Privacy Policy

At SPM Assets we take privacy seriously.  We recognise that you may choose to store within SPM Assets software and hosted systems information that is private to you or private to your tenants, occupiers and customers.  Please read this Policy carefully.  It will help you to make informed decisions about how you manage that personal data.

The defined terms in this Policy have the same meaning as in our Software Licence Terms.

Your continued use of the Software will be deemed as acceptance of this Policy and any amendments.

SPM Assets Client Information

To enable continuation of our Services to you we hold information on your business relating to contact names, addresses, contact details, Named User details, billing details, and electronic communication data.  We hold that information for purposes related to the Services including to:

  • verify your identity
  • administer the Services
  • notify you of new or changed services offered in relation to the Software
  • carry out marketing or training relating to the Software
  • assist in the resolution of technical support issues or other issues in relation to the Software
  • comply with laws and regulations in applicable jurisdictions, and
  • communicate with you.

By completing and signing the Registration Form and by using the Software you have permitted us to hold this information, within the Administration Module of the SPM Assets software and our financial systems.  The signatory to the Registration Form, or their replacement may request copies of any information we hold about your organisation at any time.  It is your responsibility to advise SPM Assets when the signatory has been replaced, together with their contact details.

Personal and Locational Information Held in SPM Assets Software

SPM Assets’ software and hosted systems involve the storage of Client Data relating to the ownership and management of physical assets.  This may include information that is personal to you or your tenant, occupier or customer such as property addresses, names and contact details, and geospatial data.  It is your responsibility to ensure you have the right to that data and to store that data within SPM Assets software and hosted systems.  It is your responsibility to manage and maintain that data and keep it safe.

SPM Assets Hosted Environment

SPM Assets hosts Client Data with third party hosting providers.  Unless specifically requested this data will be hosted by a third party provider in your country.  We have a number of options for hosting your data which can be tailored to reflect your data security needs.  Please discuss with us.

As noted in our Security Policy, Client Data is backed up on a regular cycle.  At present the encrypted backups are hosted by third party providers.  Currently backups may be to servers outside the country of Client Data origin. 

SPM Assets and Cookies

In providing the Software, SPM Assets utilises "cookies". A cookie is a small text file that is stored on your computer for record-keeping purposes.  A cookie does not identify you personally or contain any other information about you but it does identify your computer.

We may use a combination of “persistent cookies” (cookies that remain on your hard drive for an extended period of time) and “session ID cookies” (cookies that expire when you close your browser) on the Website to, for example, track overall site usage, and track and report on your use and interaction with ad impressions and ad services.

You can set your browser to notify you when you receive a cookie so that you will have an opportunity to either accept or reject it in each instance. However, you should note that refusing cookies may have a negative impact on the functionality and usability of the Website.

We do not respond to or honour “Do Not Track” requests at this time.

Your Access to SPM Assets Software

SPM Assets will provide you with a URL for site access and login and password details.  The login and password details will be unique for each of your Named Users.  It is your responsibility to keep these access details to the software safe and unique to each user.  Please notify us immediately a Named User is to be removed from access.  We recommend you take management of Named Users seriously.  A person you have nominated as a Named User has access to your Client Data via a number of devices and you have given that person the right read and modify your Client Data.  You will notify us immediately you become aware of misuse of access details.  At your request we will modify the access details.  SPM Assets holds your access details solely for the purposes of facilitating your access to the Software.

SPM Assets Access and Use of Client Data

By using the Software, you agree that SPM Assets can access, aggregate and use non-personally and non-commercially identifiable data stored within the Software.  Use of this data will in no way identify you or any other individual or organisation.  SPM Assets may use this aggregated non-personally or non-commercially identifiable data to:

  • assist us to better understand how our customers are using the Software;
  • undertake global analysis of asset behaviour;
  • develop asset or industry metrics which will enable us to enhance the analytical aspects of the Service;
  • develop asset intelligence;
  • prepare and present industry papers, articles and blogs for purposes of disseminating asset knowledge to the wider community of asset managers;
  • provide our customers with knowledge and information regarding the uses and benefits of the Service;
  • enhance your asset knowledge by creating useful knowledge and information from the aggregated data that may enable you to benchmark your asset performance against that aggregated data, and
  • otherwise improve the Service.

Linkages with Third Party Applications

The Service may be configured to permit linkages and transfer of data to and from third party applications you are licenced to use.  This may include data that is personal to you or your tenant, occupier or customer such as property addresses, names and contact details, and geospatial data.  It is your responsibility to ensure you have the right to transfer that data to and from SPM Assets software.  SPM Assets has no control over and takes no responsibility for the privacy policies or content of these third party applications.  You are responsible for checking the privacy policy of any such applications and understanding how they manage personal information.

Review of this Policy

SPM Assets reserves the right to amend this Policy at any time.  Amendments will take effect on posting on the Website.  SPM Assets will notify you of changes to this Policy through notifications via the Software.

Last Updated – December 2018

With SPM Assets’ asset management software, everything we require is all in one place, at a click of the button, to provide what our manager requires.

Heather Holt, Taupo District Council

SPM Assets’ stand-out ability to deliver relies on powerful tools. Their software is underpinned by actual asset management knowledge and experience.

Kris Robinson, Regional Housing Limited

I can and do refer many people to SPM Assets because it is the only affordable product on the market that provides exactly the function required by many organisations in the social housing sector. SPM Assets provides decision makers like myself and the Board some comfort knowing that there is a considered method behind the financial forecasting done by our assets and financial teams that is likely to be much more accurate than using historical data to project future maintenance expenditure. SPM Assets also informs our decisions around acquisition and disposal of assets instead of relying on the opinions of staff working in the asset management and maintenance roles.

Brett Hanna, Regional Housing


Our understanding of the current state of our assets together with our future capital spending requirements has never been better. This gives us significantly increased confidence and peace of mind when we consider our capital planning and asset criticality, and our broader ability to derive maximum value from the assets we have. 

Brian Walden, Wanganui DHB/Mid Central Health Boards


Not only has the implementation of the SPM software greatly improved how quickly we are able to produce reporting on our estate, but we are now in a position to be able to undertake significantly more analysis of the available data and provide a more holistic view of its overall condition and lifecycle. Importantly, we have given the senior executive team more confidence in the information we are now able to provide, resulting in an increased budget allocation to address our backlog maintenance and strategic asset management planning.

Renee Inkster, University of Southern Queensland

The software application is specific with the end-user interface modifiable to individual needs. You can obtain core functionality for prudent asset management very easily.

Rob Ashley, Hauraki District Council

Senior management is starting to realise the power of the information we are collecting and are making use of it in our asset management.

Meg, Housing Choices Australia

Council has been extremely happy with support SPM Assets has provided over the years. Their expertise has allowed this Council to understand its assets better and this has resulted in a successful submission for the appropriate funds to manage our assets. We are now in control of our portfolio’s budgeting and starting to make a real difference to the communities we serve.

Phillip Sorbello, Cumberland Council

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