PPSN Register of Users - Local Authority


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Carlow County Council

Updated: November 2009

(i) Does Carlow County Council use the PPS Number at present?

Yes.

(ii) If so, for what purpose?

PPS numbers are used in the payroll system to ensure that tax free allowances are being allocated to the correct employee and in the housing loans system when dealing with tax relief at source. They are also requested on the following application forms:- driving licenses, housing applications – entered on ‘Home System', training -e.g. safe pass cards and higher education grant applications.

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

C.S.O For National Employment Survey.

H.S.E. Medical Card Applications.

Revenue Tax credits and standard rate cut off points need to be established for each employee and to inform Revenue of the commencement of new staff and of staff leaving. Also for the purpose of ensuring that tax relief at source is applied for the holders of housing loans.

DSFA Supplying information re PRSI contributions in relation to staff members on request and to providing information re periods when school wardens are unpaid during school closures to facilitate job seekers benefit claims.

(iv) What future plans has your County Council for the use of the PPS No.?

In the future, it is the intention to use the PPS number as a means of identification of clients wishing to access services online.


Cavan County Council

Updated: September  2015

(i) Does your Organisation use PPS Number at present?

Yes

(ii) If so, for what purpose?

Staff and Volunteers taking the Occupational First Aid Course must supply their PPS number for QQI Certification (previously FETAC)
Staff participating in training with Fás must supply PPS Number.
RAS/Leasing Initiative, application for Social Housing Support , Mobility Aids, Housing Grant Scheme, Housing Aid for Older People, Housing Adaption Grant Scheme, Higher Education Grants.
Domestic Waste Water Treatment System Grant applications
Accounts Payable - Vat Registration number of PPS number for most payments.
Section 891B of the Taxes Consolidation Act 1997 (as introduced by section 125 of the Finance Act 2006) Provides for the making of regulations by the Revenue Commissioners, with the consent of the Minister of Finance, to require Government Departments and bodies, to make automatic annual returns to Revenue containing details of payments made by them.
SUMMARY OF PARTICULARS REQUIRED IN THE ANNUAL RETURN
The main information required can be summarised as follows:

  • The name, address, tax reference number, contact name of the government departments/body.
  • The payee's name, address and tax reference number. The annual payment amount, the total PSWT withheld per year and a “gross or net of VAT” indicator.
  • Wages and Salaries - Payroll
  • Goods Declaration Forms - Motor Tax
  • Well Grant Applications
  • Used for booking forms for training delivered through Regional Training Centres mainly for training funded by the Non National Roads Training Grant, Water Services Training
  • Grant and Environment Training Grant
  • Payroll Systems, loans, NPPR and Household Charge processing.
  • S. 32 Local Govt Reform Act 2014 - Transfer of Property Form - Rates

(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?

  • Civil Defence Branch, Department of Defence – for Occupational First Aid Course exams taken by staff and Civil Defence Volunteers.   This information is passed on by the Civil Defence Branch to QQI for First Aid Certification for all participants
  • With Colleges or Course Providers for training or exams taken by staff.
  • Environmental Health Office for Housing Assessments.
  • Department of Social Protection for Rent.
  • An Post - Household Budget Deductions.
  • Revenue Commissioners - Vat and PRSI/PAYE
  • PPS numbers are quoted when referring possible cases to HSE i.e. Child protection.
  • Regional Training Centers.
  • Annual Return 891B to Revenue Commissioners.
  • Household Charge/NPPR Bureau/Revenue Commissioners - Payment of Household Charge and NPPR Taxation Issues.
  • Department of Environment Heritage and Local Government (to avoid duplicate payments).

(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 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

  • Yes (Housing & Planning ) all on Secure Systems, Data kept in secure files, which are only accessed by the relevant staff"
  • The Agresso financial system is password protected system which forces password changes on a regular basis
  • Most users do not have access to the supplier master file on Agresso this is limited to accounts payable and super users.
  • Our general log in onto council computers also password protected and changes monthly from 2013

 


Clare County Council

Updated: October 2015

 

(i) Does Clare County Council use the PPS Number at present?

Yes

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

The various sections/departments of the council use PPS numbers as set out below:
Human Resources Dept. use the PPS no:

  • To ensure applicants for employment have work permits in the Republic of Ireland.
  • To ensure Clare County Council is able to set up new staff members on the payroll system.
  • When sending information to the Revenue Commissioners.
  • When requesting information from other local authorities/public bodies on a new staff member's previous employment in regards of incremental credit and reckonable service.
  • When uploading details of Jobbridge Interns on www.welfare.ie prior to commencement of internship with Clare County Council.
  • Staff training purposes by Regional Training Centre Roscrea and SOLAS.
  • When requested by employees to complete forms where the PPS Number is required such as social welfare forms
  • When uploading details of Gateway participants onto the POBAL system for payments.

Housing Section uses the PPS no. for:

  • the purpose of identifying rent and loan customers and
  • identifying landlords in the case of the Rental Accommodation, Social Leasing & Housing Assistance Payment Schemes.
  • And for identifying housing grant applicants, affordable housing applicants and housing support applicants.

Water Services Section requires the PPS no. for:

  • The applications for Bored well grants for individual houses require the submission of PPS numbers on the application forms. This is required to ensure they have not got a previous grant and also for setting up supplier details in the Finance Department.
  • Payments to Landowners with respect to land acquisition and wayleaves – They will continue to be required if the Council is still making these payments.  However, such payments may transfer to Irish Water in the future

Finance Section use PPS no. for

Payroll

Payroll section use PPS numbers for tax/PRSI deductions and for liaising with the Revenue Commissioners. PPS numbers are also used when returning the annual P35 return.

Accounts Payable

S.891B return sent to revenue identifying payments to third parties - PPS numbers are used in this file where no Vat number has been supplied by supplier also used in the PSWT (Professional Services Withholding Tax) return

HEG (Higher Education Grants)

PPS numbers retained by HEG's but not used for anything.

NPPR

PPS numbers are received on all forms and on the NPPR database. All forms are dispatched to the NPPR Bureau.  PPS numbers are not retained by Clare County Council however they can be accessed on the NPPR database.

Revenue

Collected on Section 32 Local Government Reform Act 2014 Change in Ownership/Tenant of Commercial Properties form

Motor Tax

For eligibility for taxing a commercial vehicle at the commercial rate for the 1st time, an employee of a company who uses the vehicle exclusively in the course of his employment is required to confirm their PPS number.  This submission is part of completing the motor tax assessment class eligibility requirements. 

Ennis Municipal District

We request PPSNs on Casual Trading Licence Application forms.

(iii) Does your County Council exchange the PPS Number with any external body?

Yes

If so please name the relevant bodies and state the purpose(s) of the exchange.

Housing Dept. use the PPS no:

  • Validating/checking housing support applications can involve exchange of PPS number with another local authority;
  • Housing adaptation grant applications which contain the PPS are forwarded to the HSE for medical opinion on the medical priority category of applicants;
  • Loan applications are forwarded to the Irish Credit Bureau for credit checking;
  • Landlord PPS numbers are given to Revenue annually, under procedures required under the Rental Accommodation and Social Leasing Schemes.

Human Resources Dept. use the PPS no:

  • To ensure applicants for employment have work permits in the Republic of Ireland.
  • When sending information to the Revenue Commissioners.
  • When requesting information from other local authorities/public bodies on a new staff member's previous employment in regards of incremental credit and reckonable service.
  • When uploading details of Jobbridge Interns on www.welfare.ie prior to commencement of internship with Clare County Council.

Water Services Section:

  • The PPS number of applications for Bored Well Grants is exchanged with the Department of Environment, Community and Local Government as they have to carry out a check for a previous payment to the same applicants.
  • The PPS numbers obtained are shared with our Finance Department for the setting up of supplier numbers in order to make payments to individuals for Grants or for land acquisition or wayleave payments.

