify you by email at least 14 days before the changes take effect. Your continued use of the Service after the effective date constitutes acceptance of the updated Terms.
For minor changes (typos, clarifications, non-material updates), we may update the Terms without prior notice but will update the effective date at the top of this page.
Section 16
Questions about these Terms? Contact us: