Personal Public Service Number-Register of Users


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If you have a query regarding your PPS (Personal Public Service) Number please contact: 

Client Identity Services,
Department of Social Protection,
Social Welfare Services,
Shannon Lodge,
Carrick-on-Shannon,
County Leitrim
 

Telephone: Contact the helpdesk at Lo Call 1890 927 999 (from the Republic of Ireland) or +353 1 7043281 (from Northern Ireland or overseas) and select option 2.       The helpdesk opening hours are 9.15am-1pm and 2pm-5pm.

 Online:  You can e-mail your query to cis@welfare.ie or complete our online enquiry form : Client Identity Services Online Enquiry Form
 

Client Identity Services (CIS), a Section in the Department of Social Protection manages the issue and use of the PPS Number. CIS is committed to protecting and facilitating the use of the PPS Number in accordance with the law. This Register of Users of the PPS Number has been prepared and published to promote transparency regarding the ongoing use and future development of the PPS Number as a unique identifier for public services.

The legislation governing the allocation and use of the PPS Number is contained in the Social Welfare Consolidation Act 2005, the Social Welfare and Pensions Act 2007 and the Social Welfare and Pensions Act 2010. Only Specified Bodies named in the above Social Welfare Acts can use the PPS Number.

The Department is writing to each of the Specified Bodies asking five questions:

  1. If they use the PPS Number at present?
  2. For what purpose(s)?
  3. If they exchange the PPS Number with any external body? If so the name of the relevant bodies and the purpose(s) of the exchange.
  4. Their future plans for the use of the PPS Number?
  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?

The responses received from the Specified Bodies to date are listed below. Readers should note that this Register is in the course of being updated and is not therefore complete. Further replies are being added on a regular basis.

Any queries regarding the register of users may be addressed to:

Irene Hickey,
Client Identity Services - Compliance,
Department of Social Protection,
Shannon Lodge,
Dublin Road,
Carrick-on-Shannon,
Co. Leitrim.

Ph: (071) 9672579

Email: irene.hickey@welfare.ie


Bodies authorised to use the Personal Public Service Number under Social Welfare law


Department of Agriculture, Fisheries and Food

Updated: December 2008

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

Yes.

(ii) For what purpose(s)?

The Department currently uses the PPS Number as a customer identifier across a range of schemes and systems for external customers and also internally for some staff related matters.

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

The PPS Number is exchanged with the Client Identity Services section of the Department of Social and Family Affairs for validation purposes. It is also included in data supplied to the Revenue Commissioners in relation to payments information and to the Central Statistics Office for statistical purposes.

The PPS Number is also included in data supplied to the Department of Social & Family Affairs in relation to payment information provided to that Department on an annual basis.

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

The Department intends to use the PPS Number as the main customer identifier for individual customers across the wide range of schemes and services it operates.


Department of Arts, Heritage and the Gaeltacht

Updated: January 2014

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

Yes

(ii)  For what purpose(s)?

The PPS number is used in matters relating to employees; including payroll, PMDS and training, travel and subsistence, tax and social welfare matters.  The Department also uses the PPS number as a client identifier across a range of schemes and systems for external customers.  It is also used for the purpose of processing payments to external suppliers and customers. 

(iii)  Does your Department 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 Department exchanges PPS numbers with the Department of Justice and Equality's Financial Shared Services (FSS).  The Department has outsourced its financial management system to the Financial Shared Services and has agreed the following clauses in the SLA with the FSS, (i.e. the service provider):

... 'the Service Provider will process data on behalf of the Client Organisation on the basis of the authorisation and instructions received from the Client Organisation or as otherwise required by law.  Any data provided by the Client Organisation will be held by the Service Provider only for the express purpose of processing the data and will not be retained or used for any purpose outside this agreement (except where otherwise provided by law)'.

...'the Service Provider will process personal data in accordance with the data protection obligations of data processors as set out in the European Communities Data Protection Directive 1995, the Data Protection Act 1998 as extended by the European Communities (Data Protection) Regulations 2002 and the Data Protection (Amendment) Act 2003'.

The Financial Shared Services (FSS) also liaises with the Revenue Commissioners on behalf of the Department as appropriate.  The Department also uses PPS numbers for exchanges of information with the Department of Social Protection and in transfers of staff between the various other Government Departments.  Where necessary, PPS numbers are exchanged by Údarás na Gaeltachta with those administering training and education courses and with bodies that run employment schemes in the community. 

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

We plan to continue to use PPS numbers as we do currently.

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

(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?

PPS numbers are only held for the purposes outlined above.

Hard copies are stored securely in the relevant section and electronic records are stored on the relevant division's shared drive, (and can only be accessed by the relevant staff).  Employees in the Department with access to ‘Supplier Viewer' and/or ‘AP Inquiry' responsibilities on the financial management system can check PPS numbers to uniquely identify suppliers. 

This information is subject to general Departmental security provisions for the protection of data and office services.


Department of Communications, Energy and Natural Resources

Updated: June 2014

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

Yes

(ii) If so, for what purpose?

The PPS Number is used on all matters relating to Departmental employees i.e. salary, taxation and social welfare matters.

In line with other Government Departments, the Human Resource Management System (HRMS) is managed on our behalf by Dept. Public Expenditure and Reform. Records on this system use the PPS Number as an identifier.

The Department's payroll function is outsourced to the Dept. Finance, Tullamore where the Department's employees PPS number is used.

The PPS number is also used as part of the set-up of employees and suppliers on the financial management system to facilitate statutory tax deductions and returns to the Revenue Commissioners and also as a unique identifier at the time of set-up to ensure that payments are made to the correct employees and suppliers.

The PPS number is also retained on Tax Clearance Certificates for individuals supplying goods and service to the Department and it client organisations.