Finance Section use PPS no. for

Payroll

Payroll section use PPS numbers for tax/PRSI deductions and for liaising with the Revenue Commissioners. PPS numbers are also used when returning the annual P35 return.

Accounts Payable

S.891B return sent to Revenue Commissioners. Identifying payments to third parties - PPS numbers are used in this file where no Vat number has been supplied by supplier also used in the PSWT (Professional Services Withholding Tax) return

HEG (Higher Education Grants)

HEG's forms are created by the Department of Education and it is that department that look for the PPS numbers. PPS numbers retained by HEG's but not used by Clare County Council for anything.

NPPR

PPS numbers are received on all forms and on the NPPR database. All forms are dispatched to the NPPR Bureau.  PPS numbers are not retained by Clare County Council however they can be accessed on the NPPR database

Revenue - No exchange

Ennis Municipal District

We request PPSNs on Casual Trading Licence Application forms.  We share this information with the Dept. of Revenue in our annual return.

Relevant bodies

  • Revenue Commissioners
  • Other local authorities/HSE other public bodies e.g. Civil Service
  • Irish Credit Bureau
  • www.welfare.ie
  • Housing Finance Agency
  • Department of the Environment, Community and Local Government. In the case of Water Services above, this is for recoupment purposes, as without a PPS No. the application nor the recoupment would be processed. The reason for the exchange is to assist in the identification of the person and relevant properties owned by them.
  • national NVDF database
  • Department of Education
  • NPPR Bureau.

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

To continue using PPS numbers as outlined 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?

Human Resources Dept. -Personal Data is recorded in the Human Resources Department through the National Core Electronic System which meets all the data control system requirements.

Water Services Section: Yes

Housing section: Database files containing PPS numbers (e.g. in the ‘ihouse' system) are accessible only via password;

RAS Database password protected, RAS contract files, social leasing files in locked filing cabinets, housing support application files, housing grant and loan application files and tenancy files are considered confidential files, and are accessed only by the staff that require access to them.

Motor Tax Department:  the relevant tax applications (1st time commercial) are in a filing system and in locked cabinets, accessible only to motor tax employees

Finance Section: Supplier details are all held within the Accounts Payable section in a locked cabinet. Supplier setups on Agresso which include PPS numbers can only be accessed by specific group of people who are given access to the particular area within Agresso. Supplier set ups cannot be accessed by anyone.

S.891B is generated automatically and transmitted to Revenue via electronic means, no hard copy printed .Copy kept in the shares drive and file is password protected.
Payroll - PPS numbers kept on Core (National Core Electronic System which meets all the data control system requirements).Can only be accessed by those that have passwords.

HEG /NPPR - LGMA maintains the database and it is password protected.

Revenue - Yes

 


Cork City Council

Updated: July 2016

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

Yes

(ii) For what purpose(s)?

Human Resource Management and Organisational Reform use the PPS No. for

HR Planning Section- Employee Information Records

Welfare Section –Superannuation

Training Section –Training purposes

Finance Department
Finance: Payroll (Tax Certificates, P60's, P45's, P35's etc. Pension Related
Deduction Certificates), Section 819b Returns.              
Revenue – Issuing of refunds.
NPPR and Household Charge

Corporate and External Affairs Directorate
Higher Education Grants,(to identify students) Casual Traders Licences (to comply with Section 4 (11) and 4 (2A) of Casual Trading Act 1995), payment of individual suppliers.

Law Department
Contracts (to buy or sell property), disposals/contracts (stamping purposes).

Housing & Community Directorate
Housing loans &Grants Shared ownership, annuity and affordable housing loans for TRS purposes. Disabled Persons Grants: for recoupment purposed from the DEHLG.

Social Leasing Initiative – PPSN of landlords to verify details for availability agreements and to process payments of rent

Homeless: Homeless IT system- Pass (Pathway Accommodation & Support System.)

Rental Accommodation Scheme & Housing Assistance Payment: verify receipt of rent allowance and management of rent.

Housing Regeneration: to process the payment of a grant to Homeowners /Tenants who move homes under the Regeneration Programme

Social Housing Applications: application form, iHouse database

Traveller Accommodation Unit: caravan loans, DSP fuel allowance scheme.

Council Tenants: Management of Rent Accounts, rent assessment, iHouse database, completion of An Post household budget forms.

Housing Maintenance: refunds to tenants/non tenants.

Cork Foyer:
To assist client when applying for social housing, hardship loans, rent bonds, other welfare grants; Welfare benefits e.g. unemployment benefit, disability allowance, back to work allowance etc.; Education/Training eg. Course applications/training and related grants; Health- applications for medical cards.Various other applications and forms i.e. passport applications, replacement birth certificates.

Environment and Recreation
Water Services: for refund of connection fee to a private individual

(iii) Does your Council 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
  • Department of Social Protection
  • Solicitors
  • Tax Office
  • HSE Welfare Officers
  • VEC
  • FAS
  • SOLAS

PPSN used for identification purposes.

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

To continue to use as per 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


Cork County Council

Updated: February 2016

(i) Does Cork County Council use the PPS Number at present?

Yes

(ii) For what purpose(s)?

The various Sections/Departments of the Council use PPS numbers as set out below:

Planning Dept.:- 2014- To process some Refund of Development Contributions/Securities/Fees/ Proof of address in the case of some developers. Some applicants submit documentation as part of Planning application or Further Information which contains PPSN details.

2015 – late response - PPSN is no longer a required field on our supplement Applicant Form so is not submitted as part of a planning application or as FI as above.

Personnel Dept.:-The PPSN is used to uphold records to FAS database.

The PPSN is used as a unique identifier for training records by the Regional Training Centre for the following purposes only:

PPSN are included on the Booking Form as a unique identifier for course attendees. A history of the staff’s training is filed under their PPS Number

This number is not printed on the attendance sheet in order to maintain confidentiality

This number is not given to any outside trainer unless it is for a Solas / RSA or a QQI Certified Course.

The Centre does not provide this information to any organisation unless it is a Solas, QQI or RSA Course

Waste Operations:- Refuse Billing customer database-for identification and processing of waiver applications and tax certs.

Property Section:- PPS numbers are obtained from the landowners involved for the purpose of deducting tax at source.

Licensing:- Our temporary casual trading 'agreements' require the traders to submit their PPSNs to us. The traders in South Cork (2 no.) have both submitted their PPSNs to us and these are held on file by us. Further, we are required by Revenue to return this data to them annually.

Solicitors Dept.:- The County Solicitors Department does use the PPS Numbers in respect of stamping of Deeds. Vendors or Purchasers PPS Numbers (where appropriate) are furnished to Solicitors for this purpose. PPS Numbers of either Vendor or Purchaser are used by this department for the stamping of Deeds in property transactions.

Architects Dept.:- Two or three times per year, supplies are ordered or a small job is required, and the person who is requested to do same, would provide their PPS number to us as they would not be VAT registered, if it is that person's first time engaging in works or supplying materials to Cork County Council. The PPS number is forwarded to Accounts Payable, Payments Section, Finance who retains the information for any current and future bills we may receive relating to said person.

  • Social Protection Medical Certificates submitted when a person is out sick, which is forwarded to Personnel.

HEGS:- To uniquely identify applicants for Student Grants and to ensure that duplicate grants are not paid to the same person.

Housing:-

  • Housing Applications
  • Rent Assessments
  • Grant Applications
  • Loans Applications
  • Rental Accommodation Scheme applications
  • Household Charge Registration Forms – PPSN must be included and then submitted to the Household Charge Bureau.

Roads:- PPS Numbers are used for a limited number of internal Cork County Council training courses for the Roads Directorate, the forms for which require PPSN numbers to be inserted for each participant. These completed forms are then forwarded to the Training Section of Cork County Council only and a copy of the form is retained on the server file associated with this department.

