Host Terms of Service

These Host Terms apply from 23 August 2026. If you have signed a Gather Order Form and Host Agreement, that signed agreement is what governs our relationship, and wherever it says something different to this page, the signed agreement wins.

01 Who we are and what this page is

Gather is built and run by Gatheround Ltd, registered in England and Wales, company number 17224436 (“Gather”, “we”, “us”). “You” means the retreat business using our software and services.

Using Gather means you accept these Host Terms, together with our Privacy Policy and Cookies Policy. Most hosts also sign an Order Form and Host Agreement setting out their exact commercial terms. Read everything carefully, and if anything is unclear, ask us or take independent legal advice.

02 The Services

The “Services” are Gather’s hosted software platform and the services we provide around it: your booking website, checkout and payments tooling, guest management, dashboards, AI concierge, email tools, and any done-for-you work described in your Order Form. The “Site” is the branded website or booking pages we power for your retreats.

You get a non-exclusive, non-transferable right to use the Platform while you are a customer, for the purpose of marketing, managing and taking bookings for your retreats. We work with many hosts, including hosts whose retreats compete with yours.

We keep improving the Platform, and features can differ between plans. We will not strip out core functionality you are paying for without telling you first, and where maintenance means downtime we will give notice where we reasonably can. Software is never perfect, and we do not promise the Platform will run without interruption or error.

03 Changes to these Terms

We update these Terms occasionally, for example when the law or our Services change. For material changes we will give you reasonable notice before they apply, and if a material change leaves you significantly worse off you can end your agreement before it takes effect. Signed Order Forms are not changed by updates to this page.

04 Your responsibilities

Your content

You supply the words, images, prices, dates and other material for your retreats (“Content”), and we can only do our job well when it is accurate, complete and provided promptly. Keeping listings, pricing, capacity and dates correct is on you, and mistakes should be fixed as soon as you spot them.

You confirm that you have the rights to everything you upload, and that your Content breaks no law and infringes nobody’s intellectual property, privacy or other rights. Content must never be unlawful, obscene, defamatory, hateful or otherwise something a reasonable person would find seriously objectionable. We do not review Content before it goes live, but if we tell you something has to come down, take it down straight away; if you do not, we can remove it or suspend the Site while it is sorted out.

Lawful use

Use the Services only to run a genuine retreat business, lawfully. Never use them to sell anything fraudulent, counterfeit, deceptive or illegal, or anything that would drag Gather’s name through the mud. You are responsible for holding every licence, permit and insurance policy your retreats require, wherever they run.

The software itself stays ours: do not resell it, share your access, copy it, reverse-engineer it, or use it or its data to build or train competing products or AI models. We may monitor use of the Platform to keep it safe, and serious misuse lets us suspend or end your access.

Your retreats and your guests

Bookings are contracts between you and your guests. You are the merchant of record and the seller of the retreat; Gather supplies the technology and services that make the sale possible, and is not a party to the guest’s purchase. Delivering the retreat, handling questions and complaints, honouring your published policies and paying your taxes are all yours.

Your Site must describe honestly what guests are buying, show every charge in the right currency, and give guests a clear way to contact you. Publish your own booking terms (covering changes, cancellations and refunds) and a privacy policy that meets the law, explains what data you collect, and covers the fact that Gather processes that data to run your bookings. If your retreats amount to a package under the Package Travel and Linked Travel Arrangements Regulations 2018 or similar rules, complying with them is your responsibility: Gather is the software, not the organiser.

05 Fees

You pay the fees in your Order Form or as otherwise agreed with us in writing, typically a subscription plus a percentage of each booking. Fees for hosts on signed agreements are locked as described there: we have no general right to put them up mid-agreement.

Our percentage fee is earned when a booking is processed and is not returned if the guest later cancels or is refunded, unless the law or your agreement says otherwise. Fees exclude VAT, which is added where it applies. We collect what we are owed by deducting it from booking funds before settlement, or by charging your nominated payment method. If an amount goes unpaid, we can suspend the Services until it is paid and charge interest on the overdue sum at 4% a year above the Bank of England base rate.

06 Payment processing

Payments run through Stripe, a third-party processor with its own terms that you accept separately. Processing rates are set out in your agreement and sit alongside our percentage fee. Where payments are collected into Gather’s payment account rather than your own Stripe account, you authorise us to receive guest money for you as your collection agent, and settlement then follows the timetable in your agreement. We settle on a transacted basis: only money a guest has actually paid is ever owed to you.

Before anyone can be paid out, know-your-customer and anti-money-laundering checks have to be completed, so respond quickly when information is requested. We are not responsible for Stripe’s own outages, decisions or fees, and currency conversion is handled at the processor’s prevailing rates. We can pause a payment or transaction we reasonably suspect involves fraud, illegality or serious financial risk, until the concern is resolved.