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

The Department uses the number for the exchange of employee related information with the Revenue Commissioners, the Department of Social Protection, the Department of Public Expenditure and Reform (HRMS and pensions section) and the Department of Finance (payroll).

The PPS Number is also exchanged with other Government Departments when staff are transferring etc.

The purpose of such exchanges is to meet obligations under legislation.

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

The Department currently has no plans to extend the use of the PPS Number to other applications.

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


Department of Defence

Updated: March 2009

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

Yes.

(ii) For what purpose(s)?

It is used as an integral part of the Human Resource Management System (HRMS) and the payroll system for Departmental staff, Civilian Employees, and Defence Forces personnel. It is also recorded on various forms on personal files held in Human Resources Branches. Its main use would be as an identification reference within these systems.

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

The PPS Number is exchanged with other Government Departments, predominantly with the Department of Social & Family Affairs and Revenue Commissioners. The main areas would be -

  • As identification reference when contacting the Office of the Revenue Commissioners in connection with PAYE and PRSI matters.
  • As identification reference when submitting pension form/instructions to Paymaster General's Office in respect of civil servants and civilian employees.
  • As identification reference when contacting the Department of Social & Family Affairs concerning disability deductions; maternity deductions; occupational injuries claims; etc., and it is entered on DSFA Medical Certificates when used. As the PPS Number is an integral part of the HRMS and payroll system it would be passed to another Department on the transfer of an individual civil servant. The PPS Number would be exchanged (indirectly) with financial institutions, as it is normally required to be included on "Certificates of Income" statements which are regularly requested by members of staff for forwarding by them to the financial institution.

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

There are currently no plans to extend the use of PPS Numbers in this area of the Department.

The Department of Defence administers the Defence Forces Pensions Schemes, and the replies in this regard are as follows: -

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

Yes.

(ii) For what purpose(s)?

It is used as an integral part of the Pension Payroll System, as an identification reference. It is used for identification of deceased Defence Forces (DF) pension cases by matching PPS Numbers against a file of deceased cases from the Department of Social & Family Affairs (DSFA) and the obtaining of date of death and next of kin details from DSFA.

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

Checking with DSFA as to whether DF pensioners are in receipt of retirement pension or Contributory Old Age Pension (COAP) as entitlement to additional increment in pension cases.

As identification reference when contacting the Office of the Revenue Commissioners in connection with PAYE and PRSI matters.

  • Confirming Date of Death / Date of Marriage of pensioner with DSFA or General Registrar's Office.
  • Checking with DSFA as to whether DF pensioners are in receipt of widow's/widower's pension (exempt from PRSI).
  • Checking with HSE to confirm whether DF pensioner is a medical card holder (exempt from PRSI).
  • Checking of social welfare benefit of DF disability pension / gratuity cases where the issue of double compensation has arisen as a result of a civil action settlement/award.

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

To link with the General Registrar's Office, to confirm that pensioner is

  1. not deceased;
  2. not married (in the case of a child pension);
  3. not remarried (in the case of a widow).

To link with DSFA to determine:

  1. whether pensioner is in receipt of retirement pension or COAP;
  2. next-of-kin details for deceased pensioners.

To link with DSFA to ascertain details of social welfare benefits of Defence Forces disability pension applicants/recipients in double compensation cases.

With regard to the Defence Forces, the information is as follows:-

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

Yes

(ii) For what purpose(s)

The Defence Forces does not maintain a specific register/database of the PPS Number of commissioned and non-commissioned personnel. All service personnel are allocated a (military) service number on enlistment/commissioning which is the main identification reference used. The PPS Number is used in the Defence Forces in the following areas -

  • Notated on Enlistment on form AF 458 - Schedule of recruits enlisted in the Permanent Defence Force for Income Tax purposes and forwarded to the Department's Pay Sections.
  • Notated on form LA 30 (Admin) Administrative Medical & Dental Record of Enlisted Personnel to indicate entitlement to public health services.
  • Notated in an individuals Identification Details on the Personal Management System and Personal Records Sheets.
  • Notated on various forms relating to discharges from the Defence Forces.

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

The Defence Forces do not routinely exchange the PPS Number with any external bodies

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

The Defence Forces currently do not have plans to extend the use of the PPS Number.


Department of Education and Skills

Updated: January 2014

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

The Department uses the PPS Number as the main identifier on the following payrolls:

  • Primary teachers including casual and non-casual teachers and payment of claims to primary teachers working in the Circus & Fairground Support Service
  • Teachers employed in secondary and community/ comprehensive schools including casual and non-casual teachers in voluntary secondary, community and comprehensive schools
  • Special needs assistants and child-care workers in primary, voluntary secondary, community and comprehensive schools
  • Clerical officers and caretakers in primary and voluntary secondary schools employed under the 1978/79 scheme   
  • Pensions payroll for retired staff in categories 1 to 4 above
    1. The PPS Number is currently used as a reference number in the Department in Corepay applications i.e. the Salary and Civil Service Pensions payment package
    2. Human Resource Management System (HRMS) and the Financial Management System (FMS)
    3. PPS Numbers are used as a supplementary method of identifying some suppliers on the FMS and are stored as part of the Department's annual reporting requirements under Section 891b to Revenue
    4. The Department uses the PPS Number as the unique identifier for post-primary students on its Post-Primary Pupil Database (PPPDB)
    5. The Department uses PPS Numbers in maintaining records of primary teachers being inspected for probation purposes and in reporting on individual teachers outside the probationary process
    6. PPS Number used on Casetrack System for psychologists employed by National Educational Psychological Service (NEPS) and on an internal access database for privately employed psychologists
    7. The Department requests PPS Numbers under the Scholarship/Bursary and Student Grant Schemes
    8. PPS Number is used for Home Tuition scheme as the unique identifier for parents, home tutors and children
    9. PPS Number is collected for Irish teachers who are seconded to the European schools on an annual basis.
    10. The PPS Number is included on CVs of employees of the Visiting Teacher Service
    11. The PPS Number is used in relation to secondments of teachers or in relation to salaries paid by DCU on behalf of the Department
    12. The PPS Number is used as a unique identifier for children in the Early Start Programme
    13. The PPS Number is used in the administration of the July Programme
    14. PPS Number is used as the unique identifier for European Globalisation Adjustment Fund (EGF) operations and training for the unemployed
    15. The PPSN is used for verification purposes for pilot surveys regarding primary school patronage

