PPSN Register of Users - Hospitals and Related Services


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Adelaide and Meath Hospital, Dublin (incorporating the National Children's Hospital)

Updated: September 2017

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

Yes it does.

(ii) For What Purpose(s)?

The hospital uses the PPSN number for matters relating to staff with regard to salary processing, tax returns to the revenue commissioners and returns to the Department of Employment Affairs and Social Protection.

The Hospital use the PPS number on behalf of certain patients (when consented) to pursue treatment services on their behalf for which the PPSN is required.

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

For staff - The Revenue Commissioners, Department of Finance, Department of Employment Affairs and Social Protection.

For Patients - The HSE

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

Not at the moment.

(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 PSI data you hold /collect, whether held in electronic or written format is secure and only accessible and processed only in connection with the purpose for which it has been provided?

Yes we do. We have hospital policies and practices in place.


Beaumont Hospital, Dublin

Updated: June 2013

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

Two of our IT systems use the PPSN number

(ii) For what purpose(s)?

  1. Our payroll system for processing salaries for our staff
  2. Our admissions staff request PPS numbers from all foreign nationals to prove they are working in Ireland and are therefore entitled to avail of the medical services. This information is collected on our Hospital Information System

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

Payroll data is exchanged with our payroll bureau, Northgate and the revenue commissioners. 

(iv) What future plans has your Hospital for 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 robust policies and procedures in place which governs the use of all patients personal data.


Cappagh Orthopaedic Hospital, Dublin

Updated: September 2017

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

Yes.

(ii) If so, for what purpose?

The PPS No. is currently used in Cappagh Hospital for staff on our payroll/superannuation systems.

 (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. Our external pay roll processing company utilise the information for payroll purposes.(Intelligo and Northgate)

(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 of the above rules are applied.


Coombe Women's Hospital, Dublin 8

Updated: December 2016

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

Yes

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

  • The payroll Department use the PPS number for processing of staff payroll details.
  • HR use it for processing Social Welfare forms e.g. Maternity leave, Carer's leave, forms for recording details of dates and days that worked by staff.
  • Patient Services – Collect Patient's PPS numbers on behalf of General Registrar's Office and the National Cervical Screening Programme.

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

  • General Registrar's Office.  Electronic Birth Notification
  • National Cervical Screen Programme, electronically through Mediscan computer system.
  • HSE, Manorhamilton, Co. Leitrim – Staff Pensions
  • Department of Finance – P45 and P36 sent electronically to Revenue
  • Department of Social Protection – Correspondence / claim forms submitted for Social Welfare Payment.

(iv) What future plans has your organisation for the use of 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

  • Patients, These details are secured either on our Patient Administration Systems which are password protected or in the charts which are kept in secure areas within the hospital.
  • Staff, details are secured on secured databases which are password protected and in locked filing cabinets, which can be only accessed by authorised staff.

Dublin Dental University Hospital

Updated: Octber 2017

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

Yes.

(ii) For what purpose(s)?

  • Payroll
  • P60
  • P45
  • P35
  • Payslips
  • Employment Affairs and Social Protection Forms- e.g maternity benefit, carers leave

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

  • Revenue Commissioners re:Payroll
  • Social WelfareEmployment Affairs and Social Protection-Benefit Claims
  • Intelligo re:Outsourced payroll based in Ireland

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

As 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?

Yes

The Dublin Dental University Hospital complies with the eight rules of data protection and PSI data held is secure and processed only in connection with the purpose for which it has been provided.


Incorporated Orthopaedic Hospital of Ireland

Updated: February 2016

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

Our hospital does use PPS Numbers.

(ii) For what purpose(s)?

Payroll, all employees are requested to furnish the hospital with their PPS number to enable the hospital to process PAYE/PRSI deductions.

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

An employee's PPS Number is quoted on all correspondence to the Revenue Commissioners and Department of Social Protection pertaining to that employee. Employee PPS Number details are not exchanged with any other external agencies.

(iv) What future plans has your Hospital for 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;
  • 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 PSI data you hold /collect, whether held in electronic or written format is secure and only accessible and processed only in connection with the purpose for which it has been provided?

Yes


Leopardstown Park Hospital

Updated: March 2018

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

Yes.

(ii) For what purpose(s)?

It is used as part of the payroll system for hospital staff and ex-employees (pensioners). It is also recorded on various forms on personal files held in Human Resources. Its main use would be for identification reference within payroll.

