Onfile is the personal client file for licensed real estate salespeople in Aotearoa New Zealand. These terms are written to be read, not skimmed past — they're short because the product is simple: your file is yours, you are the sender of everything you send, and leaving is always free.
Onfile keeps your own record of the people you meet — buyers, vendors, past clients — alongside the properties you're working, and helps you match them, follow up, and send a fortnightly newsletter. It is a tool for you as an individual licensee.
Onfile is not your agency's database or a copy of it, not a source of legal, financial or valuation advice, and not a substitute for your obligations as a licensed salesperson. What you put on file is your first-party record of your own working relationships.
You hold the licence; we make software. Using Onfile doesn't shift any of your obligations under the Real Estate Agents Act 2008, the Unsolicited Electronic Messages Act 2007, or the Privacy Act 2020. In particular:
The match score is open arithmetic — suburb, budget, bedrooms, type, must-haves — the same inputs always give the same score, and you can read every point of it. It suggests who to call; it doesn't know your clients. Drafted messages and newsletter text are starting points: review and edit before sending, because they go out as you.
The free tier is complete and not a demo: your people, notes, matching on request, the open home register, drafts, and export — running entirely on your own device. It starts at 20 contacts and 4 properties; adding your REA licence number (a free, one-time check against the public register) lifts that to 50 and 10. Every account starts on it. Pro (NZ$49/month or NZ$490/year, + GST) is the part that works while you're not looking: the follow-up queue, always-current matching, sync, and no caps at all.
Every tier needs an account (email, or Google sign-in) — it's what your file is anchored to, and on Pro it's what lets your file follow you between devices. You must be able to enter a contract, you're responsible for keeping your sign-in secure, and the account is personal to you — one licensee, one file.
Everything you put on file — contacts, notes, listings, timelines — is yours. You give us only the narrow licence needed to store and process it so the product works (syncing your Pro file, assembling your newsletter, running your Friday send). We never sell it, never use it for advertising, never train models on it, and the licence ends when you delete it. Details are in the Privacy Policy.
On Pro, newsletters are sent from your own Gmail or Microsoft account, which you connect by granting Onfile a send-only permission (OAuth) — it does not let us read, search or manage your inbox. We use it only to send what you've built, on the schedule you've set, and for nothing else. You can disconnect it at any time in your account settings or at your email provider (for Google, at your Google Account's permissions page), and the Friday send simply pauses.
Because send permission is a restricted scope, Onfile maintains Google's app verification and an annual independent security assessment (CASA Tier 2), and our use of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements — the details are in the Privacy Policy.
Email deliverability ultimately depends on your mailbox provider and your recipients' — we can't guarantee any particular message lands in any particular inbox.
Don't use Onfile to break the law or the spirit of it. In particular, don't:
Serious or repeated breaches can lead to suspension — with the export door left open (see 10).
Onfile will keep changing — features will be added, adjusted, and occasionally removed. We aim for the service to be available whenever you need it, but like all software it will sometimes be down. If we ever discontinue something significant, we'll give you reasonable notice and you'll always be able to export your file first. The free tier runs on your own device and keeps working even when our servers don't.
You can export your file and close your account at any time, from inside the product, for free. Cancelling Pro takes effect at the end of the paid period; your file then drops to free-tier limits but stays intact. If we suspend an account for a serious breach or a legal requirement, we'll still give you the chance to export unless the law prevents it. The test of software that respects you is how easy it is to leave.
Nothing in these terms limits rights you have under New Zealand law that can't be limited. Where you're using Onfile in trade — which, as a licensee, you are — you agree the Consumer Guarantees Act 1993 doesn't apply, and that this is fair and reasonable. Onfile is provided as-is; to the extent the law allows, our total liability to you is capped at the greater of NZ$100 and the amount you've paid us in the past 12 months, and neither of us is liable to the other for indirect or consequential loss.
These terms are governed by New Zealand law and the New Zealand courts have jurisdiction. If something's wrong, email us first — most things are fixable in a day, and we'd rather fix them than argue about them.
If we change these terms in a way that matters, we'll tell you in the app before the change takes effect. Continuing to use Onfile after that means you accept the updated terms; if you don't, export and close — no hard feelings.
Onfile · Aotearoa New Zealand
hello@onfile.co.nz