Amenity Grants:- Amenity Grant application forms – as the applicant is almost always a group/organisation, the Tax Reg. No. or VAT Reg No. is usually supplied, rather than an individual PPSN. On the Community Fund application form, the Tax no. is requested.

Finance:- Revenue for PAYE/PRSI dealings, including Tax Credits, P60's, P45's and returns to Revenue.

  • Creditor Payments – If payee can't provide a VAT number or Tax Registered Number, we ask for PPS Number. This is included on our statutory annual S891b return to Revenue.
  • PPSN is requested from all applicants for Driver Licences and Learner Permits. We have been instructed by Road Safety Authority that PPSN must be entered on NVDF for each application/renewal, in fact, an application cannot be proceeded with without entering PPSN for a Driver.
  • From a housing loans point of view, we were using PPSN numbers in conjunction with Revenue regarding tax relief at source however, this has changed since start of 2013 whereby both ourselves and Revenue now use housing loan numbers as unique identifiers. We still would have access to PPS numbers in the background however, as stated we no longer use them as unique identifiers.
  • Applicants wishing to enter the Mortgage Arrears Resolution Process (MARP) fill out an application form which asks borrowers for their PPS Numbers. Also, a Standard Financial Statement (SFS) submitted along with the MARP Application Form asks for borrowers to submit PPS Numbers.
  • Rates – Rateable properties/customers are not referenced by PPS number and we do not hold the PPS Number on our rate master file per se. However a number of years back we were asked by finance (because of supplier requirements) to seek PPS/Tax reference numbers when processing refund of rates applications and accordingly have included a relevant field in the Refund form thereafter. The bulk of refund applicants are companies and would not have a PPS number.
  • NPPR /HC – These are national systems with national databases operated by the LGMA, each of which hold the PPS number as a reference and searchable field. Taxpayers are required by the LGMA to provide their PPS number when registering. The PPS number is a required field for completion both for online and manual registrations. Our NPPR unit has access to the NPPR screens only. NPPR customer particulars can be amended on screen by authorized CCC staff if necessary. Any forms received by CCC are forwarded in batches to the LGMA. HC Batch cover sheets include PPS number – copies of cover sheets (not forms) are held locally. Certain reports made available by the LGMA include a PPS number field (NPPR detailed payment etc.). Correspondence files in relation to some queries may contain reference to PPS Number. As per rates above the PPS number is sought from taxpayers seeking refund because of finance requirements. Files/Reports are held in the Payments office in paper form, on PC and on the Shared server. I would also have some reports on my PC.
  • The PPSN number is inserted, by non domestic water charges customers on forms requesting an allowance in respect of domestic water consumption where the property in question has both a commercial and domestic element.
  • Payroll – Revenue for PAYE/PRSI dealings, including Tax Credits, P60's, P45's and returns to Revenue.
  • Creditor Payments – If payee can't provide a VAT number or Tax Registered Number, we ask for PPS Number.

Fire Dept.

  • PPS numbers are submitted to the Fire Department in support of waiver applications for fire charges.
  • Individual suppliers who are not VAT registered, and who will occasionally supply goods/services to the Fire Department, are requested to submit their PPS number when they first do business with the Fire Department. When received by the Fire Department the PPS number is forwarded to the Finance Department to facilitate future payments.
  • PPS Numbers are necessary for the completion of application forms for a limited number of internal Cork County Council training courses which are occasionally undertaken by Fire Department Staff. The completed forms are forwarded to the Training Section of Cork County Council.
  • BCMS – A national system/database hosted by the LGMA which is used for the management of the Building Control function. PPS numbers are entered online by individuals when creating their user profile to access the system.

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

Personnel:- The PPSN is exchanged with Solas, RSA or an QQI approved Courses.

Environment:- Revenue Commissioners

Housing:- Approved Housing Bodies for the purposes of housing support in identification of the potential tenant(s).Tuath, Cluid, Respond, NABCO, Shanbally, & Carberry come to mind. In the event that any other Approved Housing Body was to lease a property we would nominate housing applicants for tenancies and supply the PPS number as part of this.

South Western Services (SWS) are contracted to process rent assessments on behalf of Cork County Council, therefore they would have sight of PPSN's. All tenants were informed that their personal information would be given to SWS for this purpose.

RAS section uses a shared system called INFOSYS with the Department of Social Protection, this system has PPSN details on it, all staff members have personally signed a disclaimer that they use this system in the correct manner, for its intended purpose and don't share any information contained within with any other source.

Department of the Environment at same time as Certificates of approval once a grant is approved. This is required by the Department.

Department for all housing applicants every three years under the Housing Needs Assessment.

Department of Social Protection for the purpose of transferring rent supplement recipients of 18 months or more from rent supplement to RAS.

Dept. of Social Welfare

Finance:-

  • Revenue Commissioners
  • Irish Credit Bureau

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

Housing:-

Social Leasing, Voluntary & Part V

Housing Access Payment (HAP) – replacement of rent supplement by HAP, to be administered by local authorities

(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?

Planning:- Yes – any sensitive data such as PPSN are generally blacked out or scanned as confidential so the general public would not have access to this information.

Waste Operations- The customer records are held on a SQL database hosted by Cork County Council's IT Department. This database requires a username and password for access.

Property:- Yes

Solicitors:- I believe the Data Protection principles are adhered to in the County Solicitors office.

HEGS:- All files and information is encrypted before sending to any external bodies.

Housing:- Yes only Housing staff can access the system with their own individuals ID's and passwords.

Finance:- Filed and stored in filing cabinet as part of a borrowers Housing Loan File. Accessible by Collection Office personnel only.

Any PPS information where relevant is included on the supplier set up forms forwarded to Finance with electronic copies usually kept on in a folder on the server/s. Access to servers is managed by IT and normally limited to relevant Departments


Donegal County Council

Updated: July 2015

 

1. Does your organisation use the PPSN at present? 

Yes. 

2. If so, for what purpose? 

The various departments of the Council use PPS numbers as outlined below:

Human Resources

  • To ensure applicants for employment have work permits/are eligible to work in the Republic of Ireland
  • To ensure new and existing employees are set up on the payroll system
  • When sending information to the Revenue Commissioners
  • When requesting information from other Local Authorities/public bodies in relation to new employees’ previous employment in terms of incremental credit and reckonable service
  • When uploading details of Jobbridge interns on the Department of Social Protection website
  • When employees are participating in training
  • Used for booking forms for training delivered through the Regional Training Centre

 

Housing

  • Identification of applicants for Social Housing Support
  • Assessment of rents
  • Claiming tax relief at source on mortgages
  • Identification of landlords in the case of the Rental Accommodation and Long Term Leasing Schemes

 

Water Services

  • Processing and payment of water well grants
  • Payments to landowners in relation to land acquisition and wayleaves

 

Finance

  • Payroll – Used for income tax/USC deductions and for liasing with Revenue Commissioners; completion of annual P35 return
  • Accounts Payable – Used in return to Revenue Commissioners to identify payments to third parties in cases where no VAT number has been supplied; used in PSWT (professional Services Withholding Tax) return

Corporate Services

  • Higher Education Grant applications
  • NPPR & Household Charge – received on all application forms, which were forwarded to NPPR & Household Charge bureau. PPS numbers not retained by Donegal County Council but can be accessed on the databases.
  • Motor Tax – driving licence applications containing PPS numbers received prior to October 2013 are still retained by the Council; PPS numbers from current applications can be accessed on the NVDF database.
  • Casual Trading Licences

 

 3. 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 – wages, salaries, statutory returns, landlord details for Rental Accommodation Scheme
  • Department of Social Protection – sick pay, various welfare benefits, statutory returns
  • Department of the Environment, Community & Local Government – claims for various grants and returns
  • Private Residential Tenancies Board – Rental Accommodation Scheme
  • Regional Training Centre – staff training purposes
  • HSE – assessment of housing adaptation grant applications
  • Irish Credit Bureau – assessment of housing loan applications
  • Department of Education – Higher Education Grants
  • Household Charge Bureau
  • NPPR Bureau

 

4. Does your organisation have any other plans involving the use of the PPS number? 

No. 