(ii) For what purpose(s)

  1. In the case of 1 above, the PPS Number is used for the normal payroll functions and for pension purposes as a supplementary method of identification
  2. In the case of 2 above, the PPS Number is used as a reference number in Corepay applications for Department Staff
  3. For Human Resource Management System (HRMS), PPS Number is used:
    1. As an identifier when recruiting new staff or when staff transfer to another Department
    2. When recouping money from Department of Social Protection in relation to sick leave/maternity benefit
    3. To check Central Applications Facility (CAF) status of applicants with the Public Appointments Service (PAS)
    4.  As an identifier for recording training details
  4. In the case of 4 above, the PPS Number is used as a supplementary method of identifying some suppliers, only where identical names and addresses exist  and are also stored as part of the Department's annual reporting requirements to Revenue under Section 891b – New Reporting Arrangements to Revenue of Payments made by Government Bodies 2011
  5. In the case of 5 above, the Department has adopted the PPS Number as the unique identifier for students. One of the checks carried out before enrolments are finalised for schools is to ensure that a student is not inadvertently enrolled in more than one school. The PPS Number is used as part of this check. The Department also uses the PPS Number to check with the Department of Social Protection to ensure that each student's record refers to a unique individual.
  6. In the case of 6 above, the PPS Number is used to facilitate tracking of the inspection of newly appointed primary teachers for probation purposes and of inspection of individual teachers. In the case of primary teachers on probation, a register is maintained on a Departmental database managed by Limerick Education Centre on behalf of the Department. Interim and final inspection reports on probationary primary teachers contain the PPS Number as an identifier
  7. In the case of 7 above the PPS Number is used as a unique identifier for NEPS psychologists and in the case of privately employed psychologists, the PPS Number is requested to confirm tax compliance
  8. In the case of 8 above, PPS nos. are used to verify the information provided on student grant application forms and to prevent and detect fraud. PPS nos. are also used for the purposes of administering the Department's Scholarship/Third Level Bursary Schemes and the All-Ireland Scholarship Scheme, which is administered by the Higher Education Equity of Access Unit on behalf of the J.P. McManus Trust.  The PPS nos. are necessary to pay the scholarship awards to the recipients. The requirement to furnish PPS nos. is provided under Article 36(3) (a) of the Student Grant Scheme 2013. The Student Grant Scheme 2013 is secondary legislation provided for under the Student Support Act 2011.
  9. In the case of 9 above, the PPS Number of parents and Home Tutors are used as a unique identifier in order to facilitate returns to the Revenue Commissioners in respect of payments made from public funds. The PPS Number of the child is used as a unique identifier for the child when processing an application for Home Tuition on their behalf...
  10. In the case of 10 above, the PPS Number is used as an identifier for Irish teachers seconded to European schools.
  11. In the case of 11 above the PPS Number is collected in relation to employees of the Visiting Teacher Service, e.g., probation of visiting teachers, processing of travel and subsistence claims and applications for short term temporary posts covering for illnesses
  12. In the case of 12 above, the PPS Number is used to register secondments of teachers for payroll purposes
  13. In the case of 13 above, to determine if the children in the Early Start Programme are also enrolled in other State-funded pre-school provision.
  14. In the case of 14 above, to differentiate between payroll and non-payroll Teachers/Special Needs Assistants (SNAs) and to process payments through the Primary and NTS payroll systems.
  15. In the case of 15 above, to identify redundant workers potentially eligible for assistance from programmes co-funded by the EGF
  16. In the case of 16 above, for verification purposes of respondents to the 5 pilot surveys of parental preferences regarding primary school patronage

