Subscription & Billing:
Need help with your subscription or billing? Find quick answers here, or contact our support team for further assistance.
1. How much does it cost?
Gatheroo plans are available on an monthly or annual basis. Pricing varies depending on the plan you select. You can compare all plans on our pricing page.
By paying annually, you’ll save on the equivalent monthly plan. Worth checking out before you commit to monthly billing.
2. Is there a minimum term?
No. Your subscription is linked to your billing period, either monthly or annually, and you can cancel at any time before the next cycle.
If you cancel, no further charges will be taken. Please note that no refund will be given for any unused portion of your subscription. You and your team can continue using Gatheroo uninterrupted until the end of your current billing period.
3. How can I pay?
Payment is made securely by credit or debit card. Your card will be charged at the frequency that matches your subscription: monthly or annually.
Once you’ve selected your plan, you’ll be prompted to enter your card details during checkout. We use Stripe as our payment gateway, so your payment details are handled to the same standard we apply to everything else in the platform.
4. How do I cancel my subscription?
Log in to your Gatheroo account and navigate to Global Settings > Billing Details. From there, select “Cancel My Plan.”
Please note that only the Account Owner role can cancel the subscription. Once cancelled, no further charges will be taken, and no refund will be given for any unused portion. You and your team can continue using Gatheroo until the end of your current billing period.
5. Is there a cost to add my team?
Team members are included in your plan up to the limit for your subscription level. There’s no additional per-user charge within those limits.
If you need more users than your current plan allows, you’ll need to move to the next level. Pricing for each plan is on our pricing page. If you upgrade during your billing period, a pro-rata amount is applied to the first month for the unused portion of your previous plan.
6. Can I upgrade or downgrade my plan?
Yes. You can change your plan at any time from the Billing Details section in your account settings. Upgrades take effect immediately; downgrades apply at the start of your next billing cycle.
7. Is there a free trial?
Yes, all plans include a 14-day free trial. No credit card required. Most businesses are set up and sending their first request on the same day they sign up.
Security:
Your security is our priority. Here you’ll find information on how we protect your data and maintain the integrity of your client intake process. If you have specific concerns or need further clarification, our support team is ready to help.
1. Is Gatheroo secure?
Yes, and we’re specific about what that means.
Gatheroo uses TLS 1.2 to encrypt data in transit, and AES 256-bit encryption for file uploads at rest. For your most sensitive fields such as Tax File Numbers, an optional field-level end-to-end encryption provides an additional layer of protection beyond standard storage encryption.
Strong passwords are mandatory. Two-factor authentication (2FA) is available on all plans via an email passcode, and via SMS on Large plans.
Gatheroo is hosted on Amazon Web Services (AWS), with all data stored in Australia. We conduct regular security reviews and penetration testing before any new code is deployed.
For businesses that collect sensitive client information as a core part of what they do, “secure-ish” isn’t good enough. We’ve built Gatheroo to meet a standard you can actually stand behind.
2. Where is my data stored?
All Gatheroo data is stored in Australia on Amazon Web Services (AWS) infrastructure. It is not stored offshore, not in a shared environment, and not subject to the data access laws of another jurisdiction.
For businesses in regulated industries like financial services, accounting, legal, mortgage broking, conveyancing, data sovereignty matters. We’ve made Australian storage a non-negotiable part of how Gatheroo operates, not an optional add-on.
3. Is Gatheroo ISO 27001 certified?
Gatheroo is built and operated under ISO/IEC 27001:2022-certified processes, the internationally recognised standard for information security management. This means our systems, processes and protocols have been independently audited against globally recognised best practices for managing data security and privacy.
We’re careful about how we express this: ISO 27001 certification applies to how Gatheroo is operated, not to your use of it directly. Gatheroo supports your compliance obligations, it doesn’t make your business automatically compliant. If that distinction matters for your internal reporting or supplier due diligence, we’re happy to discuss it directly.
4. Does Gatheroo have an audit trail?
Yes. Every request carries a timestamped activity log. It records when a request was sent, when it was opened by the client, what was answered and when, and every comment or update made along the way.
That record builds itself as a natural output of your process. Nobody has to remember to document it. If you’re ever asked to demonstrate your client intake process to an auditor, a regulator, or your own leadership, that record is ready to produce with minimal preparation.
For businesses with AML/CTF obligations, KYC requirements, or simply an expectation that they can account for what was requested and received, that’s not a feature. It’s the point.
5. Can I delete client data, and is it really gone?
Yes. When you delete a request or a file in Gatheroo, it is removed completely from our servers. There is no archive, no retention in backup systems, and no ambiguity about whether the data still exists somewhere.
You control how long information is retained and when it is deleted. This matters under the Australian Privacy Act, which requires businesses to take reasonable steps to destroy or de-identify personal information that is no longer needed and it matters in practice for businesses that want to limit their ongoing exposure.
6. Can my clients access Gatheroo securely?
Each client receives a unique secure link to their portal. There are no shared logins, no shared access, and no version confusion between clients.