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

The PPS Number is exchanged with other Government Departments, predominantly with the Department of Employment Affairs & Social Protection and Revenue Commissioners.  The main exchanges would be –

  • For identification purposes when contacting the Office of the Revenue Commissioners in connection with PAYE and PRSI matters and for identification reference when submitting end of year returns i.e. P35. 
  • For identification purposes when submitting pension forms/instructions to Department of Public Expenditure and Reform.
  • For identification purposes when submitting forms to Employment Affairs & Social Protection i.e. Illness Benefit claims forms, Maternity Benefit application forms, F.I.S application forms etc.
  • The PPS Number would also be supplied to Local Authorities when completing Differential Rent Scheme Applications.
  • The PPS Number would also be supplied to financial institutions as it is normally required to be included on Certificates of Income which would be completed at the request of employees.

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

There are currently no plans to extend the use of the PPS Number in the Hospital.

(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.


Mater Misericordiae Hospital, Dublin

Updated: October 2017

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

Yes

(ii) If so, for what purpose?

For PAYE and PRSI purposes

(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 with the Revenue Commissioners and the HSE.

(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


Mercy Hospital, Cork

Updated: June 2013

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

Yes.

(ii) For what purpose(s)?

The PPSN is captured in the Gynaecology Clinic where it is required for smear testing. The PPS Number is only manually recorded in the patients chart.

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

No.

(iv) What future plans has your Hospital for 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


National Screening Service (NSS)

Updated: December 2017

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

Yes

(ii) If so, for what purpose?

It is used as an identifier that assists the NSS screening programmes in the identification of duplicate 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. As part of data cleansing and in uploading new clients on to NSS databases Data Ireland is employed for this purpose and on a monthly basis would receive file from NSS that would include PPSN no's

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

No 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. All files exported to Data Ireland are encrypted and password protected.


National Maternity Hospital, Dublin

Updated: December 2016

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

Yes we currently use the PPS number.

(ii) For what purpose(s)?

It is used for the purpose of patient validation (if we put in a PPS number our Patient Administration System (IPMS) tells us if it is already in use by another hospital number so stops duplicate registrations) and also for the GRO for the birth notification form.

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

The only organisation we pass the PPS number onto is the GRO for the birth notification form.

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

We have no other plans involving the use of the 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 PSI data you hold /collect, whether held in electronic or written format is secure and only accessible and processed only in connection with the purpose for which it has been provided?

The PSI details which are associated with the PPS number are secured either on IPMS which is password protected or in the medical chart which is always in an area supervised by staff or in a locked secured area of the hospital.


National Rehabilitation Hospital, Dun Laoghaire

Updated: November 2017 

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

Yes, the Hospital does use PPS Numbers.

(ii) For what purpose(s)?

Payroll.

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

  1. Revenue Commissioners – Annual Returns, payroll queries etc,
  2. Department of Employment Affairs and Social Protection – Maternity/Disability benefit forms etc,
  3. County Councils/Corporations – Rent assessment forms
  4.  HSE – Superannuation forms, redundancy/early retirement schemes
  5. All public sector employers – Service verification forms.

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

No future plans

(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 PSI data you hold /collect, whether held in electronic or written format is secure and only accessible and processed only in connection with the purpose for which it has been provided?

Yes.


Our Lady's Childrens Hospital, Crumlin, Dublin.

Updated: November 2017

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

Yes, for payroll and communication with the Revenue Commissioners and Department of Employment Affairs and Social Protection.

(ii) If so, for what purpose?

Tax certs, P45, PRD45, PRD60,P35/P60, payslips, SCOPE PRSI Queries, Maternity Benefit Applications, Carer’s Benefit Applications, Family Income Supplement, other Social Welfare benefit applications.

(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?

Verification of Service Letters for other Public Sector Employers

Department of Public Expenditure and Reform – Single Public Service Pension Scheme

(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


Our Lady's Hospice

Updated: September 2017

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

Yes, our organisation collects PPSN details, but only in the Human Resources Department relating to staff.

(ii) If so, for what purpose?

The purpose of collecting this information at present is related to Social Welfare/Tax(Revenue) processes. 

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

We do not exchange this information with any other body.

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

We do not have any other plans involving the use of the 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?

The data is stored under all the rules of data protection as outlined, and is only used for the purposes it is collected for (point ii).


Portiuncula Hospital, Ballinasloe, Co. Galway.

Updated: March 2018 

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

Yes

(ii) For what purpose(s)?

Payroll, Social Welfare, Revenue Commissioners, Patient Administration System.

(iii) Does your Hospital 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 Employment Affairs and Social Protection. Revenue Commissioners.

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

Not aware of any

(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 PSI data you hold /collect, whether held in electronic or written format is secure and only accessible and processed only in connection with the purpose for which it has been provided?

To the best of my knowledge and belief, we comply with HSE measures in place that PSI data held is secure and processed only in connection with the purpose for which it has been provided.


Rotunda Hospital, Dublin.

Updated: 25th September 2015

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

Yes

(ii) For what purpose(s)?