5. 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, Donegal County Council has adopted a Data Protection Policy, which outlines the roles and responsibilities of all employees and third parties in relation to Data Protection. The highest standards of security are applied to the PPS Number as to all other personal data held by the local authority.

 


Dublin City Council

Updated: July 2015

(i) Does Dublin City Council use the PPS Number at present?

Yes.

(ii) For what purpose(s)?

For a variety of purposes including Casual Trading Licences; Driver Licences; Higher Education grants; Provision of housing services; Assessment of rents; Checking for rent allowance claims; Claiming tax-relief at source on mortgages; HR purposes; Claiming sick pay and other benefits; Payroll system; Correspondence with Revenue Commissioners, P60's etc. Assessment for waivers. Collection of NPPR charges.

(iii) Does Dublin City Council 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 (Wages, salaries, statutory returns Local Property Tax).
  • Department of Social & Family Affairs (Sick pay, other benefits, statutory returns)
  • Department of Environment Community & Local Government (Claims for grants)
  • LGMA NPPR charge, Central Broker System)
  • PRTB (Rental Accommodation Scheme)
  • RTCs (for staff training purposes)

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

Subject to approval from the Data Protection Commissioner Dublin City Council proposes to use PPS Numbers in connection with the Central Broker System currently being developed by the LGMA. Voter .ie and online voter registration system currently under development will use the PPS number to verify the identity of persons that register to vote.

(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 same level of security is allied to the PPS number as to other sensitive personal data held by the council.

 


Dun Laoghaire-Rathdown County Council

Updated: November 2015

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

Yes.

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

  • Casual Traders Licences
  • List of Casual Traders forwarded to Revenue at end of year.
  • Differential Rent Household Income Declaration Form
  • Used to speed search/verify identity on Department of Social and Family Affairs Information System.
  • Application for housing
  • Homeless placement – Pathway Accommodation & Support System (PASS)
  • Used to verify income.
  • Payroll.
  • Tax purposes.
  • Waiver Applications
  • used in checking applications for a waiver of Waste Charge.
  • Higher Education Grants
  • Used to access applications for grants
  • NPPR
  • Household Charge queries

(iii) Does your organisation 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, Department of Social & Family Affairs.

Revenue Commissioners – annual return sent to the Commissioners listing landlords who are included on the Rental Accommodation scheme.

Department of Environment, Community & Local Government – it is a requirement of the Department for claiming SOS rent subsidy for qualifying borrowers of house purchase loans.

The Private Residential Tenancies Board (PRTB) – this ensures that Landlords are complying with their legal obligations under the Residential Tenancies Act 2004 to apply to register their tenancies.

Housing Agency – when an applicant applies for a House Purchase or Shared Ownership Loan, the application with all relevant information is forwarded to the Housing Agency for assessment

Other Housing Authorities- Central Database located in LGMA’s data centre to enable use of the Housing Central Broker PPSN Checker.

Dublin Region Homeless Executive- who administer and manage the PASS System for the Dublin Region Housing Authorities.

Student Universal Support Ireland (SUSI) – we have supplied SUSI with a list of students who have received a Higher Education Grant from us over the past number of years to enable them to ensure someone applying for a grant in the future is not awarded something to which they are not entitled.

(iv) Does your organisation have any other plans involving the use of the PPS number?
 
A system of online voter registration is being developed (voter.ie), in conjunction with Dublin City Council. Members of the public who wish to register online for this service will be asked to provide their PPSN. It is intended that the roll out will occur in 2016.

The Council will be implementing the Housing Central Broker PPSN Checker for local authorities. .

(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


Fingal County Council

Updated: September 2015

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

Yes

(ii) If so for what purpose?

PPSN numbers are requested for a variety of purposes as follows: for identification purposes in assessment of rents, claiming tax-relief at source on mortgages, for rent allowance claims, on the personnel system, claiming sick pay and other benefits, on the Payroll system, correspondence with Revenue commissioners, P60's, etc.

PPSN numbers are also requested on private housing adaption grant application forms.

(iii) Does your organisation 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, Department of Social Protection.

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

No future plans at present to extend use but intend continuing existing use.

(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 situation with the PPS Number would be that which applies to all other data covered by Data Protection Legislation.

 


Galway City Council

Updated: August 2015

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

Yes

(ii) If so, for what purpose?

Housing Services: Applications, Allocations, Rent Assessment, Rental Accommodation Scheme, Grants, Search facility on Dept. of Social Protection's Information System
HR Purposes:  HR System, Claim Sick Pay and Other Benefits
Finance Purposes: Payroll, Tax and Revenue Correspondence
Assessment of Waivers, Household Charge
TRS on Mortgages and refuse charges; Casual Trader Licences

(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 (Wages, Salaries, Statutory Returns)
  • Dept. of Social Protection (Sick Pay & other Benefits)
  • Dept. of Environment Community & Local Government (Claims for Grants)
  • LGMA (Household Charge)
  • PRTB (Rental Accommodation Scheme)
  • Galway County Council (Housing Applications)

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

Not at present

(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


Galway County Council

Updated: September 2015

(i) Does Galway County Council use the PPS Number at present?

Yes.

(ii) For what purpose(s)?

Galway County Council is working towards a policy that will, over time, see the PPS Number used as the unique identifier in respect of most of their interactions with their customers. At present the PPS number is collected in respect of applications being made to the Local Authority for various services such as housing loans and grants, applications for housing and housing loans, rental accommodation scheme (landlords and tenants), well grants, payment of contractor and sub-contractors, NPPR (non principle private residences), Household Charge etc. The PPS number is also used in relation to the payment of all wages, salaries and pensions in the organisation.

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

Galway County Council exchange PPS number information with various other state bodies on a case by case basis.

  • The PPS number of Housing applicants is exchanged with the Department of the Environment and Local Government and neighbouring Local Authorities to ensure duplication is minimised in the provision of social housing.
  • The PPS number of Housing applicants and tenants is exchanged with the Money Advice and Budgeting Service (MABS) upon receipt of authorisation from the persons in question.
  • In some cases the PPS number of Housing applicants and tenants may be exchanged with the Health Services Executive for the purpose of client identification and to ensure benefit or grant fraud is minimised.
  • The PPS number of Housing loan recipients is exchanged with the Revenue Commissioners for Tax Relief at Source purposes.
  • In the case of employees the PPS number is exchanged with the Revenue Commissioners for income tax purposes.
  • PPS numbers of traders is forwarded to the Revenue Commissioners in relation to Casual Trading licences.
  • PPS numbers of Householders is exchanged with the Household Charge Central Management Bureau for validation, to eliminate duplication & detect avoidance.
  • Additional exchange as required by new or existing legislation

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

It is the Council's intention to use the PPS number on a wider basis in relation to all applications being made to the Local Authority for services. Such requests in the future would include connections to water and sewerage facilities, applications for local improvement schemes, etc.

(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?

Galway County Council have measures in place to ensure that PPS numbers (and associated data) are secure and accessible and processed only for the purpose for which the data has been provided.

 


Kerry County Council

Updated: July 2016

(i) Does Kerry County Council use the PPS Number at present?

Yes.

(ii) For what purpose(s)?

