PPSN Register of Users - Government Departments


Print page

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

 


Department of Agriculture, Food and the Marine

Updated: March 2017

(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.

In particular, for Teagasc,

  • (A). The PPSN is used for HR and Payroll administration purposes for those on Teagasc payrolls, and as an identifier for internal administrative systems such as the finance system. Payroll information is shared with the Revenue Commissioners.

  • (B). The PPSN is used to uniquely identify students within our Education Management systems and is used to transfer student results to Quality and Qualifications Ireland.

  • (C). The PPSN is used to uniquely identify advisory clients within our Client Information Management system. It is used as an identifier for clients and advisors to log in to some of Teagasc’s farmer and advisor online web applications. The use of the PPSN as a login identifier is being phased out for clients, but it will continue to be used as a unique identifier for students and third party advisors accessing Teagasc advisory 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 the Client Identity Services section of the Department of Social Protection 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.

Teagasc uses the PPSN during the exchange of employee, client and student related information with government departments and agencies, specifically the Department of Agriculture, Food and the Marine (DAFM), the Revenue Commissioners and Quality and Qualifications Ireland, in order to comply with legislative obligations and in its role as an agent of the DAFM.

The PPS Number is also included in data supplied to the Department of Social Protection 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.

Teagasc plans to reduce its use of PPSN wherever feasible, for example, some of its online web application systems currently require PPSN as a login identifier, but one by one, these systems are being brought under a new authentication system which requires PPSN only at registration time and only for students and third party advisors, and subsequently uses a different identifier.

(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 8 principles of Data Protection are observed by this Department in relation to the PPSN.

Yes, as below:

-Obtain and process the information fairly;
PPSN is provided on registration for the services provided by Teagasc:

  • Upon joining the organisation
  • Upon signing up as a student
  • Upon requesting access to an advisory web application

               
-Keep it only for one or more specified, explicit and lawful purposes;
The PPSN is used for the following purposes:

  • Payroll, HR, expenses and internal administration
  • Provision of Advisory Services to clients and non-Teagasc advisors
  • Provision of Education Services to clients

These services are delivered in accordance with Teagasc primary’s governing legalisation, the Agriculture (Research, Training and Advice) Act, 1988, and as an agent of the Department of Agriculture Food and the Marine in administering Schemes and legislation-backed services.

-Process it only in ways compatible with the purposes for which it was given to you initially;
PPS Numbers are used to uniquely identify people for administration purposes, either for internal administration such as payroll or for client, advisor or student management and identification, in relation to Knowledge Transfer activities (Advisory and Education) and are not used for other purposes.

-Keep it safe and secure;
PPS Numbers are stored on secure servers within the Teagasc ICT environment. Among the security measures in place are multifactor authentication controlling access and file encryption.

-Keep it accurate, complete and up-to-date;
As a persistent unique identifier for a person it is not necessary to update a PPSN. Checksums are used to ensure accuracy. Students must present documentary evidence of PPSN at registration time.

-Ensure that it is adequate, relevant and not excessive;
PPSN’s are only used for the purposes outlined above.

-Retain it no longer than is necessary for the specified purpose or purposes;
PPSN’s for Payroll purposes are retained for Pensions and Service Query purposes.
PPSN’s for Education purposes are retained for Record of Education purposes. Teagasc is eliminating the use of PPSN as a means of uniquely identifying clients for system authentication. It will retain its use for students and third party advisors and these details are removed on completion of their access periods.

-Give a copy of his/her personal data to an individual, on request.
Teagasc has a Data Access Request policy that allows individuals to view their personal data held by Teagasc

 


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: November 2015

(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.

An employer number (which may be a 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: August 2015

1. Department of Defence

(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:

  1. Department of Social Protection
  2. Financial Institutions
  3. Revenue Commissioners
  4. Paymaster General
  5. Passport Office at Department of Foreign Affairs
  6. PeoplePoint, the HR Leave and Pensions Shared Service

The main purpose of exchange of the PPSN to the above is:

  1. As identification reference when contacting the Department of Social Protection 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.
  2. 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
  3. As identification reference when contacting the Office of the Revenue Commissioners in connection with PAYE and PRSI matters.
  4. As identification reference when submitting pension form/instructions to Paymaster General's Office in respect of Civil Servants and Civilian Employees.
  5. Included on the Passport Application form for Official Passports
  6. In dealings with PeoplePoint the PPSN is one of the main staff identifiers.

