PPSN Register of Users - Educational Institutions and Education & Training Board of Ireland


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Educational Institutions

Education & Training Boards


Athlone Institute of Technology

Updated: August 2015


(i) Does your organisation use the PPSN at present?

Yes, it is a question on standard student registration form.

(ii) If so, for what purpose?

PPSN is part of a requested return of data to the HEA and Department of Social Protection each year, we also use it as an individual identifier along with date of birth.

(iii) Does your organisation exchange the PPS number with any other body? If so please name the relevant bodies and the purpose(s) of the exchange?

No exchange takes place, only statutory data return.

(iv) Does your organisation have any other plans involving the use of the PPS number?

None.

(v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: -  

  • Obtain and process the information fairly;
  • Keep it only for one or more specified, explicit and lawful purposes;
  • Process it only in ways compatible with the purposes for which it was given to you initially;
  • Keep it safe and secure;
  • Keep it accurate, complete and up-to-date;
  • Ensure that it is adequate, relevant and not excessive;
  • Retain it no longer than is necessary for the specified purpose or purposes;
  • Give a copy of his/her personal data to an individual, on request.

(vi) Have you measures in place to ensure that the Public Service Identity data you hold /collect, whether held in electronic or written format is secure and that it is accessible and processed, only in connection with the purpose for which it has been provided?

Yes we do, Athlone Institute of Technology complies with its obligations under existing data protection and freedom information legislation.


Cork Institute of Technology

Updated: October 2015

(i) Does your organisation use the PPSN at present?

Yes

(ii) If so, for what purpose?

Staff – PPS number is used in relation to HR, Payroll, Taxation, Social Welfare and Pensions

Students – Student Records System, Returns to the HEA, Student Grants, Dept. Social Protection

(iii) Does your organisation exchange the PPS number with any other body?  If so please name the relevant bodies and the purpose(s) of the exchange?

  • Revenue Commissioners – Payroll and Taxation
  • Dept. Social Protection – Employee benefits / Full Time Student Enrolments
  • Cork City Council – Pension Payments
  • Banks & Building Societies – Statements of Income
  • HEA – Statistical Returns
  • SUSI – Student Grant Administration
  • CAO – Student Applications

(iv) Does your organisation have any other plans involving the use of the PPS number?

No

(v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows:

  • Obtain and process the information fairly;
  • Keep it only for one or more specified, explicit and lawful purposes;
  • Process it only in ways compatible with the purposes for which it was given to you initially;
  • Keep it safe and secure;
  • Keep it accurate, complete and up-to-date;
  • Ensure that it is adequate, relevant and not excessive;
  • Retain it no longer than is necessary for the specified purpose or purposes;
  • Give a copy of his/her personal data to an individual, on request.

(vi)Have you measures in place to ensure that the Public Service Identity data you hold /collect, whether held in electronic or written format is secure and that it is accessible and processed, only in connection with the purpose for which it has been provided?

Yes, the Institute has a Data Protection Policy and a Records Management Policy in place. Access to systems is restricted to authorised users.

 


Dublin City University

Updated: July 2015

 (i) Does your organisation use the PPS number at present?

Yes, Dublin City University does use PPS numbers at present.

(ii) If so, for what purpose(s)?

PPS numbers are used as unique identifiers for both employees and students in their dealings with Dublin City University. The numbers are used in the payroll, human resources and student registration systems operated by the University.


 (iii) Does your University exchange the PPS Number with any other body? If so please name the relevant bodies and the purpose(s) of the exchange

With respect to employees, PPS numbers are exchanged with the following bodies for the reasons stated below:

Revenue Commissioners: for the administration of employee tax affairs.

Department of Social Protection: for the administration of employee entitlements to social welfare benefits.

Cornmarket Group Financial Services Ltd: for the administration of the DCU Income Continuance Plan.

Bodies in the Public Sector Transfer Network: This is a group of organisations designated as approved organisations for the purposes of section 4 of the Superannuation and Pensions Act 1963. PPS numbers are exchanged when transferring the service entitlements of past employees.

Central Statistics Office: in relation to employment surveys.

Banks & Buildings Societies: Only at an employee's explicit request & with their consent these bodies can be given details of an employee's income, including their PPS number. 

Higher Education Authority: in relation to the payment of pensions for retired members of staff.

With respect students, PPS numbers are exchanged with the following bodies for the reasons stated below:

Postgraduate Applications Centre Ltd: The centre collects PPS numbers for Irish nationals on behalf of the University and these are incorporated into the data transferred to the University for those applicants applying for a post graduate student place within a course run by the University. The number is used as a unique identifier.

Central Applications Office: Students applying both directly to DCU and through the CAO are also asked for their PPS number on applications forms. Submission of PPS numbers is voluntary. The number is used as a unique identifier.

Department of Social Protection: The University provides PPS numbers to the Department of students who have provided their PPS numbers to DCU as part of the returns made in respect of registered students on 31st October each year.

Higher Education Authority: Where they exist the University provides PPS numbers to the HEA as part of the Annual Statistical Return. This return covers all registered students on 1st March each year and graduates who have received an award in the preceding year. PPS numbers are also provided to the HEA as part of the First Destination Return of recent graduates. The HEA uses the returns to collate statistics in relation to the higher education sector in Ireland.

Student Universal Support Ireland (SUSI):  The University obtains PPS numbers from SUSI in relation to students who are applying for grant support and the number is used as a unique identifier for these students.

Revenue Commissioners: For post graduate students receiving stipends the University liaises with the Revenue Commissioners to ensure that the payment of stipends is compliant with tax legislation. The PPS number is used as a unique identifier for these students.

 (iv) Does your organisation have any other plans involving the use of the PPS Number?

The University has no future plans to extend the usage of PPS numbers.

(v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows:

  • Obtain and process the information fairly;
  • Keep it only for one or more specified, explicit and lawful purposes;
  • Process it only in ways compatible with the purposes for which it was given to you initially;
  • Keep it safe and secure;
  • Keep it accurate, complete and up-to-date;
  • Ensure that it is adequate, relevant and not excessive;
  • Retain it no longer than is necessary for the specified purpose or purposes;
  • Give a copy of his/her personal data to an individual, on request.

 Have you measures in place to ensure that the Public Service Identity data you hold /collect, whether held in electronic or written format is secure and that it is accessible and processed, only in connection with the purpose for which it has been provided?

Yes, the University has policies and procedures in place to comply with the requirements of data protection legislation. 


Dublin Institute of Technology

Updated: June 2016

(i) Does your organisation use the PPSN at present?

Yes.

(ii) If so, for what purpose?

Management of PPS Numbers for staff members:

The PPS No. is currently used in the Institute's CoreHR database for staff members. It is used for payroll records for all staff members paid through the DIT payroll system.