You can require clients to verify their identity via two-factor authentication (either by email code or if you are on a large plan you can opt to send this code by SMS) before they can access or submit any information. This means you always have a record of who accessed what and when, which is particularly relevant for businesses with KYC or identity verification obligations.
7. Does Gatheroo support two-factor authentication?
Yes. 2FA is available for both your team and your clients.
For your team, 2FA can be enabled from the My Account > 2FA section in your account settings. Once enabled, a 6-digit code is sent to your verified email address each time you log in.
For your clients, optional 2FA on a request via email is available on all plans. SMS-based 2FA is available on Large plans. This ensures that only the intended recipient can access a sensitive request and that access is recorded.
8. Does Gatheroo support AML/CTF compliance obligations?
Gatheroo helps businesses build a secure, auditable client intake process, with Australian data storage, encryption, 2FA access control and a full activity trail, supporting your obligations under Australian privacy and AML/CTF legislation.
If your business is in accounting, conveyancing, legal, mortgage broking or financial services, Tranche 2 of Australia’s AML/CTF reforms will extend formal obligations to include you. A documented, auditable KYC and client intake process is not an optional extra under that framework, it’s a baseline requirement.
Gatheroo doesn’t make your business compliant by itself. What it does is give you the structured intake process, the audit trail, and the security controls that compliance requires and that you can demonstrate clearly if you’re ever asked to.
9. What happens if I have a question about security that isn't answered here?
Contact us directly. We’d rather answer a specific question than have you make a decision based on incomplete information.
You can reach our support team on help@gatheroo.io, or book a chat if you’d prefer to talk it through.
Getting Started:
New to Gatheroo? Here’s what you need to know before you begin. If you’d like to see it in action first, you can book a chat or watch a walkthrough.
1. What is Gatheroo?
Gatheroo is a secure client portal for professional services businesses that need a better way to collect information and documents from clients.
Instead of asking clients to email documents, fill out PDFs or reply to a chain of follow-up messages, you build a structured request, send your client a unique secure link, and Gatheroo guides them through providing exactly what you need, automatically following up until the request is complete.
Every request is encrypted, stored in Australia, and carries a timestamped audit trail. It’s built for businesses that handle sensitive client information and need a process they can stand behind.
2. Who is Gatheroo for?
Gatheroo is built for professional services businesses in Australia that collect sensitive information and documents from clients as a core part of what they do: accountants, mortgage brokers, financial planners, conveyancers, lawyers, HR and recruitment firms and similar practices.
If your current process relies on email, shared drives, or PDFs sent back and forth, and you’re increasingly aware that it doesn’t meet the security or compliance standard your business actually requires -> Gatheroo was designed for exactly that situation.
3. Do I need to be technical to set up Gatheroo?
No. Gatheroo is designed to be set up and managed by the person responsible for client intake, not by an IT team.
Most businesses have their first request built and sent on the same day they sign up. There’s no integration project, no development work, and no lengthy onboarding process. If you can build a form, you can use Gatheroo.
Our how-to guides cover everything from setting up your first request to configuring reminders and managing your team’s access.
We also have an extensive templates library that enables you to “hit the ground running” and set up your first request quickly and easily.
4. Is there a free trial?
Yes, all plans include a 14-day free trial. No credit card required.
We suggest starting by building one request for something you regularly collect from clients, then sending it to yourself first so you can see exactly what your clients will experience. Most businesses find that a single request is enough to understand whether Gatheroo is the right fit.
If you’d like a guided walkthrough instead, you can book a chat with our team.
5. How long does it take to get set up?
Most businesses are set up and sending their first request within the same day. There’s no infrastructure to configure and no lengthy onboarding process.
If you’re starting from scratch, our ready-made templates give you a head start. They are designed for common professional services intake scenarios so you’re not building from a blank page.
6. Does Gatheroo work for my industry?
Gatheroo is used by businesses across accounting, mortgage broking, financial planning, conveyancing, legal, HR and recruitment, and other professional services fields.
If your business collects sensitive client information as part of how it operates and you need that process to be secure, consistent and auditable, Gatheroo is designed for you. If you’re unsure whether it’s the right fit, book a chat and we’ll tell you honestly.
Features:
Gatheroo is purpose-built for professional services businesses that collect sensitive information from clients. Here’s how it works in practice. For a full breakdown of what’s included on each plan, see our pricing page.
1. What is a Request Project?
Gatheroo is a secure client portal for professional services businesses that need a better way to collect information and documents from clients.
Instead of asking clients to email documents, fill out PDFs or reply to a chain of follow-up messages, you build a structured request, send your client a unique secure link, and Gatheroo guides them through providing exactly what you need, automatically following up until the request is complete.
Every request is encrypted, stored in Australia, and carries a timestamped audit trail. It’s built for businesses that handle sensitive client information and need a process they can stand behind.