Arts Office: ​Payment of grants, bursaries, workshop time to individual artists, however the number not stored or used in an information system. 
Corporate Affairs: Processing Representational Payment, Mayors Allowance, Cathaoirleach, Leas Chathaoirleach's Allowance, Audit Committee Allowance and Members Expenses.
Fire Service:​Abatement, Partial Abatement of Fire Service Charges.
Finance:​Procurement, Accounts Payable, Payroll, Revenue, Non Principal Private Residence Receipts, Internal Audit, Rates, Risk Control/Insurance Unit and Annual P35 Returns.
Higher Education Grants:​National Higher Education Grant Application form acceptance.
Housing:Social Housing & Housing, Grants, Regeneration, RAS and E-Returns.
Human Resource:Personnel Management, Recruitment, Superannuation, Payroll, Training, Jobbridge Applicants, Social Welfare and Regional Training Centre requirements.
Kerry National Road Design Office:Land Acquisition Payments.
Killarney Municipal District: ​Jarvey Licences and Casual Trading Licences.
Legal Department:Contracts/Stamping of Deeds for property sales, acquisitions. 
Listowel Municipal District: ​Casual Trading Licences.
Local Enterprise Office: ​Grant Applications, Payments and Refunds.
Motor Tax:​ Driving Licence Applications and Motor Tax.
Operations & Safety: ​ Land Acquisition Compensation.
Planning: Not​ify the Department of Arts, Heritage and the Gaeltacht of Details relating to the Grant for the Conservation of a Protected Structure 
 South & West Kerry Municipal District: C​asual Trading Licences.
Tralee Municipal District: ​Casual Trading Licences.
Water Services:​  Well Grant Applications, Septic Tank Grant Applications, Domestic Waste Water Treatment System Grant applications and Land Acquisitions & Wayleaves.

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

At this time the only organisation with which data is exchanged, which would include the PPS Number is the Revenue Commissioners (P35 etc.).

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

As already indicated it is the Council's policy at this stage to use the PPS Number on a wider basis in relation to all applications being made to the Local Authority for services. Such requests in the future would include connections to water and sewerage facilities, applications for local improvement schemes, etc.

(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
Each department has measures to prevent unauthorised access to paper records stored in filing cabinets. Electronic systems are accessible by authorised users and are password protected. Laptops are encrypted. PPSN data is processed and accessible only for the stated purposes.


Kildare County Council

Updated: August 2015

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

Yes.

Finance Department, Corporate Services, Water Services, Human Resources, Roads and Transport and Housing.

(ii) For what purpose(s)?

Finance

  • Payroll, Supplier Payments, Non Principal Private Residence Receipts.

Corporate Services

  • Higher Education Grants

Human Resources

  • HR database, payroll set up, Social Protection forms, Regional Training Centre training applications for certified training, service queries from other authorities within the pension transfer network.

Roads and Transport

  • Land acquisition

Housing

  • Housing Applications, Tenancy Agreements, RAS (landlords and tenants), Grants and Loans. Access to INFOSYS.

Water Services

  • As agents of Irish water, the systems and protocols determined by IW are adhered to
  • In relation to the processing of Well grants, the Department's Form WG1 which requires an RSI number and a P60

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

Finance

  • Revenue Commissioners, Household Charge Bureau and Non Principal Private Residence Body

Corporate Services

  • Department of Education and Skills

Human Resources

  • Department of Social Protection – applications for illness benefit, injury benefit and statutory leave i.e. maternity.
  • Regional Training Centres – applications for FETAC approved courses and other certified courses with FAS etc.
  • Other local authorities and agencies where there are requests for confirmation of service for pension purposes.

Roads and Transport

  • Revenue Commissioners

Housing

  • Revenue Commissioners, Health Service Executive, Voluntary Housing Bodies [for the purpose of confirmation and validation of information and returns (Revenue)] Department of Social Protection (INFYOSYS)

Water Services

  • Department of the Environment, Community and Local Government WG1 form

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

Finance

  • Provide information as requested by Revenue.

Housing

  • To comply with the requirements of relevant legislation.

(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


Kilkenny County Council

Updated: November 2015

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

Yes.

(ii) If so, for what purpose?

  • Customer identification to set up household budget deduction.
  • To set up tax relief at source for mortgages in connection with the payment of grants.
  • In payroll matters
  • Establishment of new employees on pension.
  • For the purposes of casual trading licences.
  • In the organisation of first aid courses.
  • For the Non Principal Private Residence charge.
  • Household charge
  • In various financial returns to Revenue.
  • In the payment of grants and subsidies.
  • In driving licence applications
  • Housing loan set up and arrears management.
  • Part of HEG applications (higher education grants).

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

  • Collector general, for taxation purposes.
  • An Post for the purposes of setting up household budget deduction.
  • Revenue Commissioner to set up tax relief at source.
  • Department of Social Protection and Revenue Commissioner- legal request to inform them under Casual Trading Act.
  • Civil Defence College for the purposes of issuing FETAC Qualifications.
  • Department of Education- HEG purposes.
  • Department of Environment- NPPR
  • LGMA-NPPR

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

  • To continue with 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 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?

  • We are aware of the rules of Data Protection and have measures in place to secure compliance.

Laois County Council

Updated: August 2015

 

(i) Does Laois County Council use the PPS Number at present?
 

 

Yes.
 
(ii) For what purpose(s)?

 

Laois Co Co uses PPS number as a unique identifier on applications for various services including:

 
Housing Applications, Loan Applications, Grant Applications, Rent Assessments, Household Budget Accounts, Rental Accommodation Scheme, Social Housing Leasing Scheme, Voluntary Housing Scheme, and Mortgage Allowance Scheme.
PPS Numbers are used for Superannuation purposes in dealing with Revenue Commissioners.
 
Higher Education Grants- renewal of existing Grants only.
 
Regional Training Centres- unique identifier for employees attending training courses

 

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

Yes

Revenue Commissioners in relation to Payroll, Superannuation, General Taxation.
An Post (Household Budge
Local Government Management Agency- N.P.P.R.
Approved Housing Bodies- for the purposes of housing support in identification of potential Tenants.
The Housing Agency – for assessment of House Purchase Loans.
Department of the Environment, Community and Local Government (Housing Needs Assessment and Grants, NPPR).
LGMA – Staff Training provided through Regional Training Centres.

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

Continue to use for the purpose listed and extend use to Housing Assistance Payment Scheme when implemented.

(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


Leitrim County Council

Updated: March 2016

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

  • Yes

(ii) If so, for what purpose?

  • Payroll
  • Payments
  • Casual Trading Licences
  • HR Management
  • Higher Education Grants
  • Non Principal Private Residence (NPPR)
  • Household Charge
  • Driving Licences (Motor Taxation)
  • Housing Applications
  • Housing Grants
  • Housing Loans (Tax Relief at Source)
  • Water Grants
  • Arts Grants
  • LA Quotes (Tendering System)

(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?

  • Collector general, for taxation purposes.
  • An Post - household budget deductions.
  • Revenue Commissioner – Payroll and Taxation purposes
  • Dept. of Social Protection – Sick Pay.
  • Department of Education and Skills - HEG purposes.
  • DECLG- NPPR,
  • LGMA-NPPR , House hold charge
  • HSE – Housing Rental Acc scheme
  • Garda Síochána – as per Section 8 of the Data Protection Act 1988

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

  • Not at present. In future Leitrim County Council would like to see the use of PPSN as a unique identifier for citizen access to all public services.

(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. Leitrim County Council adopted a Data Protection policy outlining the roles and responsibilities of all employees and third parties relating to Data Protection.

Limerick City Council

Updated: October 2009

(i) Does Limerick City Council use the PPS Number at present?

Yes.

(ii) For what purpose(s)?

  • In conjunction with the computerised Payroll system maintained by Limerick City Council for purposes of providing information to the Revenue Commissioners, Department of Social and Family Affairs and Central Statistics Office. The PPS Number is maintained on the Human Resources database and on the Superannuation register i.e. paper register;
  • In the Housing Department for the Estate Management, to confirm the identity of tenants;
  • In the RAS Section of the Housing Department to check the tenants' rental supplement with the Department of Social and Family Affairs;

(iii) Does your City Council 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 - to ensure proper record maintenance.
  • Department of Social and Family Affairs - to ensure proper record maintenance.

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

To continue using the PPS Number as outlined above.


Longford County Council

Updated: October 2013

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

Yes

(ii) If so, for what purpose?