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

  1. In terms of the payroll applications, the PPS Number is used for the following exchange of data:
    1. Tax data with the Revenue Commissioners including the annual tax return to the Revenue Commissioners regarding tax deducted from pension contribution refunds issued to individual teachers
    2. PRSI data with the Department of Social Protection
    3. Payment schedule listings for the PMG's office
    4. Redundancy rebate from the Department of Social Protection
    5. Agency used for printing and packing P60s, PRD 60s and income levy certificates for staff on Department of Education and Skills payrolls
    6. Revenue Commissioners – Managed Services Providers for the Department's On-Line Claims System which records staff absences and facilitates salary payment to replacement staff.
    7. With the national coordinator of the Circus & Fairground Support Service  who submits claims on behalf of teachers
    8. With the relevant Education and Training Board (ETB) in the case of seconded teachers to the Department's Payroll Division/ETB Payroll
    9. St. Patrick's College Drumcondra who administer the pension payments to former staff of Carysfort College of Education 
    10. Teacher registratin data with the Teaching Council of Ireland.
    11. Transfer of teaching service data with ETBs
  1. In terms of pupil data, the exchange of data is with Post-Primary schools, the State Examinations Commission (SEC) and the Department of Social Protection (DSP) and the Education Research Centre in Drumcondra. Post-Primary schools submit certain personal details and educational history of their current pupils to the Department as part of a census process called the 'October Returns'. For students in examination years, their data is passed to the SEC to facilitate organisation of the State Examinations. Where no PPS Number has been provided by the schools, these records are sent to the DSP for matching against their records and where matches have been established, the PPS Number is returned to the schools by the Department for updating onto the schools' records. The Department provides full information on the October Returns for parents and students through Department Circular 47/2010 Fair Processing Notice, which is available on www.education.ie
  2. In the case of primary teachers on probation, the PPS Number is collected by means of an information form processed by Limerick Education Centre on behalf of the Department of Education and Skills, which facilitates the creation of records on a teacher database. When a final inspection report is issued to the teacher and to the employer (the school), this contains the individual teacher's PPS Number. These reports are not published on the Department's website. Where it is decided to inspect and report on individual teachers outside the probationary process, the PPS Number is accessed through the relevant sections in the Department of Education and Skills
  3. In the case of staff of the Department, the PPS Number is exchanged with:
    Central Applications Facility (CAF)
    Public Appointments Service (PAS)
    Department of Finance
    Department of Social Protection
    Department of Public Expenditure and Reform
    Revenue Commissioners
    Other Departments/Offices for staff transfer purposes
    Consultants engaged for the provision of IT support for Corepay and FMS systems
  4. In the case of the Home Tuition scheme, the PPS Numbers of parents and tutors are included in the returns made by the Department to the Revenue Commissioners. The PPS Numbers of children may be shared with the National Educational Welfare Board. However, in the case of maternity related absences, it is only shared with the school
  5. For Irish Teachers seconded to European schools the PPS Number is shared with the Bureau of the European schools and the Directors and Bursars of the European schools.
  6. In the case of the Early Start Programme, the PPS Number is crossed-checked with data held by the Department of Children and Youth Affairs.
  7. For the purpose of reckoning pensionable service and awarding benefits, the PPS Number is shared with:
    1. Dept of Public Expenditure and Reform - personal details for the purposes of adjudicating on pension issues for the individual;
    2. Within the education sector and with other State bodies – personal details for the purpose of reckoning pensionable service and awarding benefits;    
    3. Occupational Health Service Provider;
    4. Pensions Ombudsman;
    5. Private pension providers;
    6. Dept. of Social Protection and all other public service payrolls in accordance with the Public Service Pensions (  
  8. In the case of EGF operations and training for the unemployed, the PPS
    Number is shared with:
    1. FÁS
    2. Higher Education Authority
    3. Enterprise Ireland
    4. Relevant City/County Enterprise Boards
    5. Department of Social Protection
    6. Consultants used by EGF for the provision of technical services
    7. Office of the Revenue Commisioners
    8. Skillsnets Ltd
  9. Section 28 of the Student Support Act 2011 provides for the exchange of information between various persons listed in Schedule 2 for relevant purposes. Section 28(2) provides that the Minister may prescribe additional ‘persons' for the purposes of subsection (1) following consultation with the Data Protection Commissioner. The Student Support Act 2011 – Schedule 2 – lists the persons with whom information can be exchanged. Section 28(5) sets out the relevant purpose for the exchange of information.

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

  1. The Department proposes to develop an On-Line Appointments System for the appointment of teaching and non-teaching staff in primary, voluntary secondary, community and comprehensive schools. This development would replace the manual forms based appointment system currently in place and would use the PPS Number as the unique identifier for payroll purposes. It is planned that ongoing transfers of data will be received from the Teaching Council to ensure that teachers employed in primary, secondary and community/comprehensive schools and paid on payrolls operated by the Department are registered with that professional body.  The PPSN will be utilised as an identifier to ensure that there is a match between teachers on the Teaching Council register and the Department's payroll.  It is expected that transfers will commence in quarter 1or 2 of 2012.
  2. The Department is currently participating in a Data Sharing Clearing House Group which has been established by the Department of Public Expenditure and Reform. Subject to the Group's Terms of Reference, the Department's future plans for the PPSN and data sharing in general, outside that which is already provided for in existing legislation, will be guided by the output of the Data Sharing Clearing House Group
  3. The development of a learner database for all schools at primary and post primary level that would also replace the existing post primary pupil database. The PPS Number will be used to identify individual learners which will enable the Department to focus resources and measure outcomes. The Department proposes to commence work on the development of a replacement for the current school's administration software, capturing post primary pupil data in 2012. This will in time have the potential to be developed into a learner database.
  4. In relation to the Early Start Programme, it is proposed to collect the PPS nos. annually to determine eligibility.
  5. In relation to Primary School Patronage, it is intended that the PPSN will be used for verification purposes of respondents to the surveys of parental preferences in the remaining 39 areas where surveys will be undertaken early in 2013.
  6. By Q3 2014 it its intended that the Department will have transfered the processing of its Staff Payroll and T&S payments to ta shared platform operated by D/PER

(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 Department of Education and Skills has a number of measures in place to ensure that personal data is secure and that it is used and disclosed only in ways compatible with the purposes for which the data was initially given.

The Department's Code of Practice sets out the requirements of the DP Acts, the steps to be taken by the Department when processing personal data and outlines the Department's procedures in relation to the eight rules of Data Protection.  The document can be found at link
The Code of practice applies to all staff of the Department, both permanent and temporary staff, to staff working on a contract basis for the Department and others who are authorised to access personal data held by the Department.

Other related documents are:
The Departments Data Protection Guidelines at link
The Departments Data Protection Breach Policy at link
The Departments Policy for the Protection of Data while using laptops and other mobile data devicesat link


Department of Enterprise Trade and Innovation

Updated: February 2009

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

Yes.

(ii) For what purpose(s)?