07 Refunds, chargebacks and reserves

Refunds to guests are yours to fund, under the cancellation policy you publish. Processing fees already incurred on a payment stay incurred when that payment is refunded.

When a guest disputes a payment, the card networks charge a dispute fee. We pass it through at cost with no admin fee on top, and when a dispute resolves in your favour and the fee comes back, it comes back to you. We will tell you when a chargeback lands and help you contest it where we can, though the card schemes decide the outcome, not us. You authorise us to share the transaction information needed to fight a dispute, and slow or missing evidence from you can make a chargeback permanent.

If your bookings start creating real exposure to refunds or chargebacks, we may hold a proportionate reserve from payouts, tell you its size and terms in good faith, keep it under review, and release it once the retreat has completed and nothing related remains outstanding. A reserve exists to cover risk, never to punish.

08 Intellectual property

Your Content stays yours. You give us the licence we need to host, display and use it to run and promote the Services, and nothing more. Everything we have built, the Platform, our software, designs, tools and templates, stays ours, and being a customer gives you a licence to use it, not ownership of it. Where your Order Form includes bespoke deliverables such as a website build, who owns what is spelled out there. Suggestions and feedback you send us are ours to use freely.

09 Confidentiality

Each of us will keep the other’s non-public information confidential and use it only for this relationship. That obligation does not cover information that is already public through no fault of the receiver, was already known, came lawfully from someone else, or has to be disclosed by law, in which case the disclosing party gives prompt notice where it lawfully can.

10 Data protection

Both of us comply with data protection law, including UK GDPR. For guest personal data collected through the Platform, you are the controller and we process it on your instructions to provide the Services, with appropriate security, and never for unrelated purposes of our own. For your own account data, we are the controller and our Privacy Policy applies. Where a separate data processing agreement is needed, we will put one in place.

11 Warranties

Each of us confirms we are entitled to enter this relationship and will hold the licences and consents our side of it requires. We deliver the Services with reasonable skill and care. Beyond what is written here, the Services come as they are: we make no promise that they will be error-free, meet every requirement you have, or produce any particular level of bookings or revenue, and implied warranties are excluded as far as the law allows.

12 Liability

Nothing here limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law says cannot be limited.

Beyond that, we are not liable for lost profits, lost revenue, lost savings, loss of goodwill or data, indirect or consequential losses, or anything arising from the running, cancellation or outcome of your retreats or the behaviour of your guests. Our overall liability to you is capped: for everything arising in connection with our relationship, the most we will ever owe you equals what you actually paid us for the Services over the twelve months leading up to the first event behind the claim.

13 Indemnity

You will cover us for claims, losses and reasonable costs that arise from your retreats, from claims your guests or third parties bring about them, from Content you supplied, or from your breach of these Terms or of any law, licence or insurance requirement that applies to you.

In return, if someone claims that the Platform itself (excluding your Content) infringes their intellectual property, we will cover your resulting losses, provided you tell us promptly, let us run the defence and any settlement, give us reasonable help, and admit nothing without our agreement. This indemnity sits inside the liability cap above.

14 Suspension and ending the relationship

We can suspend access if fees go unpaid, these Terms are broken, or your use of the Platform puts guests, us or others at genuine risk. Either side can end the agreement immediately if the other commits a material breach and fails to put it right within 14 days of being asked, or becomes insolvent. Otherwise, agreements run and renew as set out in the Order Form, with notice periods as stated there.

When the relationship ends, access to the Services stops, fees already accrued remain payable, and bookings you have already taken remain yours to honour and refund. Your guest data is yours from day one: you can export it at any time while you are a customer, and for a reasonable period after the end we will keep it available for export before deleting it under our retention policy.

15 Governing law and disputes

These Terms, and any dispute connected with them, are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction, except that either side may protect its intellectual property or confidential information urgently in any competent court, and we may pursue unpaid fees where you are located.

Before anyone issues proceedings, talk to us: email hey@try-gather.co with the issue, and both sides will try in good faith to resolve it informally for 60 days, with any legal limitation period paused meanwhile.

16 General

Events outside our control. Neither of us is liable for failure caused by events genuinely beyond reasonable control, such as network failures, natural disasters, epidemics or acts of government, and we will flag any such event and its likely duration where practicable.

Whole agreement. These Terms, your Order Form and Host Agreement, and the policies they reference are the entire agreement between us and replace earlier discussions.

Assignment. You need our consent to transfer your agreement; we may transfer ours to a group company or a successor to our business.

Waiver and severance. Not enforcing a right today does not give it up tomorrow, and if any clause proves unenforceable the rest stand.

No partnership. We are independent businesses; nothing here makes us partners, joint venturers or employer and employee.

Third parties. Nobody other than you and us has rights under these Terms.

Notices. Formal notices go in writing by email, to hey@try-gather.co for us and to your account email for you.

17 Contact

Questions about these Host Terms: hey@try-gather.co

Last updated 23 August 2026.