  • Setting up employees and pensioners on the HR systems for the purposes of making salary/pension payments
  • Used in relation to certain categories of training e.g. Health & Safety Training and Safe Pass, the employees PPSN is printed on valid cards
  • Identification of an individual for tax calculation purposes i.e. P2C
  • Processing of relevant statutory returns (P45's, P30's, P35's etc.)
  • Used on supplier set up forms and inputted onto the financial system (Agresso) when setting up suppliers if they do not have a VAT number
  • Driving licence applications
  • Trade licence applications
  • Duplicate driving licence applications
  • Data protection requests for driver data
  • NPPR registration and payment
  • Household charge registration and payment

Current Reasons for use of PPSN's on Infosys for Housing Section (this list includes both direct access to Infosys within Housing and also contacts with Inspectors in the Department of Social Protection);

  • Calculation of differential housing rents for County Council owned properties, for the proposed Housing Assistance Payment scheme, for the Rental Accommodation Scheme properties, and for properties Leased by the Council for tenants.
  • The prevention of fraud of both the Housing and Social Welfare system
  • investigation of complaints of cases of subletting Council units
  • investigation of avoidance of payment of  rent to local authority (more people in a Council property than notified to the council)
  • Establishment of who is residing in a property for investigations of alleged cases of anti-social behaviour.
  • For borrowers who may qualify for subsidies from the Department of Environment, Community and Local Government
  • Checking of income details for borrowers who apply for reduced instalments under Mortgage Arrears Process;
  • Confirming income details on accounts where legal action has commenced or when there is difficulty in locating borrowers. 
  • Confirmation of qualified child payments to indicate family size to determine bedroom size to be offered.
  • Confirmation of Income details (to indicate applicants are within income limit to be housed by local authority as well as indication of family size)
  • Confirmation of Relationship details (where couples may apply separately as they are split up and children could be on more than one application)
  • Confirmation of current addresses as well as previous addresses (may indicate previous tenancy or where applicants have moved and not informed local authority of same.)
  • Confirmation of Contributions - to confirm if applicants are employed/unemployed (applicants may submit Social welfare receipt but no payslip yet they are/were paying a contribution)

Rental Accommodation Scheme

  • Checking income details to confirm eligibility
  • Confirmation of relationship details
  • Confirmation of current and previous addresses
  • Confirmation of contributions

Homeless Service-

  • Confirmation of last and current addresses,
  • Relationship details,
  • Confirm payment types,
  • Confirming PPS Numbers.
  • To check if client has been granted rent allowance.
  • Prevention of fraud

Housing Adaptation Grant Scheme;
Mobility Aids Grant Scheme;
Housing Aid for Older People Scheme

(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

In the case of training PPSN may be exchanged with the training provider (normally Castlebar Regional Training Centre) who issue valid cards on successful completion of certain training.

Revenue Commissioners for tax calculation purposes (i.e. P2C) and also processing of relevant statutory returns (P45's, P30's, P35's etc.) and 891B return showing payments over €1,000 to suppliers within one year (Jan – Dec of each year since 2008)
PPSN may be used to identify parties being investigated by the statutory agencies listed below

  • Department of Social Protection
  • Revenue Anti Evasion Unit
  • Customs Enforcement

Local Authority Housing Department share PPSN data with:

  • An Post – PPSN numbers are included on Household Deduction Applications for Housing/RAS/Lease Rents and for Loans, etc.
  • Private Rented Tenancies Board (PRTB) – A report of RAS tenancies which includes both Landlord and Tenant PPSN's is compiled and sent to PRTB on a 6 monthly basis.
  • Revenue Commissioners – A report is compiled annually which includes all payments made in the previous year to RAS and Lease Landlords.  This report includes the Landlord PPSN's.
  • Department of Social Protection – Information as part of housing assessments procedures and for rent review purposes.
  • Department of Justice - if habitual residency is in question

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

Yes

Longford County Council would like to use PPSN to identify customers for commercial water charges and potentially domestic water charges.

(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 systems can only be accessed by authorised users and are password protected. Mobile PC's are encrypted.
  • Paper records are stored in locked filing cabinets in offices that require an authorised key card to gain access. The data is only processed for the purposes it is collected for.

Louth County Council

Updated: September 2015

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

es.

(ii) If so, for what purpose?

Louth County Council requests PPS Number to be supplied when applying for the following; Disabled Persons Grants (Housing); Essential Repair Grants (Housing); Housing Loans (in respect of Tax Relief at Source); Housing Application Forms; RAS Assessment Forms; Affordable Housing Application Forms; Higher Education Grants;  Well Grants (Water Services); Payroll/Superannuation Register; Agresso Payment System – Payments to Suppliers; Non Principal Private Residence (NPPR) Direct Debit Mandate Form; recording Homeless Presentations; Household Charge; Identifying offenders under the Litter Pollution Acts; Library Membership Application (not required for newer library membership application), Form and supplier of goods and services for financial accounts purposes; Conservation Grants, required to register individuals for a Safe Pass Card on the SOLAS on line system, awards and bursaries applicants by Arts Services.

(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?

Louth County Council liaises with Health Boards in relation to Disabled Persons and Essential Repairs and Department of Social and Family Affairs and the Revenue Commissioners in relation to Higher Education Grants and payments we make over €1,000 (excluding payroll and travel expenses). We would also liaise with the Revenue Commissioners for tax purposes in relation to a number of services. We liaise with Social Protection in relation to Homeless matters.

PPS. Nos. are disclosed to Local Government Computer Services Board C/O a Box Number.

PPS Nos. exchanged by Payroll with Revenue Commissioners when dealing with queries and PPS Nos. form part of their P35's. Payroll also exchanges same with the Department of Finance on a return in relation to pensioners.

PPS. Nos. can be accessed by Core Payroll and LGMA.

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

At present Louth County Council have no future plans for use 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

In addition to usual security ICT implementing a process whereby all e-mails being sent are scanned looking for PPSN numbers and action taken should one be found.

PPS. Nos. can be accessed by Core Payroll and LGMA but a data protection agreement is in place in relation to same.

 


Meath County Council

Updated: September 2015

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

Yes

(ii) If so, for what purpose?

Finance:

  • Section 32 (Local Gov Reform Act 2014) –Application form includes information on the PPSN from owners or tenants of commercial properties
  • Identification purposes for individual employee/pension queries
  • Internal validation queries etc
  • Revenue Reporting for Grant recipients & Suppliers if not VAT registered.
  • NPPR Account Receivable – Form completion & identification.
  • Household Charge – Form completion & identification.
  • Rents - Form completion & identification.
  • Loans - Form completion & identification
  • PPS numbers required when making payments to individuals
  • Public Liability Claims
  • Fire Charge waivers

Housing

  • Rental Accommodation Scheme.
  • Housing Applications.
  • Housing Eligibility.
  • Housing Allocations.

Higher Education Grants Section:

  • In accordance with Student Support Act 2011 – (subject to consent of the applicant).

Community & Enterprise Section:

  • All Community Grant applications.

Human Resources:

  • Personnel & Payroll system for identification purposes and to enable processing of staff payroll.
  • DSP Dept. Social Protection) payments, queries & form completion.
  • Revenue queries and downloads

Transportation:

  • Land acquisition payments and general payments where VAT number is available.

Environment/Water Services:

  • Environmental Enforcement Detection.
  • Well Grant Applications.

Planning:

  • PPS number maybe submitted by applicants as part of budget, etc documents but is not required by the Planning Dept. The information is not held on the public file.

(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?

  • Local Government Management Agency
  • Revenue Commissioners
  • Department of Social Protection
  • Other Local Authorities
  • Lending Authorities
  • Community Welfare Office
  • Irish Public Bodies (Council Insurers)

(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


Mayo County Council

Updated: August 2015

(i) Does Mayo County Council use the PPS Number at present?

Yes.