PPS numbers are also recorded as a unique identifier on the DIT payroll system for students in receipt of a stipend. These are mainly Postgraduate students in receipt of a Strategic Research & Development (SRD) grant payment.

DIT’s National Optometry Centre uses the PPSN of patients applying to the Department of Social Protection for Optical Benefit in accordance with the agreement that governs that treatment benefit scheme.

With respect to the management of PPS numbers for students:

  • CAO collects the PPS No. on DIT's behalf and incorporates it in data transferred to DIT.
  • DIT provides the PPS No. to the Department of Social Protection for all registered students as part of returns made on 31st October each year.
  • DIT provides the PPS No. to the Higher Education Authority as part of the Annual Statistical Returns.

(iii) Does your organisation exchange the PPS number with any other body?  If so please name the relevant bodies and the purpose(s) of the exchange?

  • Revenue - PAYE returns and CSO reports
  • Department of Social Protection - social welfare payments
  • Higher Education Authority - statistical returns
  • Department of Finance Paymaster General's Office - pension payments to retired staff and dependents of deceased staff members and deceased retirees. ( The PMG services are expected to change to Payroll Shared Services Centre (PSSC) – Department of Public Expenditure and Reform in last quarter of 2015)
  • Transferring of pension details of former staff members of the Single Pension Scheme to other bodies on the Public Sector Transfer Network. (permission sought from staff member prior to transfer of details)

(iv) Does your organisation have any other plans involving the use of the PPS number?

No.

(v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: -

  • Obtain and process the information fairly;
  • Keep it only for one or more specified, explicit and lawful purposes;
  • Process it only in ways compatible with the purposes for which it was given to you  initially;
  • Keep it safe and secure;
  • Keep it accurate, complete and up-to-date;
  • Ensure that it is adequate, relevant and not excessive;
  • Retain it no longer than is necessary for the specified purpose or purposes;
  • Give a copy of his/her personal data to an individual, on request.

Have you measures in place to ensure that the Public Service Identity data you hold /collect, whether held in electronic or written format is secure and that it is accessible and processed, only in connection with the purpose for which it has been provided?

Yes, Dublin Institute of Technology has appropriate measures in place to ensure compliance with its obligations under the Data Protection Acts, 1988 and 2003.


Dundalk Institute of Technology

Updated: July 2015

(i) Does your organisation use the PPSN at present?

Yes

(ii) If so, for what purpose?

Payment of Salaries etc.
Returns to the Higher Education Authority and the Department of Social Protection

(iii) Does your organisation exchange the PPS number with any other body?

The Higher Education Authority and the Department of Social Protection

(iv) Does your organisation have any other plans involving the use of the PPS number?
No

(v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: -

  • Obtain and process the information fairly;
  • Keep it only for one or more specified, explicit and lawful purposes;
  • Process it only in ways compatible with the purposes for which it was given to you nitially;
  • Keep it safe and secure;
  • Keep it accurate, complete and up-to-date;
  • Ensure that it is adequate, relevant and not excessive;
  • Retain it no longer than is necessary for the specified purpose or purposes;
  • Give a copy of his/her personal data to an individual, on request.

Have you measures in place to ensure that the Public Service Identity data you hold /collect, whether held in electronic or written format is secure and that it is accessible and processed, only in connection with the purpose for which it has been provided?

Yes, employee's PPS numbers are kept in a Password Protected computerized system.

Dundalk Institute of Technology records management policy – IT Services

 


Dun Laoghaire Institute of Art, Design and Technology

Updated: July 2015 

(i) Does your organisation use the PPSN at present? 

 Yes.

(ii) If so, for what purpose?

PPS numbers are used in the:

  1. Administration of the Institute payroll system;
  2. Administration of Professional Services Withholding Tax;
  3. Administration of the Student Records System;
  4. Administration of the Student Assistance Fund and Fund for Students with Disabilities.
  5. Administration of the Student Grant System.
  6. Administration of the HR System
  7. Administration of Pension Schemes including administration of Cost Neutral Early Retirement Incentivized Early Retirement Schemes.
  8. Administration of Redundancy and Enhanced Redundancy Schemes.

(iii) Does your organisation exchange the PPS number with any other body?  If so please name the relevant bodies and the purpose(s) of the exchange?

Yes.

  1. Revenue Commissioners in relation to payroll and tax matters generally
  2. Department of Social Protection in relation to PRSI, Illness, Maternity and other Benefit Schemes, Unemployment claims and similar and Co-ordinated Pension benefits & related matters.
  3. Department of Finance, Paymaster General in relation to pension payments.
  4. Revenue Commissioners in relation to administration of Professional Services Withholding tax.
  5. Higher Education Authority – various statutory returns.
  6. Department of Education and Skills - various statutory returns.
  7. The PPS Number may also be used in correspondence with other public bodies in recruitment and selection processes in circumstances where IADT may need to establish whether an applicant is disqualified by law or other provision from holding a position, to include being debarred from reemployment in the public service for particular periods by virtue of having retired from the public service under a cost neutral or incentivised   Early Retirement Scheme or a Voluntary Redundancy Scheme or similar arrangement.
  8. The PPS Number may also be used in correspondence with other public service bodies or other reckonable bodies for pension administration purposes e.g. establishing transferrable service, previous employment history and Reckonable Amounts under the Single Public Service Scheme, complaints processing etc.

(iv) Does your organisation have any other plans involving the use of the PPS number? 

At this point in time the Institute has no future plans for uses of PPS numbers save for what is stated above, however as a public body we may become party to shared service arrangements with other bodies as part of the public service reform agenda or in pursuit of efficiencies under the reconfiguration of Higher Education Structures. In addition we may need to outsource certain of our activities, to include for example payroll or pensions.  In such circumstances the PPS number would be used as part of such developments.    

(v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows:

  • Obtain and process the information fairly;
  • Keep it only for one or more specified, explicit and lawful purposes;
  • Process it only in ways compatible with the purposes for which it was given to you initially;
  • Keep it safe and secure;
  • Keep it accurate, complete and up-to-date;
  • Ensure that it is adequate, relevant and not excessive;
  • Retain it no longer than is necessary for the specified purpose or purposes;
  • Give a copy of his/her personal data to an individual, on request.

Have you measures in place to ensure that the Public Service Identity data you hold /collect, whether held in electronic or written format is secure and that it is accessible and processed, only in connection with the purpose for which it has been provided? 

Yes.  Access is restricted to appropriate, authorised persons, servers are protected from unauthorised access, PCs are subject to appropriate security, PPS numbers are only processed in connection with the purposes for which they have been provided as outlined above Arrangement are in place for confidential shredding and disposal of records.


Galway-Mayo Institute of Technology

Updated: June 16

(i) Does your organisation use the PPS No at present?

Yes

(ii) For what purpose(s)?