The Department uses the PPS Number in the following areas:

  1. Redundancy and Insolvency Payments: For administration of the redundancy and insolvency payments schemes the PPS Number is used for recording individual claims for statutory redundancy and insolvency payments.
    Where redundancy or insolvency payments are made directly to the individual rather than to the employer, the individual's PPS Number is recorded on the Department's accounting system.
  2. Personnel Unit: For the administration of each staff member's personnel record in the Department. The PPS Number is recorded by Personnel Unit on the Peoplesoft human resources management administration system (HRMS) that is currently in operation in the Department. This system records all relevant personal data for each individual staff member in the Department. It would also be recorded on individual staff member's paper Personnel files. In addition, the PPS Number is forwarded by Personnel Unit to our Finance Unit in order to process salary payments for all staff members. It is important to note, however, that in these processes the PPS Number is not used as a tool to identify individual staff members
  3. Employment Permits: For a permit required - individual already working in the State, evidence of a PPS Number.
  4. National Employment Rights Authority (NERA [See Note1]): NERA uses PPS Numbers as a reliable identifier during the course of employment rights investigations and associated enquires and in the context of the bringing of proceedings relating to offences under employment rights legislation and the enforcement of determinations made by the Labour Court and the Employment Appeals Tribunal.
  5. Employment Appeals Tribunal: The PPS Number is used as a means of recording details and identifying an individual who has taken a case to the Employment Appeals Tribunal.
  6. Finance Unit: The PPS Number is recorded on the Department's payroll system and is used on forms P.35, P.60, and forms for various financial institutions.
  7. Internal Audit Unit: The PPS number may be used in the conduct of their internal audits of any of the above areas of the Department.
  8. Companies Registration Office: The Companies Registration Office (CRO) uses the PPS Number to verify the identity of a person when they apply for a PIN and ID for the purposes of filing electronically with the CRO.

[Note 1] The National Employment Rights Authority (NERA) was established on an interim basis by the Government in February 2007 on foot of a commitment in the "Towards 2016" social partnership agreement. NERA will be established on a statutory basis upon the enactment of the Employment Law Compliance Bill.

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

Yes.

In respect of Personnel Unit, when a member of staff transfers to another Government Department or moves on secondment, the PPS Number is given to the Personnel Unit of the new Department or organisation as part of the staff member's personnel record.

In respect of Employment Permits, the Garda National Immigration Bureau (GNIB) is provided with the PPS Number from records of applications for Employment Permits received and processed within the Department. Section 37 of the Employment Permits Act 2006 [No. 16] which permits exchanges of certain information by the Minister for Enterprise, Trade and Employment, the Minister for Social and Family Affairs, the Minister for Justice, Equality and Law Reform and the Revenue Commissioners which are reasonably necessary for the exercise of their respective statutory functions.

In respect of NERA, the PPS Number may feature in material forwarded by NERA to prosecuting Solicitors.

In respect of Finance Unit, the PPS number is included on the annual P.35 form returned to the Revenue Commissioners and on various other forms which are completed on an employee's behalf for financial institutions.

In respect of Internal Audit Unit, they would not have any reason to exchange PPS Number details with any external body. All details of specific PPS Numbers would be removed from any audit report issued.

In respect of the Companies Registration Office, the PPS Number is not currently exchanged with any external body.

(iv) What future plans has your Department for the use of the PPS Numbers?

NERA: Section 27 of the Employment Law Compliance Bill 2008 provides that the Director of NERA may in the performance of his/her functions, disclose PPS numbers to a Rights Commissioner, the Labour Relations Commission, the Employment Appeals Tribunal, the Labour Court, an employer or an "official agency". An "official agency" means the Minister for Enterprise, Trade & Employment, the Minister for Justice, Equality and Law Reform, the Minister for Transport, the Minister for Social and Family Affairs, the Garda Síochána, the Revenue Commissioners, the Director of Corporate Enforcement, the Health and Safety Authority, the Competition Authority, the Private Security Authority, the Pensions Board, the Pensions Ombudsman, and the competent authority or authorities of other States. Competent Authority means a person in whom functions relating to the enforcement of employment legislation in a State are vested.

Employment Permits Section intends to use the PPS Number records available on "Infosys" to determine in certain cases if:

  • a company is trading and making returns for its employees,
  • an individual is working for a company without a permit,
  • an individual is employed by a company (as opposed to being self-employed),
  • the number of non-EEA nationals permitted to work for a company is exceeded.

Internal Audit Unit have no additional planned use apart from possible use in future internal audit work of the Department.

The Companies Registration Office intends to exchange the PPS Number with Revenue in the context of using the ROS authentication system to verify the identity of persons signing forms filed under the Companies Acts.


Department of Environment, Heritage and Local Government

Updated: November 2008

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

Yes.

(ii) For what purpose(s)?

The PPS number is currently used as an identifier for applicants for both new house and thatching grants. In addition, the Department has requested that local authorities use the PPS Number to identify applicants for essential repairs, disabled, shared ownership, affordable housing and mortgage allowance grants which are administered by local authorities on behalf of the Department. A number of authorities are now supplying data with this number. The application for the Thatching Grant cannot proceed without the PPS number. All of the other grants mentioned, which are administered by the Local Authority request the PPS number but the data input in this Department can proceed without it.

The PPS Number is also used as an identifier for applicants or eligible households for the Rental Accommodation Scheme. The PPS Number along with other data in relation RAS eligible households is supplied by the Department of Social and Family Affairs to this Department, where it is then made available, through a data secure facility, to local authorities. The purpose of the provision of the PPS and other data is to allow local authorities identify RAS eligible households. RAS eligible households are households who have been in receipt of rent supplement for 18 months or more.

PPS numbers are also used in the triennial Housing Needs Assessment (HNA). They are not used as an identifier as such, but rather as a tool to identify duplicate applications in the national data warehouse [households can apply to more than one housing authority for housing support].

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

As above, the PPS number is provided to all local authorities

In addition to this, an annual return is made by this Department to the Revenue Commissioners with the details of all the landlords participating in the RAS and the payments that Local authorities have made to the landlords. The PPS Number or tax clearance certificate number of each landlord/accommodation provider is supplied to the Revenue as an identifier or reference number for the landlord within the return.

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

None, other than continued use to identify duplicates.