(ii) For what purpose(s)?

Finance: When loans from Mayo County Council are being set up, the PPS Number is entered on loans in Agresso. This is necessary to allow TRS (Tax Relief at Source) on loans which are eligible for tax relief.

Required in the administration of Non Principal Private Residence (NPPR) System.

In the Payroll/HR/Superannuation System

Sanitary Services: The PPS Number is used in connection with individual well grant applications.

Housing: It is used as a unique identifier for all housing applicants and tenants and homeless presentations (if consent is given).

Online Services: Used as optional field in the registration for online services on the www.mymayo.ie self-service website.

Corporate Affairs: Higher Grant Application required as a unique identifier.

(iii) Does your County Council 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 information is exchanged with Revenue Commissioners for the purpose of claims and

Returns to them. It is included in Housing Needs Assessment return to the

Department of Environment, Community and Local Government.  It is exchanged with the Department of Social Protection INTREO offices when clients are accommodated under the RAS so that Rent Supplement can be ceased.

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

Sanitary: Mayo County Council would like to be able to check the accuracy of PPS numbers received with the Department i.e. for individual well grant applications which can help prevent the Council losing money due to incorrect PPS numbers.

Mayo County Council: Develop its use as a unique identifier on all future systems. The ability to validate PPS Numbers with the Revenue Commissioners.

Mayo County Council will first consult with the Client Identity Services of the Department of Social Protection before using the PPS Number as a unique identifier in developing any future systems.

(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.


Monaghan County Council

Updated: September 2015

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

Yes

(ii) If so, for what purpose?

For a variety of uses including –

  • Well Grant applications, Assessment of Rents
  • Rent Allowance, HR purposes, Staff Training – Regional Training Centres
  • Sick pay and other benefits, Payroll system
  • iHouse system – Housing applications
  • Housing Loans – claiming tax relief at source
  • Housing Grants – Housing Adaptation, Mobility Aids and Housing Aid for Older People grant schemes.
  • Rental Accommodation Scheme
  • Land acquisition
  • Motor taxation of goods vehicles
  • Agresso Payment System – Payments to Suppliers;

(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 (Wages, Salaries, Statutory Returns)
  • Dept. of Social Protection (Sick Pay & other Benefits)
  • Dept. of Environment Community & Local Government (Claims for Grants)
  • PRTB (Rental Accommodation Scheme)
  • Household Charge/NPPR bureau
  • An Post – Household Budget deductions
  • Regional Training Centres (Staff training bookings)

(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 same level of security is applied to the PPS number as to other sensitive personal data held by the local authority.


Offaly County Council

Updated: October 2009

(i) Does Offaly County Council use the PPS Number at present?

Yes

(ii) For what purpose(s)?

Mainly for information purposes in applications such as:

  1. Tax Relief at Source on housing loans
  2. Tax details in payroll
  3. Higher Education Grant applications
  4. Housing applications
  5. Private site applications

The council does not use the PPSN as the primary or unique identifier, in any of its applications.

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

Yes - with the Revenue Commissioners for tax purposes.

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

Offaly County Council recognises the importance of the PPSN, particularly in the context of Information Society initiatives. It is intended to encourage the use of the PPSN across the organisation, as a primary means of identifying our citizen base in all applications.


Roscommon County Council

Updated: June 2013

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

Yes

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

  • Finance - Payroll, Sick Pay, Departmental returns, Superannuation, Housing Loans,Household Cha
  • rge.
  • Housing
  • - Housing applications (Loans, Grants), Affordable Housing and Private sites applications, Rental Accommodation Scheme.
  • Human Resources - Personnel Records, Salary Amendments, Sick Pay, Superannuation Records, Job Application Forms, Training Records, PMDS.
  • Corporate Services – Higher Education Grants.
  • Motor Taxation- Driving Licence Applications.
  • Roads and Transportation – Landowners Tax Clearance requirements
  • Environment – Investigation of cases under the Litter Pollution Acts.
  • Water Services – Individual Well Grants.

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

  • Finance (Housing Loans) – DECLG, Health Service Executive (HSE)
  • Finance (Household Charge) - DECLG. Household Charge Bureau, LGMA HC Business Team
  • Finance (NPPR) – DECLG, NPPR Bureau
  • Finance (Payroll) – DECLG, Revenue Commissioners, Department of Social Protection
  • Housing Rental Accommodation Scheme – HSE
  • Human Resources - Department of Social Protection, Central Statistics Office - Employment Survey; Castlebar Regional Training Centre – Training Records; Core HR Solutions - HR, Payroll and Superannuation system, Local Government Management Agency - storage of electronic data
  • Corporate Services - Department of Education & Science.
  • Motor Tax NVDF (National Vehicle Driver File maintained by the Vehicle Registration Unit).
  • Water Services – DECLG

(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.


Sligo County Council

Updated: January 2015

 

1. Does your organisation use the PPSN at present?      

Yes

 

2. If so, for what purpose?

Processing of payroll for all employees of Sligo County Council
Recorded in Core HR System

Civil Defence

PPSN Numbers used when forwarding examination results to QQA (formerly FETAC) to check correct names for certificates.

Included on registration sheets for dealing with displaced persons in an emergency situation and passed on to the Housing Dept. for organising emergency accommodation

Housing:-

Processing of applications for social housing support.
For the calculation of Rents.
Succession of tenancy applications.
Tenancy transfer applications.
Validation of additions to household, new baby, other family member etc. in order to verify / cross check individuals and or income of household.
By the RAS Unit for the purpose of checking addresses used for social welfare and to check if households were in receipt of rent allowance.

 

3. 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?

Payroll
Income Tax Office for recording of PAYE

Housing
Exchange of information with the Dept. of Social Protection with reference to the Social Welfare Consolidation Act 2005.

The PPSN is also exchanged by other Local Authorities seeking information about former tenants.

PPSNs are provided to Revenue as part of the LPT return e.g houses sold and houses leased.

Staff query PPS numbers with other Local Authorities for the purpose of sourcing information with regard to housing applications where there is an application with another county.

 

4. Does your organisation have any other plans involving the use of the PPS number?

None at present other than as required in future by Statute / Department Policy

 

5. 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 Dublin County Council

Updated: August 2015

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

Yes.

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

  • Corporate Services - Higher Education Grants
  • Finance - Payroll, Sick Pay, Annual P35 Return, NPPR Charge, Household Charge, S891B Return.
  • Housing - Traveller Accommodation Unit, Housing Rents, Social Housing, Allocations, Housing Mortgages / Loans & Grants, RAS & Leasing.
  • Human Resources - Attendance System, Employee Profile Form and Pension Register; Recoupment from Dept. of Social and Family Affairs; Environmental Services - Grants Database, Domestic Waste Charges - used for customer security, accuracy and identification
  • Community Services - CE Schemes
  • Library Services – Details for non-VAT registered suppliers
  • Law Department – As instructed by council departments where council is purchasing property from third party and Stamp Duty Return is being made to Revenue following completion of purchase.

(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.

  • Corporate Services - Dept. of Education and Science
  • Finance - Dept. of Social & Family Affairs & Revenue Commissioners, LGMA – NPPR & Household Charge payments.
  • Housing - Dept. of Social & Family Affairs & Revenue Commissioners & Dept. of Environment, Heritage and Local Government (DOEHLG)
  • Environmental Services - DOEHLG
  • Community Services –Dept. of Social Protection.
  • Human Resources – Dept. of Social & Family Affairs, FAS, Dept. of Public Expenditure & Reform.
  • Law Department – Revenue Commissioners

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

No other use is being made of PPS Numbers by South Dublin County Council other than outlined in this return, and no future plans at present.

(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.