PPS numbers are used as unique identifiers for both employees and students in their dealings with GMIT. The PPS numbers are used in the payroll, human resources and student registration systems operated by the Institute.

(iii) Does your organisation exchange the PPS No with any other body? If so please name the relevant bodies and the purpose(s) of the exchange.

With respect to employees, PPS numbers are exchanged with the following bodies for the reasons stated below:

  • Revenue Commissioners: for the administration of employee tax affairs.
  • Department of Social Protection: for the administration of employee entitlements to social welfare benefits.
  • Bodies in the Public Sector Transfer Network: PPS numbers are exchanged when transferring the service entitlements of past employees.
  • Central Statistics Office: in relation to employment surveys.
  • Department of Finance: Payroll Shared Services Centre in relation to pension payments.

With respect to students, PPS numbers are exchanged with the following bodies for the reasons stated below:

  • Central Applications Office: Students applying both directly to GMIT and through the CAO are asked for their PPS number on applications forms. Submission of PPS numbers is voluntary. The number is used as a unique identifier.
  • Department of Social Protection:  GMIT provides PPS numbers to the Department of students who have provided their PPS numbers to GMIT as part of the returns made in respect of registered students on 31st October each year.
  • Higher Education Authority (HEA): Where they exist, GMIT provides PPS numbers to the HEA as part of the Annual Statistical Return. This return covers all registered students on 1st March each year and graduates who have received an award in the preceding year. PPS numbers are also provided to the HEA as part of the First Destination Return of recent graduates. The HEA uses the returns to collate statistics in relation to the higher education sector in Ireland. 
  • Student Universal Support Ireland (SUSI)GMIT obtains PPS numbers from SUSI in relation to students who are applying for grant support and the number is used as a unique identifier for these students.
  • Revenue Commissioners: For post graduate students receiving stipends, GMIT liaises with the Revenue Commissioners to ensure that the payment of stipends is compliant with tax legislation. The PPS number is used as a unique identifier for these students.
  • Quality and Qualifications Ireland (QQI): GMIT post graduate students applying to the QQI for registration of a research degree programme are asked for PPS numbers on applications forms which are issued to the students by GMIT on behalf of the QQI and returned to the QQI on completion.

(iv) Does your organisation have any other plans involving the use of the PPS number?

No

(v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: -

  • Obtain and process the information fairly;
  • Keep it only for one or more specified, explicit and lawful purposes;
  • Process it only in ways compatible with the purposes for which it was given to you initially;
  • Keep it safe and secure;
  • Keep it accurate, complete and up-to-date;
  • Ensure that it is adequate, relevant and not excessive;
  • Retain it no longer than is necessary for the specified purpose or purposes;
  • Give a copy of his/her personal data to an individual, on request.

Have you measures in place to ensure that the Public Service Identity data you hold /collect, whether held in electronic or written format is secure and that it is accessible and processed, only in connection with the purpose for which it has been provided?

Staff PPS numbers are held electronically on our dedicated payroll/HR system (CORE), access to which is restricted to a limited number of personnel.

Student PPS numbers are maintained in electronic format on our student records system, access to which is restricted to authorised users.

PPS numbers are only processed in connection with the purposes for which they have been provided.

 


Institute of Technology Sligo

Updated: July 2016

(i) Does your organisation use the PPSN at present?

Yes

(ii) If so, for what purpose?

  • In regard to employees PPSN is used for Revenue & DSP purposes;
  • In regard to students PPSN is used for DSP purposes – confirming attendance on programmes, etc.

(iii) Does your organisation exchange the PPS number with any other body?  If so please name the relevant bodies and the purpose(s) of the exchange? 

Revenue & DSP

(iv) Does your organisation have any other plans involving the use of the PPS number?

 No

(v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: -

  • Obtain and process the information fairly;
  • Keep it only for one or more specified, explicit and lawful purposes;
  • Process it only in ways compatible with the purposes for which it was given to you initially;
  • Keep it safe and secure;
  • Keep it accurate, complete and up-to-date;
  • Ensure that it is adequate, relevant and not excessive;
  • Retain it no longer than is necessary for the specified purpo e or purposes;
  • Give a copy of his/her personal data to an individual, on request.

Have you measures in place to ensure that the Public Service Identity data you hold /collect, whether held in electronic or written format is secure and that it is accessible and processed, only in connection with the purpose for which it has been provided?

Yes


Institute of Technology Tallaght

Updated: December 2015

(i) Does your Institute use the PPSN at present?

Yes, it is a question on the standard student full-time and part-time registration forms.  It is also used in relation to employee salary data.

(ii) If so, for what purpose?

PPSN is part of the requested Annual Statistical Return of data to the HEA and Department of Social Protection each year.  It is also used as an identifier for each student along with their date of birth.  It is used in relation to employee salary data.

It is used on revenue letters where student request them – it is needed to claim tax back.

(iv) Does your organisation have any other plans involving the use of the PPS Number?

The Institute has no plans to extend the usage of PPS numbers.


Institute of Technology Blanchardstown

Updated: March 2010

(i) Does your Institute use the PPS Number at present?

Yes.

(ii) For what purpose(s)?

Staff PPS No's are collected to facilitate returns to the Department of Social and Family Affairs, and as a secondary unique identifier.

It is used in connection with Payroll – for tax purposes and for identification purposes.

(iii) Does your Institute exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

The Institute exchanges the PPS No. with the following external bodies:

  • Revenue Commissioners, for tax purposes.
  • Department of Social and Family Affairs, in accordance with the provisions of the Social Welfare Act, 1998.

(iv) What future plans has your Institute for the use of the PPS Number?

No plans to change current uses.


Institute of Technology Carlow

Updated: September 2015

(i) Does your organisation use the PPSN at present?

No, but we do collect the PPSN for transmission to HEA with annual Student SRS data returns.

We also transmit the PPSN numbers to the Department of Social Protection in the annual Transfer of data on Full-time Daytime Student Enrolments.

In addition we provide PPSN to QQ1 Quality and Qualifications Ireland for our postgraduate students where we require QQI parchments

(ii) If so, for what purpose?

As outlined in item one above.

(iii) Does your organisation exchange the PPS number with any other body? If so please name the relevant bodies and the purpose(s) of the exchange?

HEA (Higher Education Authority) The PPSN is one of the fields of information which we are asked to provide to HEA in our annual data upload – SRS.
Department of Social Protection

(iv) Does your organisation have any other plans involving the use of the PPS number?

No

(v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: -

  • Obtain and process the information fairly;
  • Keep it only for one or more specified, explicit and lawful purposes;
  • Process it only in ways compatible with the purposes for which it was given to you initially;
  • Keep it safe and secure;
  • Keep it accurate, complete and up-to-date;
  • Ensure that it is adequate, relevant and not excessive;
  • Retain it no longer than is necessary for the specified purpose or purposes;
  • Give a copy of his/her personal data to an individual, on request.