Department of Finance

Updated: June 2014

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

Yes

(ii) If so, for what purpose?

The PPS number is currently used in the Departments Core-Pay applications. i.e the Salary and Civil Service Pensions payment package, and the Time and Attendance system. The PPS Number is used as an unique reference. The PPS number is also used in the Event Publication Service (EPS) which distributes information (including the PPS number if one exists) to public bodies on all persons whose death has been registered with the General Register Office (GRO). The EPS is maintained by the GRO.

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

The PPS is used in all dealings with the Revenue Commissioners e.g. for tax free allowance purposes etc.

PMG Pensions Section use PPS numbers to compare its records with the database of deaths held by the GRO. This is a security check to ensure that pension payments do not continue to be made in respect of deceased persons.

(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.

Measures include User set ups and access levels (i.e. inputter, supervisor etc.) require authorisation by the Higher Executive Officer and Assistant Principal with responsibility for Control Section. Each user has his/her own individual logon/password. Reports outlining who has access to the system are provided to the Accounts Payable Control Section on a regular basis for review. Users who no longer require access are deleted from the system.

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.


Department of Foreign Affairs and Trade

Updated: August 2014

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

Yes

(ii) If so, for what purpose?

For tax clearance, professional services withholding tax and returns of payments.

By Human Resources Division when recording staff details on the Human Resources Management System (People Point) and when setting up staff on the Department's Internal Financial Management System for payment purposes. Human Resources also use the PPS number as an identifier on internal HR documentation and in correspondence with the HSE and the Department of Social Protection.

For payment by Electronic Fund Transfer

As a tool to protect against identity theft and passport fraud

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

Yes, with:

  • Office of the Revenue Commissioners, as per 2.1 above
  • The HSE and the Department of Social Protection in correspondence relating to sick leave of its staff and arrangements for its staff serving abroad.
  • Other Government Departments that use the Human Resource Management System (HRMS) when staff transfer between Departments.
  • Department of Social Protection for the purposes of production of the Public Services Card. PPS numbers are also used in communication with DSP in seeking to gain information in cases of suspected identity theft and passport fraud, as per 2.3 above

(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 Department has an appointed Data Protection Officer whose role is to ensure that the requirements of the Data Protection Act are fully met.


Department of Health

Updated: December 2013

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

Yes

(ii) If so, for what purpose?

(i) Under S.I. No. 273/2011, Returns of Payments (Government Departments and Other Bodies) Regulations 2011, this Department makes annual returns of payments to the Revenue Commissioners. These electronic returns include the “tax reference number” of each payee. In some cases the “tax reference number” may be an individual's PPSN. PAYE returns.

(ii) We receive reports from the Department of Public Expenditure and Reform in relation to our staffing numbers and they are sorted by PPSN - names are not included. The information for these reports is taken from this Department's HRMS (Human Resources Management System); this system is used by all Civil Service Departments. We are required to cross reference this report with a list from Corepay (our Accounts payroll system) to ensure numbers are accurate.  We also use PPSNs when contacting other Civil Service Departments HR Units when staff are transferring and when dealing with staff through our HR Shared Services (Peoplepoint)

(iii) The Payroll Unit in Accounts stores details of each employee's PPSNs. Routinely we would receive and supply details to/from other Departments which identify staff by PPSN as well as other personal details. 

(iv) We would receive PPSN details from TD's on behalf of constituents in relation to PQs which are then forwarded on to HSE for direct response. (These PPSNs not used by DoH).

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

The Revenue Commissioners, The purposes of the exchanges are as set out at 2 (i) above.
Other Civil Service Department's HR Units, as in 2(ii) & (iii) above The HSE as in 2(iv) above

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

Health Identifier 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


Department of Justice Equality

Updated: November 2013

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

Yes

(ii) If so, for what purpose?

In line with other Government Departments, the Human Resource Management System (HRMS) is managed on our behalf by CMOD. Records on this system use the PPS Number as an identifier.

The Departments Financial Shared Services Centre (FSS) also use the PPS number as part of the payroll and non-payroll payment functions it carries out in relation to the Department itself and its client organisations which are listed as follows;

  • The Department of Justice and Equality
  • An Garda Síochána
  • The Irish Prison Service
  • The Courts Service
  • The Property Registration Authority
  • The Department of Arts, Heritage and Gaeltacht
  • The Department of the Taoiseach
  • The National Museum
  • The National Library
  • The Revenue Commissioners.

The PPS number is used as part of the set-up of employees and suppliers on the payroll and financial management system to facilitate statutory tax deductions and returns to the Revenue Commissioners and also as a unique identifier at the time of set-up to ensure that payments are made to the correct employees and suppliers.

The PPS number is also retained on Tax Clearance Certificates for individual supplying goods and service to the Department and it client organisations.

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

The PPS Number is used by the Immigration Service (INIS) for data sharing purposes with the Department of Social Protection, the aim of which is to ascertain whether an individual is in receipt of social welfare. This is required as part of the decision making process across a number of immigration areas such as the naturalisation, family reunification and visa processes to determine if an applicant is or could be a burden on the State.

The Criminal Injuries Compensation Tribunal (CICT) uses the PPS Number in injury cases where losses of earnings arise. Details of social welfare benefits paid and/or details of net earnings may be required. In this regard, the CICT use the PPS number in correspondence with the Department of Social Protection and the Revenue Commissioners.

The Departments Financial Shared Services Centre (FSS) uses the PPS number in its interaction with the following Government Department/Offices;

  • Revenue Commissioners
  • Department of Social Protection
  • Department of Public Expenditure and Reform (pensions section).

The PPS Number is also exchanged with other Government Departments in the case of transfer of staff etc.
The purpose of such exchanges is to enhance service delivery to customers of the FSS and to meet obligations under legislation.