  • The Payroll Department records this data for processing of individuals payroll details.
  • The HR Department records this data for internal recording reference only, and communication to the Payroll Department for new employee's set-up.
  • The Births Notification Department records this data which is sent to the General Registrar's office as this is a requirement for the registration of births.
  • The National Cervical Screening Service is operated within the Rotunda Hospital the referral letters for this service include the PPS. This recorded on the national cervical check database which is Mediscan.

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

  1. Dept. of Finance: for year-end P35, P45, statutory purposes.
  2. Dept. of Health and Children: for VHSS purposes /calculations; the VHSS is the Voluntary Hospital Superannuation Scheme operated by the Department of Health and Children.
  3. Other Agencies /Hospitals for whom some of our Medical Consultant staff will have shared sessions with, and for whom either the Rotunda or the other Agency would be the paymaster. Again this is a payroll processing purpose..
  4. On certain occasions, with express written instruction, the Payroll Department will provide this data, to an individual Medical Consultants personal Tax Advisor, for the purposes of the calculation of their individual self-assessment tax returns.
  5. The Hospital takes part in the National Cervical Screening Programme and as part of this there is a computer package called Mediscan in place. This system records PPS numbers which is used by the National Cervical Programme.
  6. PPS number would be sent to the General Registrar's Office as it is a required field for the registration of births and is part of our extract.

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

None, other than stated 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?

The Hospital has measures in place in line with the requirements of the Data Protection Act to ensure that we are compliant with the eight rules.


Royal Victoria Eye and Ear Hospital, Dublin

Updated: September 2017

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

Yes

(ii) If so, for what purpose?

The Payroll Officer in Royal Victoria Hospital's Finance Department and Human Resources Department gather and store PPSNs for staff members.

(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.

(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 data protection measures are enforced in accordance with the Royal Victoria Hospital Policy and Procedure on Data Protection (2013).  Royal Victoria Hospital is registered with the Data Protection Commissioner.


St. James's Hospital

Updated: December 2016

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

Yes.

(ii) For what purpose(s)?

  • PAYE and PRSI purposes.
  • Drug  payment reimbursement.

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

Yes, the Revenue Commissioners, NCCP/PCRS Primary Care Reimbursement Scheme.

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

At present none outside current uses.

(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 PSI data you hold /collect, whether held in electronic or written format is secure and only accessible and processed only in connection with the purpose for which it has been provided?

Yes.


St. John's Hospital, Limerick

Updated: December 2017

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

Yes.

(ii) For what purpose(s)?

Payroll purposes for staff and pensioners.

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

Yes:

  • Yes – the Revenue Commissioners and the Dept. of Employment Affairs and 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


St. Luke's Radiation Oncology Centre, Dublin

Updated: September 2015

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

Yes.

(ii) For what purpose(s)?

As part of the HSE we manage our own payroll for SLRON.

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

Revenue ref payroll; HSE ref internal audit and HR / Intelligo ref software support. 

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

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


St. Michael's Hospital, Dun Laoghaire

Updated: September 2017

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

Yes.

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

For Payroll and Personnel Records purposes only.

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

Northgate Payroll Systems – External payroll processors.

(iv) What future plans has your Hospital for 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, including two-way encryption when processing data between the hospital and the external payroll processor.


St. Vincent's Hospital, Elm Park, Dublin

Updated: August 2014

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

The hospital uses the PPS Number at present.

(ii) For what purpose(s)?

  • It is used mainly for payroll purposes.
  • Drug payment reimbursement.
  • The hospital uses the PPSN number for matters relating to staff with regard to salary processing, tax returns to the revenue commissioners and returns to the Department of Employment Affairs and Social Protection

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

The PPS Number is used mainly with the following external bodies:

  • Department of Health and Children: pension purposes
  • Department of Social and Family Affairs: benefits
  • Revenue Commissioners.
  • NCCP/PCRS Primary Care Reimbursement Scheme
  • Department of Employment Affairs and Social Protection – for checking benefits if the employee is sick or maternity leave.
  • Department of Employment Affairs and Social Protection – applying for patient benefits on their behalf
  • Health Service Executive – for identifying staff verification of service regarding superannuation
  • Northgate Payroll Systems – External payroll processors

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

  • We have no future plans for use of PPSN 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, we have policies, procedures and systems in place which governs the use of all patients’ personal data including PPSN.


St. Vincent's Hospital, Fairview

Updated: November 2017

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

Yes.

(ii) For what purpose(s)?

  • Payroll, Department of Employment Affairs and Social Protection, Department of Education & Science

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

  • Revenue Commissioners – for the annual returns
  • Department of Employment Affairs and Social Protection – for checking benefits if the employee is sick or maternity leave.
  • Department of Employment Affairs and Social Protection – applying for patient benefits on their
    behalf
  • Health Service Executive – for identifying staff verification of service regarding superannuation
  • Health Service Executive National Scheme Viewer – identifying patients with medical card numbers
  • Department of Education & Science – for application for SNA support/new teacher in Special School

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

No future plans at the moment.