(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.

2. Defence Forces Pension Scheme:

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 Protection and the obtaining of date of death and next of kin details from DSP.

(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 DSP 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 DSP or General Registrar's Office.
  • Checking with DSP 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 with DSP regarding 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?

This service will not be provided by the Department of Defence following its move to the Payroll Shared Service Centre in the near future.

3. Defence Forces:

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 individual’s 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 share PPS Numbers with external bodies with the exception of: 

  • Department of Defence for payroll and income tax purposes.
  • Passport Office of the Department of Foreign Affairs for the issuance of Official Passports.

(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.

From a Data Protection perspective a model contract is currently under development in conjunction with the Director of Legal Services to ensure the safe-guarding and fair processing of personal data and sensitive personal data supplied by the Defence Forces to outside agencies.


Department of Education and Skills

Updated: July 2016

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

  1. 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
    • Payment of home tutors on the Non-Teaching Staff payroll.
    • Pensions payroll for retired staff in categories 1 to 4 above
    • Administration of arrangements for payment of pension to former Carysfort College of Education staff.

  2. 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
  3. Human Resource Management System (HRMS) and the Financial Management System (FMS)
  4. PPS Numbers are used as a supplementary method of identifying some suppliers on the FMS.
  5. The Department uses the PPS Number as the unique identifier for all primary school children entered into the Departments Primary On-Line Database (POD), post-primary students on its Post-Primary Pupil Database (PPPDB) and Pupil Entity database.
  6. 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
  7. 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
  8. The Department requests PPS Numbers under the Scholarship/Bursary and Student Grant Schemes and Pilot Support Scheme 2015.
  9. PPSN is used for Home Tuition scheme as the unique identifier for parents, home tutors and children
  10. PPSN is collected for Irish teachers who are seconded to the European schools on an annual basis.
  11. The PPSN is included on CVs of employees of the Visiting Teacher Service
  12. The PPSN is used in relation to secondments of teachers or in relation to salaries paid by DCU on behalf of the Department
  13. The PPS Number is used as a unique identifier for children in the Early Start Programme
  14. The PPS Number is used in the administration of the July Programme
  15. PPS Number is used as the unique identifier for European Globalisation Adjustment Fund (EGF) operations and training for the unemployed and for individuals who have received education and training under various European Globalisation Funding programmes.
  16. The PPSN is used for verification purposes for potential pilot surveys regarding primary school patronage
  17. The PPSN is used for verification purposes in relation to the Redeployment Protocols under the Croke Park and Haddington Road Agreements
  18. PPSNs are used as an identifier for payments on behalf of Section 29 Appeal Committee members
  19. The PPSN is used as a unique identifier in the administration of the following schemes: (a) Incremental Credit schemes for teachers and Special Needs Assistants, (b) Foreign Language Assistants scheme,(c) French/German Teacher Exchange schemes, (d) Qualification Allowances for teachers, (e) Secondments (f) Job-Sharing (g) Teacher Exchange (Primary) (h) Administrative leave and leave of absence schemes.

(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:

    • As an identifier when recruiting new staff or when staff transfer to another Department
    • When recouping money from Department of Social Protection in relation to sick leave/maternity benefit
    • To check Central Applications Facility (CAF) status of applicants with the Public Appointments Service (PAS)
    • 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 and new eTax Clearance Procedures under Section 95 of the Finance Act effective 1st January 2016.
  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, PPSNs 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. This information collected is consistent with the provisions of the Student Support Act 2011, the Student Grant Regulations 2015 and the Student Grant Scheme 2015. Also in assessing student’s eligibility under the Pilot Support Scheme 2015.
  9. In the case of 9 above, the PPSN of parents, Home Tutors and children are used as a unique identifier in order to facilitate returns to the Revenue Commissioners in respect of payments made from public funds.
  10. In the case of 10 above, the PPSN is used as an identifier for Irish teachers seconded to European schools.
  11. In the case of 11 above the PPSN 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, 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, Post-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 and to verify the eligibility for funding prior to certifying the expenditure returns to the Certifying Authority in the Department.
  16. In the case of 16 above, for verification purposes of respondents to potential surveys of parental preferences regarding primary school patronage
  17. In the case of 17 above, the PPSNs are collected and used as a unique identifier for individuals in relation to the Redeployment Protocols under the Croke Park and Haddington Road Agreements
  18. In the case of 18 above, to process payments to Section 29 Appeal Committee members (Section 29 Education Act 1998)
  19. In the case of 19 above, the PPSN is used as a unique identifier in the: administration of leave schemes for teachers, SNAs, Clerical Officers caretakers, French/German Exchange schemes, processing of teacher qualification allowances and administration of Incremental Credit schemes for teachers and SNAs.