Tipperary County Council

Updated: July 2015
 
(i) Does your Organisation use the PPSN at present?
Yes.
(ii) If so, for what purpose?
Housing Section, It is requested on application forms for:
  • Housing Support
  • Housing Adaptation Grant Schemes
  • RAS and Leasing contracts
  • Housing Loans
  • Rent Determination and Tenancy management
  • House Purchase Scheme
  • Housing Assistance Payment
Rates and Franchise
  • Notification under Section 32 of the Local Government Reform Act 2014.
Motor Tax
  • It is requested for first time taxing of light goods vehicles.
Corporate Affairs
  • It is requested on the Higher Education Grant Application form
Human Resources
  • Payroll-to ensure that tax credits are attributed to the correct employee
  • P35 return and any dealings with the Revenue Commissioners in relation to payroll
Finance
  • Payments – setting up suppliers for payments – used where payment is to an individual not registered for VAT.
  • Finance –Database of Suppliers on Agresso Financial Management System to facilitate Section 891B reporting to Revenue Commissioners
Water Services
  • It is requested on the forms for "Grants for the provision or necessary improvement of an individual water supply to a house"
  • It is requested on water connection application forms
(iii) Does your Organisation exchange the PPS number with any other body?
Yes.
(iv) If so, please name the relevant bodies and the purpose(s) of the exchange?
Revenue Commissioners
  • On Tax Relief at Source (TRS) & Payroll returns
  • End of year RAS returns for Landlord payments
  • Regarding Housing applicants
  • For TRS by secure e-mail.
Department of Social Protection
  • Regarding Housing Applicants
  • In relation to eligibility for rent supplement
An Post
  • the Household Budget section only when tenant/purchaser agrees to pay rent or housing loan repayments through this service when the tenant/purchaser requests Housing/Finance Section to forward signed form by the tenant/purchaser to An Post.
Department of Environment, Community & Local Government
  • Recoupments under the Housing Acts.
  • In relation to the statutory assessment of Housing Needs.
  • When recouping grants for the provision of, or necessary improvement of an individual water supply
Housing Agency/Irish Credit Bureau
  • In relation to Mortgage Arrears Resolution Process applicants
(iv) Does your Organisation have any other plans involving the use of the PPS number?
It is proposed to use PPSNs in 2014 on the transfer of rent supplement payments to Local Authorities.
(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.
 

Waterford City and County Council

Updated: June 2016

 

1. Does your organisation use the PPSN at present?

Yes

2. If so, for what purpose?

  • Application for Housing
  • Loan Applications
  • Landlord payments
  • RAS applications
  • Shared Ownership Applications
  • Disabled Persons Grants Applications
  • Improvement works in lieu applications
  • Annual Rent Returns
  • Refunds of Tax Relief at source.
  • Matters relating to employees: salary, tax issues and social welfare issues;
  • Payments to contractors – tax clearance certificates on file
  • Higher Education Grants

The PPSN is used as a key reference field on a number of databases for enquiries, checking for duplication, cross referencing and checking individual cases with the Department of Social and Family Affairs and the Health Service Executive in the housing area. The relevant data is also used in exchanges with the Revenue Commissioners for the purpose of the City Council being reimbursed for monies it has paid over to the mortgage customers.

Waterford City & County Council also used the PPSN on P60's submitted in relation to loan and rent assessment and Social Welfare documentation for assessing waivers (refuse charges etc.).

3. 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?

Organisation

Purpose

Housing agency

Housing loans

Dept. of Social Protection

Housing applications, sick benefit.

Revenue Commissioners

Landlord payments under RAS, contractors payments

LGMA

Housing needs assessments

 

4. Does your organisation have any other plans involving the use of the PPS number?

No.

5. 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.

6. 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, there are adequate measures in place to ensure that the PPSN data is secure and is processed and accessible only for the stated purposes

     


    Westmeath County Council

    Updated October 2009

    (i) Does Westmeath County Council use the PPS Number at present?

    Yes.

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

    • Payroll/Personnel Management
    • Superannuation Register.
    • Employment Returns to C.S.O
    • Driving Licences (Motor Taxation)
    • Disabled Persons Grants (Housing)
    • Essential Repair Grants (Housing)
    • Housing Loans (in respect of Tax Relief at Source)
    • Housing Application Forms
    • Higher Education Grants
    • Well Grants

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

    Yes:-

    • Revenue Commissioners for tax purposes
    • Dept. of Social And Family Affairs for Sick pay and associated services.
    • Central Statistics Office
    • Dept. of the Environment, Heritage & Local Government – Well Grant payments

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

    Westmeath Local Authorities see the PPSN as a means of definitively identifying customers for public services, verifying income-related information and facilitating efficient and effective customer services.


    Wexford County Council

    Updated: July 2015

    (i) Does Wexford County Council use the PPS Number at present?

    Yes.

    (ii) For what purpose(s)

    HEG for the purpose of individual identifiers to prevent duplication when setting up students on the system

    Credit Control for the purpose of organising Household Budget deductions for Social Welfare recipients.

    Water Charges for processing refunds for water rates customers.

    Motor Taxation to indicate the small vans / adapted goods vehicles are correctly taxed and used by the owner in the course of their business or trade

    Finance in order to set up supplier account numbers on the Financial Management System (Integra) for payments to suppliers and refunds to customers.

    Wages and Salaries for the purpose of payments of salaries and wages

    Community Employment Scheme to check eligibility with the DSP and inform the DSP regarding starting dates in order to complete Social Welfare forms

    The Loans Section in order to establish identity of borrowers

    HR in relation to

    • Recruitment - payroll setup documentation
    • Training – as a unique employee identifier
    • Staff social welfare claims
    • Pension /Superannuation purposes – Annual Benefit Statements

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

    Yes:

    • Roscrea Training Centre &Safe Pass Training providers (for certification purposes)
    • Revenue Commissioners (for tax purposes)
    • An Post (for Household Budget)
    • Department of Social Protection

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

    New housing legislation, when enacted will provide for the deduction of arrears of rent by the DSP from former tenants and the PPSN will be used for this purpose.

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

    Motor Taxation all application forms processed in Motor Tax are filed daily in batches and stored here for MTO use only until shredded.

    Rates all hard copy applications are stored on file in the Rates Department and any electronic application received is stored on an encrypted server with password protected individual email accounts.

    Details of PPSN’s are strictly used only for the purpose they were received.

     


    Wicklow County Council

    Updated: August 2015

    (i) Does Wicklow County Council use the PPS Number at present?

    Yes.

    (ii) For what purpose(s)?

    It is used by the following sections:-

    • Finance: Payroll (Tax certificates, P60's, P45's and P35's etc MyPay and CORE )
    • Re
    • venue: Housing Loans/Mortgages
    • Housing: For use with the Housing database (housing applications), Disabled Persons Grants, Essential Repair Grants
    • Environment: Water Grants, Waste Collection Permits , Casual Trading Licences
    • Corporate Services: Higher Education Grants, Gateway- Labour Activation Scheme, CORE.

    (iii) Does your County Council 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 forwarded to the following bodies:-

    • The Revenue Commissioners - in compliance with tax regulations (P35's, P45's etc, grant applications, tax relief at source etc)
    • The Department of the Environment, Heritage and Local Government - PPS Number's are supplied here in respect of grants in order to recoup money.
    • The Department of Social and Family Affairs: Staff Sick pay applications to DSFA will contain PPS Number's.
    • Pobal in respect of Gateway Labour Activation Scheme
    • MyPay, Laois County Council in respect of MyPay, salary, wages and pension payments.

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

    In line with national developments, e.g. REACH, this authority will continue to record PPS Number's where possible and maintain databases for future references. Subject to National Legislation, PPS Number could be used in future in conjunction with the Register of Electors.

     

​​​​​​​​​​​​​​​​​​​​​​​​​​​

(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
Each department has measures to prevent unauthorised access to paper records stored in filing cabinets. Electronic systems are accessible by authorised users and are password protected. Laptops are encrypted. PPSN data is processed and accessible only for the stated purposes.​​​​​​

Last modified:06/07/2016
 

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