Have you measures in place to ensure that the Public Service Identity data you hold /collect, whether held in electronic or written format is secure and that it is accessible and processed, only in connection with the purpose for which it has been provided?

The PPSN numbers that are maintained on our Student Record System are now masked and access is restricted to only one member of IT Carlow staff who has responsibility for generating the student record uploads for the HEA.

 


Institute of Technology Sligo

Updated: June 2013

(i) Does your organisation use the PPSN at present?

Yes

(ii) If so, for what purpose?

  • In regard to employees PPSN is used for Revenue & DSP purposes;
  • In regard to students PPSN is used for DSP purposes – confirming attendance on programmes, etc.

(iii) Does your organisation exchange the PPS number with any other body?  If so please name the relevant bodies and the purpose(s) of the exchange? 

Revenue & DSP

(iv) Does your organisation have any other plans involving the use of the PPS number?

 No

(v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: -

  • Obtain and process the information fairly;
  • Keep it only for one or more specified, explicit and lawful purposes;
  • Process it only in ways compatible with the purposes for which it was given to you initially;
  • Keep it safe and secure;
  • Keep it accurate, complete and up-to-date;
  • Ensure that it is adequate, relevant and not excessive;
  • Retain it no longer than is necessary for the specified purpo e or purposes;
  • Give a copy of his/her personal data to an individual, on request.

Have you measures in place to ensure that the Public Service Identity data you hold /collect, whether held in electronic or written format is secure and that it is accessible and processed, only in connection with the purpose for which it has been provided?

Yes


Institute of Technology Tallaght

Updated: December 2015

(i) Does your Institute use the PPSN at present?

Yes, it is a question on the standard student full-time and part-time registration forms.  It is also used in relation to employee salary data.

(ii) If so, for what purpose?

PPSN is part of the requested Annual Statistical Return of data to the HEA and Department of Social Protection each year.  It is also used as an identifier for each student along with their date of birth.  It is used in relation to employee salary data.

It is used on revenue letters where student request them – it is needed to claim tax back.

(iii) Does your Institute exchange the PPS number with any other body? If so please name the relevant bodies and state the purpose(s) of the exchange?

No, only for Annual Statistical Returns to the HEA. For employees it is exchanged with the Revenue Commissioners. Social welfare return.

(iv) Does your organisation have any other plans involving the use of the PPS number?

No.

(v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: -

  • Obtain and process the information fairly;
  • Keep it only for one or more specified, explicit and lawful purposes;
  • Process it only in ways compatible with the purposes for which it was given to you initially;
  • Keep it safe and secure;
  • Keep it accurate, complete and up-to-date;
  • Ensure that it is adequate, relevant and not excessive;
  • Retain it no longer than is necessary for the specified purpose or purposes;
  • Give a copy of his/her personal data to an individual, on request.

Have you measures in place to ensure that the Public Service Identity data you hold /collect, whether held in electronic or written format is secure and that it is accessible and processed, only in connection with the purpose for which it has been provided?

Yes.  The Institute of Technology Tallaght (ITT Dublin) complies with its obligations under existing Data Protection and Freedom of Information legislation.

Staff PPS numbers are held electronically on our dedicated payroll/HR system (CORE), access to which is restricted to a limited number of personnel.  Some staff PPS numbers are in hardcopy in personnel files in the HR office, and in the payroll office.  These files are maintained in secured filing cabinets in the HR/payroll office and access to which is restricted to the staff in the area. Copies of staff commencement forms which contain PPS numbers are kept in School Offices but they are kept in a secure locked filing cabinet and only available to members of the school administration staff.

Student PPS numbers are maintained in electronic format on our dedicated system and access to which is restricted to approved Institute staff.


Institute of Technology Tralee

Updated: October 2015 

(i) Does your organisation use the PPSN at present?

     Yes

(ii) If so, for what purpose?

  • For staff it is a unique identifier for payroll and human resources purposes.
  • For students it is a requirement for HEA reporting.

(iii) Does your organisation exchange the PPS number with any other body? If so please name the relevant bodies and the purpose(s) of the exchange?

The Institute exchanges PPS numbers with:

  • The Revenue Commissioners and the Department of Social Protection for the purpose of statutory returns and social welfare claims;
  • Banks and Building Societies on Statements of Income Certificates – when requested to by staff;
  • The Paymaster General's Office for pension payments to the Institute's retired staff;
  • Bodies in the Public Sector Transfer Network when transferring service of past employees;
  • Additional Voluntary Contributions Providers – when requested by staff;
  • Comptroller and Auditor General  - part of their statutory audit;
  • Student PPSNs are part of a mandatory return to the HEA.

(iv) Does your organisation have any other plans involving the use of the PPS number?

No

(v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: -

  • Obtain and process the information fairly;
  • Keep it only for one or more specified, explicit and lawful purposes;
  • Process it only in ways compatible with the purposes for which it was given to you initially;
  • Keep it safe and secure;
  • Keep it accurate, complete and up-to-date;
  • Ensure that it is adequate, relevant and not excessive;
  • Retain it no longer than is necessary for the specified purpose or purposes;
  • Give a copy of his/her personal data to an individual, on request.

Have you measures in place to ensure that the Public Service Identity data you hold /collect, whether held in electronic or written format is secure and that it is accessible and processed, only in connection with the purpose for which it has been provided?

  • Staff PPS numbers are maintained in electronic format on our dedicated Payroll/HR System, access to which is restricted to a limited number of personnel.
  • Staff PPS numbers may, in some cases, be in hardcopy format in their Personnel Files.  These files are maintained in filing cabinets in the HR Office, access to which is restricted by means of a swipe card entry system.
  • Student PPS numbers are maintained in electronic format on our dedicated system access to which is restricted.

Letterkenny Institute of Technology

Updated: November 2015

(i)Does your Institute use the PPS Number at present?

Yes.

(ii) For what purpose(s)?

The PPS Number is used for:-
a) Administration of Employee information with the CorePay/Personnel system (http://www.corehr.com/index.php). PPS Numbers are used to aid identifying Employees.
b) Administration of Student/Learner information with the SCT Banner Student system (http://www.sungardhe.com/). PPS Numbers are used to aid identifying Students/Learners.

(iii) Does your Institute exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

Yes

  1. Office of the Revenue Commissioners. To meet regulatory requirements with the Office of the Revenue Commissioners the PPS Number is used to identify Employees when uploading to ROS (http://www.revenue.ie/en/online/ros/index.html).PPS Numbers are used to ensure employees meet their PAYE and PRSI obligations with the Collector General.
  2. Department of Education and Skills via Higher Education Authority (HEA).
    To enable statistical returns to the Department of Education and Skills.
  3. Control Division, Department of Social Protection under the Social Welfare (CONSOLIDATED CLAIMS, PAYMENTS AND CONTROL) Regulations 2007 every institution of higher education must provide a transfer of data on Full-time Student Enrolments. The PPS Number is used as the unique identifier for Students/Learners. Sometimes queries arise with the Department of Social Protection in relation to both illness benefit claims and PRSI classes.  Correspondence on these matters would include the PPS number as a unique identifier.
  4. Student Universal Support Ireland to ensure accurate grant application are returned and verified to the single Awarding Authority for all new student grant applications

(iv) What future plans has your Institute for the use of the PPS Number?