(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 illness benefit data with the Department of Social Protection
    3. Payment schedule listings for the PMG's office
    4. Agency used for printing and packing P60s, PRD 60s and certificates for staff on Department of Education and Skills payrolls
    5. Revenue Commissioners – Managed Services Providers for the Department's On-Line Claims System which records staff absences and facilitates salary payment to replacement staff.
    6. With the national coordinator of the Circus & Fairground Support Service who submits claims on behalf of teachers
    7. With the relevant Education & Training Board (ETB) in the case of seconded teachers to the Department's Payroll Division/ETB Payroll
    8. St. Patrick's College Drumcondra who administer the pension payments to former staff of Carysfort College of Education
    9. Teacher registration data with the Teaching Council of Ireland
    10. Transfer of teaching service data with ETBs

  2. 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), the Education Research Centre in Drumcondra, the CSO under the Statistics Acts, Student Universal Support Ireland, (SUSI) in order to confirm enrolment histories of grant applicants, PPSN of tutors, parents and children in receipt of home tuition shared with the Education and Welfare Service (EWS) of The Child and Family Agency. 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. In terms of primary school children, who are entered into the Departments POD, the exchange of data is with the DSP and the Department of Public Expenditure and Reform for verification and validation purposes and the CSO under the Statistics Acts. 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
  3. 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
  4. 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
  5. In the case of the Home Tuition scheme, the PPS Numbers of parents, tutors and children are included in the returns made by the Department to the Revenue Commissioners. The PPS Numbers of children may be shared with the Education and Welfare Service (EWS) of The Child and Family Agency. However, in the case of maternity related absences, it is only shared with the school
  6. 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.
  7. 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.
  8. 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 (Single Scheme and Other Provisions Act) No. 37 of 2012

  9. In the case of EGF operations and training for the unemployed, and in order to verify eligibility under EGF and ESF co-funded training programmes, the PPSN is shared with:

    1. Solas
    2. Higher Education Authority/Institutions
    3. Enterprise Ireland
    4. Education and Training Boards
    5. Local Enterprise Offices
    6. Department of Social Protection
    7. Consultants used by EGF for the provision of auditing services
    8. Office of the Revenue Commissioners
    9. Skillnets Ltd

  10. 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.
  11. In relation to the Redeployment Protocols under the Croke Park and Haddington Road Agreements, the numbers are forwarded to the Public Appointments Service who operate the Public Service Redeployment Scheme.

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

  1. The PPSN will be used to identify pupils who do not make the transition from primary to post-primary, the PPSN is used as the unique identifier in both the primary online database (POD) and in the post-primary online database (PPOD).
  2. 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.
  3. The PPSN of students enrolled for the Post-Leaving Certificate (PLC) may be shared with Solas in future years as responsibility for elements of this programme moves from the Department to the new Solas agency.
  4. The PPSNs of applicants under the Higher Education Access Route (HEAR) to verify the applicants' enrolment histories in post-primary education. HEAR is a college and university admissions scheme which offers places on reduced points and extra college support to school leavers from socio-economically disadvantaged backgrounds who have completed an Irish Leaving Certificate
  5. To share data with the National Council for Special Education, under the Education Welfare Act, in order to assist in supporting resource allocation in relation to pupils with special educational needs
  6. To share data with the Child and Family Agency, under the Education Welfare Act, to ensure that each child of compulsory school age is in receipt of an education.
  7. To share data with the DSP in relation to child benefit queries made directly to schools.
  8. To share data with the HSE in relation to a school vaccination programme.