2. What field types are available?
Gatheroo includes a full library of field types so you can collect exactly what you need, in exactly the right format:
- Single line text (with optional field-level encryption for sensitive data such as Tax File Numbers)
- Text area
- Name (prefix, first, middle and last)
- Address (with Google autocomplete)
- Phone number
- Date picker
- File upload
- Single select (with conditional logic – see below)
- Multi-select
- Lists and tables
- Link
- Repeater fields
- Signature
3. What are repeater fields?
Repeater fields let a client add as many entries as they need to a single question, without you having to guess how many lines to create.
For example: if you need five years of address history, a list of company directors, or a record of previous employers, you ask the question once and the client adds entries until the list is complete. No guessing, no incomplete submissions, no follow-up asking for the entry you missed.
4. What is conditional logic?
Conditional logic means the next question adapts based on the answer a client gives to the previous one.
If a client selects “Yes, I have a business partner,” a follow-up question asking for their partner’s details appears automatically. If they select “No,” it doesn’t.
Clients only see what’s relevant to their situation, which means you receive what you need, and clients aren’t confused by questions that don’t apply to them.
5. How do automated reminders work?
When you create a request, you set a due date and a reminder frequency. Gatheroo handles everything in between, sending reminders to your client automatically until the request is fully completed.
You’re notified the moment a client submits. No checking, no manual follow-up, no internal messages asking whether something has come in.
6. What is the audit trail?
Every request in Gatheroo carries a timestamped activity log: when it was sent, when the client opened it, what was answered and when, and every comment or update along the way.
That record builds itself as a natural output of your process. If you’re ever asked to demonstrate your client intake process by an auditor, a regulator, or your own leadership, the record is there, complete and ready to produce.
7. Can I use my own branding?
Yes. All plans include your business logo and your own email domain, so clients receive requests from your address and see your brand in the portal.
A custom URL is available on the Custom plan. If that’s relevant to your setup, contact us to discuss.
8. Can I schedule when a request is delivered?
Yes. Rather than a request going out the moment you finish building it, you can schedule delivery for a specific date and time, so clients receive it at the right moment in your workflow, not at 4:55 pm on Friday because that’s when you finished.
9. Does Gatheroo integrate with other tools?
Gatheroo integrates natively with Google Drive and OneDrive, so completed requests can sync automatically to the tools your team already uses. Our Zapier integration connects Gatheroo to 7,000+ apps. No development work required.
10. Can I download all submitted files at once?
Yes. Once a request is complete, you can download all submitted files in a single action. No opening individual attachments, no saving files one by one.
11. Can clients update their answers after submitting?
Yes. Clients can amend their answers if their circumstances change or if they need to correct something, without starting again or creating a new email chain. The activity log records any changes.
12. What are the "Built-For-You Request Lists"?
When you sign up to a paid plan, Gatheroo’s team will build a ready-to-use request list tailored to your business, based on what you commonly collect from clients. The number of built-for-you lists depends on your plan.
This is designed to get you collecting information securely from day one, without spending time building everything from scratch.
For Your Clients:
One of the most common questions we hear from businesses evaluating Gatheroo is: “Will my clients know how to use it?”
Here’s what your clients experience.
1. Do my clients need to create a Gatheroo account?
No. Clients don’t need to create an account, download anything, or remember a password.
They receive a unique secure link by email, and click through directly to their portal. Everything they need to complete the request is right there. The experience is designed to be simple enough that clients engage with it first time, without needing to call your office to ask how it works.
You can request that they also need a passcode to open the request for additional security, and this can be sent to their email or phone number.
2. What will my clients see?
Clients see a clean, guided portal showing the questions and file upload requests you’ve built, with any instructions you’ve attached displayed alongside the relevant field.
They can see a progress indicator showing how much they’ve completed and what’s still outstanding. If they need to stop and come back, their progress is saved. If they need to amend an answer, they can do that too.
The portal displays your business logo and sends from your email domain so clients see your brand throughout.
3. How will my clients be notified?
Clients receive an initial email with their unique secure link when you send the request. If the request isn’t completed by the due date, Gatheroo sends automatic reminders at the frequency you’ve set.
All emails come from your domain once you’ve set it up, so they land in your client’s inbox as a message from your business.
4. Can clients save their progress and come back later?
Yes. Clients can start a request, save their progress, and return to complete it later. Their unique link remains active until the request is archived by your team.
5. Can multiple clients access the same request?
Yes. When you send a request to multiple clients. For example, two directors of the same company: each client receives their own individual secure link.
They each complete what they need to on the list. There’s no shared login, no confusion about who submitted what.
6. Is the client portal mobile-friendly?
Yes. The Gatheroo client portal is fully mobile-friendly. Clients can complete requests and upload documents from their phone or tablet without needing to be at a desktop.
7. What if a client has a question about a specific request item?
Clients can leave a comment directly on any individual field (question) within the request and your team can reply in the same place. Every conversation stays attached to the specific question it relates to, rather than spinning off into a separate email thread.
Your team can also use @mentions to tag a specific person, so nothing gets missed and the right person is notified.
8. Can I attach instructions or guidance for my clients?
Yes. You can attach documents, images or video guides directly to any question in a request so clients have everything they need to answer correctly, right there in the portal, without having to email your office to ask what you mean.