None at this time

(v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: -

  • Obtain and process the information fairly;
  • Keep it only for one or more specified, explicit and lawful purposes;
  • Process it only in ways compatible with the purposes for which it was given to you initially;
  • Keep it safe and secure;
  • Keep it accurate, complete and up-to-date;
  • Ensure that it is adequate, relevant and not excessive;
  • Retain it no longer than is necessary for the specified purpose or purposes;
  • Give a copy of his/her personal data to an individual, on request.

Have you measures in place to ensure that the Public Service Identity data you hold /collect, whether held in electronic or written format is secure and that it is accessible and processed, only in connection with the purpose for which it has been provided?

Yes


Limerick Institute of Technology

Updated: November 2015

(i)Does your Institute use the PPS Number at present?

Yes.

(ii) For what purpose(s)?

The PPS Number is used for:-

  1. Administration of Employee information with the CorePay/Personnel system (http://www.corehr.com/index.php). PPS Numbers are used to aid identifying Employees.
  2. Administration of Student/Learner information with the SCT Banner Student system (http://www.sungardhe.com/). PPS Numbers are used to aid identifying Students/Learners.

(iii) Does your Institute exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

Yes

  1. Office of the Revenue Commissioners. To meet regulatory requirements with the Office of the Revenue Commissioners the PPS Number is used to identify Employees when uploading to ROS (http://www.revenue.ie/en/online/ros/index.html). PPS Numbers are used to ensure employees meet their PAYE and PRSI obligations with the Collector General.
  2. Department of Education and Skills via Higher Education Authority (HEA). To enable statistical returns to the Department of Education and Skills.
  3. Control Division, Department of Social Protection under the Social Welfare (CONSOLIDATED CLAIMS, PAYMENTS AND CONTROL) Regulations 2007 every institution of higher education must provide a transfer of data on Full-time Student Enrolments. The PPS Number is used as the unique identifier for Students/Learners.
  4. Student Universal Support Ireland to ensure accurate grant application are returned and verified to the single Awarding Authority for all new student grant applications

(iv) What future plans has your Institute for the use of the PPS Number?

Not at this time

(v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: -

  • Obtain and process the information fairly;
  • Keep it only for one or more specified, explicit and lawful purposes;
  • Process it only in ways compatible with the purposes for which it was given to you initially;
  • Keep it safe and secure;
  • Keep it accurate, complete and up-to-date;
  • Ensure that it is adequate, relevant and not excessive;
  • Retain it no longer than is necessary for the specified purpose or purposes;
  • Give a copy of his/her personal data to an individual, on request.

Have you measures in place to ensure that the Public Service Identity data you hold /collect, whether held in electronic or written format is secure and that it is accessible and processed, only in connection with the purpose for which it has been provided?

Yes


National University of Ireland Maynooth

Updated: July 2015

(i) Does your organisation use the PPSN at present?

Yes

(ii) If so, for what purpose?

Payroll records and student records

(iii) Does your organisation exchange the PPS number with any other body? If so please name the relevant bodies and the purpose(s) of the exchange?

Yes. The Revenue Commissioners, the Department of Social Protection, The Higher Education Authority, Pension Administrators (Willis) and Student Universal Support Ireland (SUSI)

(iv) Does your organisation have any other plans involving the use of the PPS number?

None

(v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: -

  • Obtain and process the information fairly;
  • Keep it only for one or more specified, explicit and lawful purposes;
  • Process it only in ways compatible with the purposes for which it was given to you initially;
  • Keep it safe and secure;
  • Keep it accurate, complete and up-to-date;
  • Ensure that it is adequate, relevant and not excessive;
  • Retain it no longer than is necessary for the specified purpose or purposes;
  • Give a copy of his/her personal data to an individual, on request.

Have you measures in place to ensure that the Public Service Identity data you hold /collect, whether held in electronic or written format is secure and that it is accessible and processed, only in connection with the purpose for which it has been provided?

Yes. We have policies, procedures and relevant security in place to ensure compliance with Data Protection Legislation.


Trinity College Dublin

Updated: August 2013

(i) Does your organisation use the PPSN at present?

Trinity College uses PPSN for the purpose of processing payroll, studentships and as a validation process.

(ii) If so, for what purpose?

The PPS No. is used to preserve an employee's entitlement to social welfare benefits. The University informs our employees that in the absence of their PPS Numbers essential social insurance details, including contributions paid, may fail to be credited to their records in the Department of Social Protection, which will jeopardise their entitlements to future social welfare benefits.

The PPS Number is used in all communications with the Revenue Commissioners in regard to payments made to the University's employees.

Human Resources retain PPSN's numbers for the purposes of processing payroll and studentship payments.

(iii) Does your organisation exchange the PPS number with any other body?  If so please name the relevant bodies and the purpose(s) of the exchange?

  • Revenue Commissioners, (Income Tax)
  • Mercer (Pension Administrators), 
  • Irish Life (AVC/PRSA purposes)
  • Department of Social Protection (Social Insurance)

(iv) Does your organisation have any other plans involving the use of the PPS number?

The University is developing a scheme to allow paid students (i.e. students who are in receipt of studentships) who have records on the Payroll system m (COREHR) be matched with the Student Record on the Student System (SITS).  This is required for Identity management and to facilitate efficient access to Personnel Portal Systems.  It would involve sharing data between two internal systems and matching records on the basis of PPS number.

(v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: -

  • Obtain and process the information fairly;
  • Keep it only for one or more specified, explicit and lawful purposes;
  • Process it only in ways compatible with the purposes for which it was given to you initially;
  • Keep it safe and secure;
  • Keep it accurate, complete and up-to-date;
  • Ensure that it is adequate, relevant and not excessive;
  • Retain it no longer than is necessary for the specified purpose or purposes;
  • Give a copy of his/her personal data to an individual, on request.

Have you measures in place to ensure that the Public Service Identity data you hold /collect, whether held in electronic or written format is secure and that it is accessible and processed, only in connection with the purpose for which it has been provided?

Yes, Data is held in a secure and managed Database.  The University's Data Protection, IT Security and Confidentiality policies apply. 


University College Cork

UPDATED: August 2015

(i) Does your organisation use the PPSN at present?

Yes

(ii) If so, for what purpose?