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

There are on-going discussions between INIS and the Department of Social Protection on how the PPS number might be used to more efficiently manage corresponding data held on each organisation's respective systems.

The PPS Number is also used to carry out statistical analysis in INIS and with the agreement of the Department of Social Protection it is proposed to use it into the future to identify patterns and trends which will assist the development of immigration policy.

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

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


Department of Public Expenditure and Reform

Updated: August 2014

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

Yes

(ii) For what purpose(s)?

The Department currently uses the PPS Number for identification purposes within the HR Strategy Unit, on the Human Resources Management system (HRMS), communications with the Chief Medical Officer's Office and with other Departments.

The Office of Government Procurement uses the PPS Number as a customer identifier within the Business Intelligence (BI) database for trade suppliers who do not have VAT numbers for business conducted with public sector bodies. This data is part of the spend transactional records we receive from public sector organisations.

The Pensions Section has the responsibility for the processing of pensions and superannuation benefits for certain non-delegated Departments in respect of civil servants on their retirement. The PPSN is requested on the application forms and is necessary in respect of the payment of pension payments and the legal requirement in respect of PAYE…etc. It is also required in cases where non periodic contributions in respect of Spouses & Children's Pension Scheme may need to be deducted which attract (depending on individual's circumstances) a refund of PAYE. In such cases this Department issues a certificate of the deduction made.

The Pension Section also has the responsibility of the Pensions Insolvency Payments Scheme (PIPS) processing pension benefits of those pensioners who join the PIPS scheme. The PPSN is requested on the application data and is necessary in respect of the payment of pension payments and the legal requirement in respect of PAYE etc.

The PPSN is also used to transact shared services for PeoplePoint, HR, Pensions and Payroll Shared Services for in-scope government departments/offices.

(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?

The Human Resources Strategy Unit exchanges the PPS number in dealings with other Departments only. The Department also transacts PPSN numbers within the shared services centres and across the SSC i.e. PeoplePoint to Payroll Shared Services Centres.

The Pensions Section, in respect of its legal obligations (as is the case with all employers) in making deductions, exchanges the PPSN with the Revenue Commissioners and Department of Social Protection as necessary.

Regarding the Pensions Insolvency Payments Scheme (PIPS) our third party administrator for the Waterford pensioners, B & E Enterprises, has access to PPSN numbers. The Paymaster General Office makes fortnightly pensions to other PIPS pensioners.

(iv) Does your organisation have any other plans involving the use of the PPS number? If so, the name of the relevant body and purpose(s) of exchange.

Yes. The Office of the Government Chief Information Officer (OGCIO) views the PPS number as a core element of the Data pillar in the ICT Strategy as it's a key identifier of citizens who interact with government 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. It is only used for the purposes outlined above. All paper files are stored in a secure location and only staff who work in the Division have access to the electronic files. Access to electronic files is restricted to staff of the Division. This is constantly kept under review and as soon as a member of staff leaves access to the electronic and storage system is immediately removed from them.

The Office of Government Procurement (OGP) has also signed a Data Sharing Agreement with all disclosing public sector organisations. The datasets containing the PPSN is held in a database hosted on the ICT infrastructure of the Department of Public Expenditure and Reform. Access to this Confidential Information is restricted to Office of Government Procurement staff and is used for data analytics.


The Revenue Commissioners

Updated: December 2008

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

Yes

(ii) For what purpose(s)?

It is used as an individual's Tax Reference number.

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

If so, the name of the relevant body and purpose(s) of exchange.

Revenue discloses taxpayer information relating to individuals or companies to a number of external bodies. The taxpayer information may include PPS numbers. The bodies are listed hereunder. The data is disclosed in accordance with specific statutory provisions contained in a variety of enactments.

  • Department of Enterprise, Trade and Employment / National Employment Rights Authority
  • Department of Social and Family Affairs
  • Central Statistics Office
  • Private Residential Tenancies Board
  • Personal Injuries Assessment Board
  • Private Security Services Agency
  • Local Authorities
  • Credit Unions

The purpose of such exchanges is to enhance service delivery to customers of Revenue and to meet obligations under specific enactments and legislation.

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

As required under statutory provisions.


Department of Social Protection

Updated: June 2009

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

Yes

(ii) For what purpose(s)?

As a unique Customer identifier for scheme/service provision and record retention.

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

Yes - This Department shares data, using the PPS Number as a common identifier, with the Public Service Agencies such as Government Departments, Local Authorities and Voluntary Hospitals. Please refer to Schedule 5 of the Social Welfare Consolidation Act 2005 for a detailed listing. The following are some examples:

  • The Revenue Commissioners
  • Department of Education and Skills
  • The General Registrars Office
  • Department of Agriculture, Fisheries and Food
  • Health Service Executive
  • Department of Foreign Affairs, Passport Office and
  • Irish Naturalisation and Immigration Service;

Sections 261 and 262 and Schedule 5 of the Social Welfare Consolidation Act 2005, as amended, provides the statutory basis for this data sharing.

The purpose of these exchanges is to allow for improved service delivery. As a unique identifier, the PPS Number facilitates speedy and accurate identification of individuals accessing public services.

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

The policy of this Department is to promote and facilitate the use of the PPS Number in accordance with legislative provisions.


Department of the Taoiseach

Updated: June 2014

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

The Department of the Taoiseach uses the PPSN at present.

(ii) If so, for what purpose?

It is used for payroll and HR management.

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

The Department of the Taoiseach operates its payroll as part of a shared service; therefore the PPS numbers are exchanged with the Financial Shared Service operated by the Department of Justice and Equality in Killarney.

As part of an external audit, on a yearly basis PPS numbers are exchanged with the Comptroller and Auditor General.

Our HR management system is run by the Department of Public Expenditure and Reform and they have access to the Department of the Taoiseach staff PPS numbers for reporting purposes and pensions.