(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


South Infirmary/Victoria Hospital, Cork

Updated: March 2018

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

Yes

(ii) For what purpose(s)?

Used in the following departments Payroll, Human Resources, Sexual Assault Treatment Unit, Social Work, Operating Theatre for the following purposes:

  • Payroll: Used as a password for employees to access their email payslip. Payslip file (.pdf) is encrypted. Where an employee receives their payslip by email, access to the file is by entering their PPSN.
  • Human Resources: Employee Information Form / Personal Details form - used to set up new employees and goes to pay roll, Carer's Leave applications, Parental Leave applications, Force Majeure applications, OWT1 Forms and Work Permit Applications.
  • Finance:  Use the Patients PPS number as a reference in submitting claims relating to the Primary Care Reimbursement Service (PCRS) - HSE. are obliged to deduct Professional Services Withholding Tax from any payments for professional services received by the hospital. In the case of limited companies this is the VAT registration number. However, in the case of individuals who provide these services, who are not VAT registered we request their PPS in order to deduct PSWT and remit this tax to the Revenue Commissioners. The PPS number is quoted on their invoice. This is outlined in the hospital tax compliance policy
  • Sexual Assault Treatment Unit: When we send out Forensic Reports to Superintendents in the relevant Garda Districts, the PPS no of the Forensic Examiner is required for payment. Therefore we have the PPS numbers of our Forensic Examiners on our computer and each examiner is aware of this and they are only used for the sole purpose of accurately identifying them in the administration of public service.
  • Operating Theatre: Use the PPS number as requested on the Cervical Cytology Form for Cervical Check as part of the National screening programme.
  • Social Work: would regularly use PPS Numbers when liaising with outer Agencies such as Department of Social Protection and Department of Health, regarding applications for Medical Cards, various Social Welfare or other Financial Aid, other agencies where we could need to use PPS No would include, but not be restricted to, Department of Justice and Law Reform, Dept of Family Affairs, various City and County Councils. We note the guidelines attached and will ensure they inform all communication involving PPS Numbers going forward.
  • OPD: The PPS is required on the cervical smear form for Cervical Check, that’s the only time it is used in OPD.

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

  • The Revenue Commissioners,
  • The Department of Employment Affairs and Social Protection
  • The Pensions Management Unit, HSE.
  • Cervical Check National Screening Programme
  • Department of Health
  • Department of Justice and Law Reform
  • Various City and County Councils

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

Only as 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 PSI data you hold /collect, whether held in electronic or written format is secure and only accessible and processed only in connection with the purpose for which it has been provided?

Yes.


The Children's University Hospital, Temple Street, Dublin

Updated: September 2015

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

Yes

(ii) If so, for what purpose?
It is used mainly for payroll and staff employment records
PPSN is used for correspondence with the Revenue Commissioners, Dept. of Health & Children, Dept. of Employment Affairs and Social Protection, Dept. of Justice, Equality & Law Reform.

(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

  • Revenue Commissioners – PAYE/PRSI Records
  • DOHC – Pensions
  • Dept. of Employment Affairs and Social Protection – Benefits,
  • Dept. of Justice, Equality & Law Reform – Work Permits

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

No however we would like to use it in the future as a unique health indentifier.

(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 Royal Hospital, Donnybrook

Updated: March 2018

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

Yes 

(ii) For what purpose(s)?

It is used by Salaries Department in respect of staff payroll.  It is also used by other departments to register a patient's death (when there are no relatives available to do so), for application for bereavement grants, dental benefits, mobility allowances, and other such entitlements.

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

Yes, for the purposes mentioned at (ii) above. In respect of staff, Salaries Department has exchanges with the Revenue Commissioners, the Department of Employment Affairs and Social Protection and the HSE Pensions Unit.  The HR Department has exchanges with the Department of Justice, Quality & Law Reform with regard to applications for work permits.

In respect of patients, the exchange is with the relevant Government departments such as Department of Health and the Department of Employment Affairs and Social Protection with regard to disability/illness benefits, grants, and any other entitlements.

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

No plans to use PPS numbers in any other way.

(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 PSI data you hold /collect, whether held in electronic or written format is secure and only accessible and processed only in connection with the purpose for which it has been provided?

Yes  - we have an Information Governance Committee in place which looks after such matters.

Plans are underway to enhance such measures in line with GDPR.


University Dental School and Hospital, Cork

Updated: August 2016

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

Yes.

(ii) For what purpose(s)?

PPS Numbers are used as a unique identifier on the payroll and HR database

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

If so please name the relevant bodies and the purpose(s) of the exchange? - Apart from the Department of Employment Affairs and Social Protection, PPS Numbers are not exchanged with any external body.

(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.​

Last modified:10/04/2018
 

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