PPS numbers are used as unique identifiers for both employees and students in their dealings with UCC. The numbers are used in the payroll, human resources and student registration systems operated by the University.

(iii) Does your organisation exchange the PPS Number with any other body? If so please name the relevant bodies and the purpose(s) of the exchange.

Yes:

  • Department of Social Protection – to help validate social welfare claims
  • Higher Education Authority (HEA) as part of our annual statutory statistical returns (includes Access Survey).
  • National Access Office – regarding funding for students with disabilities.
  • Teaching Council of Ireland for management of membership.
  • Central Grant Awarding Authority (SUSI) to help process grant applications and payments.
  • Higher Education and Training Awards Council for administration of NUI/HETAC jointly accredited programmes.
  • Irish Management Institute to support administration of joint programmes.
  • ITS (Software Supplier) to enable support and development of the student records system.
  • Cork Institute of Technology to support administration of joint programmes.
  • Turning Point Training Institute Ltd for the purpose of administration of joint programmes.
  • Postgraduate Applications Centre (PAC) for postgraduate admission.
  • District Court to Support bar License Application.
  • Central Statistics Office
  • Revenue Commissioners – payroll and taxation
  • Auditors
  • Banks

(iv) Does your organisation have any other plans involving the use of the PPS number?

Other than the uses stated above, no other use is envisaged.

(v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: -

  • Obtain and process the information fairly;
  • Keep it only for one or more specified, explicit and lawful purposes;
  • Process it only in ways compatible with the purposes for which it was given to you initially;
  • Keep it safe and secure;
  • Keep it accurate, complete and up-to-date;
  • Ensure that it is adequate, relevant and not excessive;
  • Retain it no longer than is necessary for the specified purpose or purposes;
  • Give a copy of his/her personal data to an individual, on request.

Have you measures in place to ensure that the Public Service Identity data you hold /collect, whether held in electronic or written format is secure and that it is accessible and processed, only in connection with the purpose for which it has been provided?

Yes. UCC has a Data Protection Policy and a Records Management Policy in place. Access to systems is restricted to authorised users.


University College Dublin

UPDATED: December 2015

(i) Does your organisation use the PPSN at present?

Yes, the PPSN is used for both staff and student purposes.

(ii) If so, for what purpose?

Staff:

Each new member of staff is asked to supply their PPSN on commencement of employment in University College Dublin. This information is stored on the University's integrated Human Resources/Payroll software together with all other relevant details relating to that particular employee. PPSNs are primarily used as an identity verification feature of staff of the University, to the Revenue Commissioners via annual P35 returns, Cessation Certificates (i.e.P45s) and P60s and in correspondence with the Department of Social Protection.
Revenue issued Certificates of Tax Credits and SRCOP are also matched to the University's employees via the PPSN. The PPSN is then displayed on University payslips together with the individual's tax credit and cut-off information.

Students:

On admission, PPSNs are collected by CAO and provided to UCD along with other CAO data. They are used solely for matching applicant records with existing records.
PPSNs are returned to the Department of Social Protection to confirm identity of current students.

(iii) Does your organisation exchange the PPS number with any other body? If so please name the relevant bodies and the purpose(s) of the exchange?

Yes.

  • The Revenue Commissioners (income tax)
  • The Department of Social Protection (statutory returns, confirmation of students identity and social welfare). In the context of student grants processing we receive PPSNs from HEA, SUSI, County Councils and VECs.
  • PPSN is returned to the HEA as a mandatory requirement in the annual HEA SRS Return for all students and graduates (with occasional students being an allowed exception) returned within the appropriate statistics for each year.
  • Within the HEA SRS Return, Personal Identifiers linked to the PPSN are limited to a codified sequence number (from within the Student Information System database at UCD) and to CAO numbers (where applicable).

(iv) Does your organisation have any other plans involving the use of the PPS number?

No

(v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: -

  • Obtain and process the information fairly;
  • Keep it only for one or more specified, explicit and lawful purposes;
  • Process it only in ways compatible with the purposes for which it was given to you initially;
  • Keep it safe and secure;
  • Keep it accurate, complete and up-to-date;
  • Ensure that it is adequate, relevant and not excessive;
  • Retain it no longer than is necessary for the specified purpose or purposes;
  • Give a copy of his/her personal data to an individual, on request.

Have you measures in place to ensure that the Public Service Identity data you hold /collect, whether held in electronic or written format is secure and that it is accessible and processed, only in connection with the purpose for which it has been provided?

Yes,

The University has policies and procedures in place to comply with the requirements of the Data Protection legislation. We have measures in place to ensure the security of PPSN data. It is understood that the use of the PPS No is strictly governed by legislation and as such it is treated in strictest confidence.


National University of Ireland Galway

Updated: July 2015

(i) Does your organisation use the PPSN at present?

Yes.

(ii) If so, for what purpose?

Staff: For the purpose of payroll processing.

Students: For the purpose of returning same to the Higher Education Authority and Department of Social Protection.

(iii) Does your organisation exchange the PPS number with any other body? If so please name the relevant bodies and the purpose(s) of the exchange?

Yes.

  • Staff PPS numbers are shared with the Revenue Commissioners for P45 and P35 purposes, Department of Social Protection for P35, Special Collections.
  • Banks, AVC providers and other lending agencies with the consent of staff members.
  • Student PSS numbers are submitted with the Higher Education Authority annual student return.
  • Student PSS numbers are shared with the Department of Social Protection for the purpose of certifying students studying at NUI Galway.

 

(iv) Does your organisation have any other plans involving the use of the PPS number?

None other than continued use as referred to above.

(v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: -

  • Obtain and process the information fairly;
  • Keep it only for one or more specified, explicit and lawful purposes;
  • Process it only in ways compatible with the purposes for which it was given to you initially;
  • Keep it safe and secure;
  • Keep it accurate, complete and up-to-date;
  • Ensure that it is adequate, relevant and not excessive;
  • Retain it no longer than is necessary for the specified purpose or purposes;
  • Give a copy of his/her personal data to an individual, on request.

Have you measures in place to ensure that the Public Service Identity data you hold /collect, whether held in electronic or written format is secure and that it is accessible and processed, only in connection with the purpose for which it has been provided?

All data relating to staff /students is stored on secure databases. Access is restricted to staff members requiring access to complete their duties. Students are given access to their personal data only.

 


University of Limerick

UPDATED: November 2015

(i) Does your University use the PPS Number at present?

Yes, Employee and student PPS Nos.

(ii) For what purpose(s)?

Staff PPS numbers are used to facilitate all salary payments made. Student PPS numbers are used to fulfill mandatory reporting obligations as set out in part (iii).

(iii) Does your University exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

Staff PPS numbers are returned to the Collector General via the P35 returns at year end for PAYE and PRSI purposes. PPS numbers are also used in all correspondence with the Department of Social Protection regarding sick pay, maternity benefit and unemployment benefits. PPS numbers are not given to any other organisation except where the University may be specifically requested to do so by the relevant staff member.