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

The Department of the Taoiseach has no other plans involving the use of the PPS number.

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

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

Have you measures in place to ensure that the 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?

Within the Department, the PPS numbers are held and used by HR staff only. They are held electronically on a drive and the HR management database only accessible by HR staff. Hard copy files of staff members are retained in a locked room, in locked cabinets.


Department of Transport, Tourism and Sport

Updated: August 2014

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

  • Finance: Yes
  • Pensions, Pay & Leave (HR Division): Yes
  • Maritime Services: Yes
  • Road Transport Operator Licensing: Yes, PPSN is requested in the application forms for a Road Haulage Operator Licence, Road Passenger Transport Operator Licence and Driver Attestation.

(ii) For what purpose(s)?

  • Finance: As an identifier for PAYE/PRSI/Illness/Maternity purposes
  • Pensions, Pay & Leave (HR Division): As identifiers for this Department's staff in correspondence with PeoplePoint, the HR & Pensions Shared Services Centre.
  • Maritime Services: Collected for insertion into Irish Seafarer's Identity Cards and Irish Seafarer's Discharge Books
  • Road Transport Operator Licensing: For the identification and verification of applicants for the above documents.

(iii) Do you exchange the PPS Number with any external body?

  • Finance: Yes
  • Pensions, Pay & Leave (HR Division): Yes
  • Maritime Services: No
  • Road Transport Operator Licensing: Yes

(iii) (ctd). If so provide the name of the relevant bodies and the purpose(s) of the exchange.

  • Finance: Revenue in the context of P35 and P45 returns. PeoplePoint in the context of employees transferring/starting.
  • Pensions, Pay & Leave (HR Division): Only PeoplePoint except on the very rare occasions of correspondence from/to Dept. of Social Protection or the Revenue Commissioners.
  • Maritime Services: -
  • Road Transport Operator Licensing: Road Transport Operator Division exchanges information with CMOD of Department of Finance in order to verify the authenticity of PPSNs provided.

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

  • Finance: No changes planned at this point in time.
  • Pensions, Pay & Leave (HR Division): No change in current use.
  • Maritime Services: Continued use/collection
  • Road Transport Operator Licensing: Nil

(v) There are Eight Rules of Data Protection which govern the processing of personal data, that is,

  • 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?

  • Finance: PPS Numbers are held both on Corepay and on paper files.

Access to Corepay is the remit of Control Section, independent of Salaries. User set ups and access levels (i.e. inputter, supervisor etc) are only processed when authorised by the HEO and AP with responsibility for Control Section. Reports outlining who has access to the system are provided to the AP Control Section on a regular basis. Clients (including PeoplePoint) are contacted periodically and asked to confirm that those who have access are still part of the organisation and continue to require access. Users who no longer require access are deleted from the Corepay system.

Physical access to Salaries Section is controlled via swipe card access.

  • Pensions, Pay & Leave (HR Division): Yes
  • Maritime Services: Yes
    • Written format files stored securely in locked presses/offices, accessed only by authorised staff.
    • Electronic files on Seafarer's database, with restricted access to authorised staff, maintained securely on the Department's intranet
  • Road Transport Operator Licensing: PPSNs provided to Road Transport Operator Division electronically are stored in a secure licensing database. PPSNs provided in paper applications are stored in files that can only be accessed by staff.

Note on Department Functions listed

  • Finance: As in all Departments, Finance manages financing and accounting matters, (payments, Appropriation Account, PAC, etc.).
  • Pensions, Pay & Leave (HR Division): HR Division manages staff and retired staff interests for pensions, pay and leave.
  • Maritime Services: Maritime Services manages payments, registration and certification services for external customers involved in maritime activities.
  • Road Transport Operator Licensing: Licensing and related regulatory functions for commercial road haulage and road passenger transport operators in Ireland

The Public Appointments Service

Updated: Updated June 2009

(i) Does the Public Appointments Service (PAS) use the PPS Number at present?

Yes.

(ii) For what purpose(s)?

Applicants:

The PPS Number is currently captured at registration stage on publicjobs.ie. This assists in the identification and verification of applicants at various stages of the selection process and is used to identify duplicate applicants.

Central Applications Facility (CAF):

The PPS number submitted with a CAF application is used to cross check against civil/public service employment records to confirm the applicant is a serving civil/public servant.

Human Resources

  • The PPS number of PAS employees is held for HR and salary purposes.
  • The PPS number is requested from interview Board Members and is currently held on a database. This is required in the payment of fees and expenses.

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

Applicants:

  • The PPS Number of individuals being appointed is supplied to the HR Manager/ Personnel Officer of the employing public service organisation eg. civil service departments, local authorities, HSE etc.
  • In certain circumstances PAS is only involved in conducting interim stages of a selection process. In such cases the employing organisation may complete the final stage(s) of the process and PAS provides them with applicant's details, which may include their PPS Number.

Central Applications Facility (CAF):

  • The PPS Number of individuals expressing an interest in relocation to decentralising locations is printed on reports generated by PAS for relevant decentralising departments.
  • The Central Decentralisation Unit within the Department of Finance receives a copy of the data stored on the CAF (on request) in order to generate statistical reports. While these reports do not identify applicants by name, they contain individuals PPS numbers.

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

The PPS number will continue to be used for the purposes outlined above. There are no future plans for any changes to this at present.


Commission for Public Service Appointments:

Updated: February 2009

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

Yes

(ii) For what purpose(s)?

The PPS Number is used on matters relating to employees i.e. salary, tax issues and social welfare matters.

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

The Office uses the number for salary purposes with Salaries Section, Department of Finance who run the payroll for our office. We could also exchange the PPS Number with Revenue and Department of Social and Family Affairs as well as transfers of staff between the various other Government Departments.

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

The Office will continue to use the number as laid out in (iii) above.

Last modified:28/08/2014
 

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