Student PPS numbers are provided to the Higher Education Authority (HEA) as part of mandatory annual returns and to the Teaching Council for teacher registration purposes. They are also provided annually on request to the Department of Social Protection to validate student grants from SUSI for students .

(iv)What future plans has your University for the use of the PPS Number?

The University has no other plans for use of these numbers.

(v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: -

  • Obtain and process the information fairly;
  • Keep it only for one or more specified, explicit and lawful purposes;
  • Process it only in ways compatible with the purposes for which it was given to you initially;
  • Keep it safe and secure;
  • Keep it accurate, complete and up-to-date;
  • Ensure that it is adequate, relevant and not excessive;
  • Retain it no longer than is necessary for the specified purpose or purposes;
  • Give a copy of his/her personal data to an individual, on request.

Have you measures in place to ensure that the Public Service Identity data you hold /collect, whether held in electronic or written format is secure and that it is accessible and processed, only in connection with the purpose for which it has been provided?

Yes, appropriate measures are in place to ensure compliance with the University's obligations under the Data Protection Acts, 1988 and 2003. PPS numbers are held in secure, managed IT systems, access is restricted to a limited number of authorised personnel and the University's Data Protection and IT policies/regulations apply.


Waterford Institute of Technology

UPDATED: August 2015

(i) Does your organisation use the PPSN at present?

Yes

(ii) If so, for what purpose?

The PPS No. is obtained for all employees of the Institute. It is obtained by Human Resources prior to or shortly after a person is set up and is paid in payroll.

It is also used for the students of the Institute. It is provided to the Institute via the following routes:

  • CAO (provided to the CAO via the State Examinations/applicant – non LC)
  • By the student (Direct Entry Programmes, Postgraduate Programmes etc.)

The uses are as follows:

  1. Assists in verifying the identity of individuals and prevents the existence of duplicate records.
  2. Supplied for all enrolled students and graduates, with the sole exception of 'Occasional' students to the HEA in the Annual Student returns
  3. Supplied to the DSP in October of each academic year.

(ii) Does your organisation exchange the PPS number with any other body? If so please name the relevant bodies and the purpose(s) of the exchange?

The PPS number is exchanged with:

  • Revenue Commissioners – included on all P45 and P35 returns where possible
  • Department of Social and Family Affairs – used in all correspondence with this body
  • Paymaster General – forwarded as they are the authority for paying the pensions to retired WIT staff
  • HETAC – requested on annual returns to this body
  • HEA – requested on annual returns to this body
  • Department of Social Protection

(iv) Does your organisation have any other plans involving the use of the PPS number?

No

(v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: -

  • Obtain and process the information fairly;
  • Keep it only for one or more specified, explicit and lawful purposes;
  • Process it only in ways compatible with the purposes for which it was given to you initially;
  • Keep it safe and secure;
  • Keep it accurate, complete and up-to-date;
  • Ensure that it is adequate, relevant and not excessive;
  • Retain it no longer than is necessary for the specified purpose or purposes;
  • Give a copy of his/her personal data to an individual, on request.

Have you measures in place to ensure that the Public Service Identity data you hold /collect, whether held in electronic or written format is secure and that it is accessible and processed, only in connection with the purpose for which it has been provided?

Yes, access to sensitive data is restricted to appropriate personnel who need it to process students' progress through the Institute.


Education & Training Boards

Galway and Roscommon Education and Training Board

Updated: July 2016

(i)Does your organisation use the PPS Number at present?

Yes.

(ii) If so for what purpose?

  1. Payroll, Human Resources and Pension Sections (also pension and incremental credit purposes)
  2. AVCs - Additional Voluntary Contributions
  3. BTEI course applications
  4. Department of Education and Skills returns (September/October)
  5. Student Records
  6. Third Level and PLC grants
  7. FETAC applications and examinations
  8. CSO returns
  9. VTOS and youth reach/BTEI applications and payments
  10. Teaching Council registration

 (iii)Does your organisation exchange the PPS number with any other bodies? If so please name the relevant bodies and the purpose(s) of the exchange?
PPS No. are exchanged with external bodies as follows:

  1. Revenue Commissioners – GRETB engages with this Unit in relation to pay details, tax free allowance certs, tax refunds etc.
  2. Dept. Of Social Protection – GRETB provide details to DSP in relation to holiday pay, lay-off periods, eligibility to sign on/sign off – allowances for trainees etc.
  3. Dept. of Education and Skills  - As a teaching and learning institution, we have to engage with the DES in relation to teachers transferring from DES to GRETB and provide details of PPS numbers to confirm service and pay details
  4. Financial Institutions, via employee, when completing Salary Certificates

(iv)Does your Organisation have any other plans involving the use of PPS Numbers?
There are no current plans for future use of PPS Numbers other than those mentioned above.

(v)There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: -
Obtain and process the information fairly;
Keep it only for one or more specified, explicit and lawful purposes
Process it only in ways compatible with the purposes for which it was given to you initially;
Keep it safe and secure;
Keep it accurate, complete and up-to-date;
Ensure that it is adequate, relevant and not excessive;
Retain it no longer than is necessary for the specified purpose or purposes;
Give a copy of his/her personal data to an individual, on request.
Have you measures in place to ensure that the Public Service Identify data you hold/collect, whether held in electronic or written format is secure and that it is accessible and processed, only in connection with the purpose for which it has been provided?

GRETB has published a Data Protection Policy and all relevant staff, including Managers and Leaders, are familiar with the terms of the policy and have received training in all aspects of Data Protection.   Out IT systems are such that controls are in place to preserve, maintain and protect all personal data.


Longford Westmeath ETB

Updated: June 2016
 
(i). Does your organisation use the PPSN at present?
Yes
(ii). If so, for what purpose?
Payroll
(iii). Does your organisation exchange the PPS number with any other body?  If so please name the relevant bodies and the purpose(s) of the exchange?
Department of Social Welfare - completing forms
Revenue - P45s etc.
Other ETBs - Statement of Service
Department of Education - Statements of Service 
(iv). Does your organisation have any other plans involving the use of the PPS number?
No
(v). There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: -
-Obtain and process the information fairly;
-Keep it only for one or more specified, explicit and lawful purposes;
-Process it only in ways compatible with the purposes for which it was given to
you initially;
-Keep it safe and secure;
-Keep it accurate, complete and up-to-date;
-Ensure that it is adequate, relevant and not excessive;
-Retain it no longer than is necessary for the specified purpose or purposes;
-Give a copy of his/her personal data to an individual, on request.
Have you measures in place to ensure that the Public Service Identity data you hold /collect, whether held in electronic or written format is secure and that it is accessible and processed, only in connection with the purpose for which it has been provided?
All pcs and systems password protected
All personnel files locked away in HR department

Waterford and Wexford Education and Training Board

Updated: June 2016

(i) Does your organisation use the PPS Number at present?

Yes.

(ii) For what purpose(s)?

For registration of clients and payment purposes across our programmes.
 
(iii) Does your organization exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange.  
  • Department of Social Protection, for client registration.
(iv) Does your organization have any other plans involving the use of the PPS Number?

No.
 
 (v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: -
  • Obtain and process the information fairly;
  • Keep it only for one or more specified, explicit and lawful purposes;
  • Process it only in ways compatible with the purposes for which it was given to you initially;
  • Keep it safe and secure;
  • Keep it accurate, complete and up-to-date;
  • Ensure that it is adequate, relevant and not excessive;
  • Retain it no longer than is necessary for the specified purpose or purposes;
  • Give a copy of his/her personal data to an individual, on request.
Have you measures in place to ensure that the Public Service Identity data you hold /collect, whether held in electronic or written format is secure and that it is accessible and processed, only in connection with the purpose for which it has been provided?

Yes. All electronic material is password protected and hard copy material is held in secure areas. The material is accessible and processed, only in connection with the purpose for which is has been provided.
 

Cavan and Monaghan Education and Training Board

Updated: July 2016

(i). Does your organisation use the PPSN at present?

Yes

 
 (ii). If so, for what purpose?

  • PAYE/tax related purposes
  • Student PPS number used for identity, examination entry and  assessment
  • DES and CSO statistical returns
  • Students and parents applying for grants/scholarships
  • Superannuation /pension administration
  • VTOS and Youthreach payments
  • Adult and Community Education applications
  • Applications for traineeships and apprenticeships
  • Payment of Trainees and Apprentices

 

 (iii). Does your organisation exchange the PPS number with any other body?  If so please name the relevant bodies and the purpose(s) of the exchange?

  • Department of Education and Skills for statistical returns & examination registration
  • Department of Social Protection in relation to :

  - Benefits for employees e.g. illness, maternity and child benefit
  - Assessment of eligibility for courses / programmes
   - Trainee allowances

  • Revenue Commissioner regarding tax
  • CSO in relation to statistical returns
  • The Teaching Council in relation to the registration of teachers
  • QQI and other awarding bodies regarding examination registration
  • Solas in relation to administration of training apprenticeships
  • Paymaster General for payment of pensions and for grants and scholarships

 

 (iv) Does your organisation have any other plans involving the use of the PPS number?

Cavan  and Monaghan ETB does not have any future plans, however, the use of PPS numbers may expand in future as statutory requirements change.

 

 (v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: - 

personal data set out as follows: -
  • Obtain and process the information fairly;
  • Keep it only for one or more specified, explicit and lawful purposes;
  • Process it only in ways compatible with the purposes for which it was given to you initially;
  • Keep it safe and secure;
  • Keep it accurate, complete and up-to-date;
  • Ensure that it is adequate, relevant and not excessive;
  • Retain it no longer than is necessary for the specified purpose or purposes;
  • Give a copy of his/her personal data to an individual, on request.

(vi) Have you measures in place to ensure that the Public Service Identity data you hold /collect, whether held in electronic or written format is secure and that it is accessible and processed, only in connection with the purpose for which it has been provided?

Yes.


Tipperary Education and Training Board

Updated: July 2016

( i)Does your organisation use the PPS Number at present?

Yes

 (ii) If so for what purpose?

  1. Setting up employees for payment
  2. Identification of employees to the Department of Education and Skills
  3. Revenue purposes

 

 (iii) Does your organisation exchange the PPS number with any other bodies? If so please name the relevant bodies and the purpose(s) of the exchange?
 

Government Departments
Department of Education and Skills
Payroll Section-Queries
Superannuation – Queries
Previous Service Requests
State Exam Commission – Payment of Exam Supervision
Payroll shared Service Centre – Payment of TETB pensions
CSO – Statutory Surveys

(iv) Does your Organisation have any other plans involving the use of PPS Numbers?

No

(v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: -

  • Obtain and process the information fairly;
  • Keep it only for one or more specified, explicit and lawful purposes;
  • Process it only in ways compatible with the purposes for which it was given to you initially;
  • Keep it safe and secure;
  • Keep it accurate, complete and up-to-date;
  • Ensure that it is adequate, relevant and not excessive;
  • Retain it no longer than is necessary for the specified purpose or purposes;
  • Give a copy of his/her personal data to an individual, on request.
     

Have you measure in place to ensure that the Public Service Identify data you hold/collect, whether held in electronic or written format is secure and that it is accessible and processed, only in connection with the purpose for which it has been provided?

Yes


Kerry Education and Training Board

Updated: July 2016

(i). Does your organisation use the PPSN at present?

Yes Kerry ETB does use the PPSN

(ii). If so, for what purpose?

Payroll and travel payments
Pension payments – made by the Payroll Shared Services Centre ( part of the Department of  Public Expenditure and Reform)
Deductions of Single Public Service Pension Scheme
Service queries for pension and incremental purposes
AVC’s
VOTS, Youthreach Trainee Payments
BTEI course applications
Second Level schools pupil database
Sales Pulse on line system
To document disability and maternity receipts
Suppliers/ Sole traders for revenue returns (PSWT/ROS)
Rent Allowance forms

 (iii). Does your organisation exchange the PPS number with any other body?  If so please name the relevant bodies and the purpose(s) of the exchange?

  • Revenue Commissioners
  • Department of Social Protection
  • Department of Public Expenditure and Reform- re Single Public Service Pension deductions and Pension and Lump Sum Payments
  • Department of Education and Skills
  • Cornmarket/Marsh Ireland ( re AVC’s) exchange at request of staff member
  • Other ETB’s, IOT’s, Other Public Sector Bodies (re service queries).
  • Some Banking institutions( mortgage applications)

 (iv). Does your organisation have any other plans involving the use of the PPS number?

Kerry ETB has no other plans regarding the use of the PPSN numbers.

 (v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: -
-Obtain and process the information fairly;
-Keep it only for one or more specified, explicit and lawful purposes;
-Process it only in ways compatible with the purposes for which it was given to
you initially;
-Keep it safe and secure;
-Keep it accurate, complete and up-to-date;
-Ensure that it is adequate, relevant and not excessive;
-Retain it no longer than is necessary for the specified purpose or purposes;
-Give a copy of his/her personal data to an individual, on request.

Have you measures in place to ensure that the Public Service Identity data you hold /collect, whether held in electronic or written format is secure and that it is accessible and processed, only in connection with the purpose for which it has been provided?

Kerry ETB confirm that Kerry ETB have adequate measures in place to ensure that the Public Service Identity data we hold is secure and is accessible and processed only in connection with the purpose for which it has been provided.

Last modified:22/07/2016
 

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