(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 devices at link


Register of Users

Department of Jobs, Enterprise and Innovation Return

Updated: July 2016

1. Does your organisation use the PPSN at present?

Yes

2. If so, for what purpose?

The Department uses the PPS Number in the following business units:

HR Unit: The PPS Number is used for the administration of each staff member's personnel record in the Department. The PPS Number is recorded by HR 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 is also recorded on individual staff member's paper Personnel files. In addition, the PPS Number is forwarded by HR Unit to our Finance Unit in order to process salary payments for all staff members.

Finance Unit: PPS Numbers are recorded on the Department's payroll system and used on a range of statutory forms such as P45s, P60s and P35s. PPS No Numbers are also referenced in respect of correspondence with a range of financial institutions, on foot of requests from individual payroll members.

Employment Permits Unit: When applying for an Employment Permit evidence of a PPS Number is required if an individual is already working in the State.

Internal Audit Unit : The PPS Number is used in the conducting of internal audits of any area of the Department.

Workplace Relations Commission : PPS Numbers are used as reliable identifiers in 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. Adjudication Officers of the Workplace Relations Commission, the Labour Court and the Employment Appeals Tribunal use the PPS Number as a means of recording details and identifying an individual who has taken a case

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.

 

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?

HR Unit: HR transactional activity is now the responsibility of PeoplePoint – HR and Pensions Shared Services. As such, PeoplePoint have access to all data on the HRMS system and use the PPS number as a unique identifier.  PeoplePoint are bound by the Data Protection Policy for Civil Service Shared Service Centres.

Finance Unit: PPS numbers are included on the Department's annual P35 return to the Revenue Commissioners and also as part of processing P45 forms in respect of entries onto and exits from payroll.  PPS Numbers are also exchanged with Peoplepoint for amendments to payroll instructions in respect of Departmental staff, and, for the purpose of on-going comparison audits between Peoplepoint and the Department's payroll function.

Finance Unit is also required to provide PPS Numbers to the Central Statistics Office (CSO) as participants in the Earnings, Hours and Employment Costs Survey (EHECS).  It should be noted that the CSO is on the Department of Social Protection’s Register of Users.

Employment Permits Unit: 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, as amended, permits exchanges of certain information by the Minister for Jobs, Enterprise and Innovation, the Minister for Social Protection, the Garda Síochána, the Minister for Justice and Equality, and the Revenue Commissioners which are reasonably necessary for the exercise of their respective statutory functions.

Internal Audit Unit:  Internal Audit Unit would not have any reason to exchange PPS Number details with any external body.
Workplace Relations Commission: In respect of the Inspection and Enforcement Division of the WRC, PPS Number may feature in material forwarded to prosecuting Solicitors

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

 

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

HR Unit: No

Finance Unit: Not at this juncture.  It should be noted, however, that the Department is scheduled to migrate to a payroll shared service function in the first quarter of 2017. This will involve the transmission of PPSN data to the payroll shared services function.

Employment Permits Unit:  It is intended to use the PPS Number records available to compare to records held by the Minister for Social Protection to determine in certain cases if:

  • an individual is working for the company named on the permit;      
  • an individual is working for a company without a permit; and,
  • an individual is employed by a company (as opposed to being self-employed).

Internal Audit Unit: The Unit has no additional plans use PPS number records apart from possible use in future internal audit work of the Department.
Workplace Relations Commission: The Unit has no additional plans at present to use PPS number.
Companies Registration Office: The Office has no plans at present to use 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?

HR Unit: Data relating to Public Service Identity is held on an electronic system which is password protected and only accessible to authorised users in HR Unit.  HR staff are aware and reminded periodically of the importance of adhering to the rules of Data Protection. Staff are acutely conscious of the importance of the security of Public Service Identity data which is held on paper records and access to the area in which it is held is kept secure. Measures are in place to ensure robust data protection practices e.g. password protection, files placed face downwards on desks, computers set for screensavers after a short period.

 

Finance Unit: All public service data is held on the Department’s payroll platform which has restricted, dedicated access and is password protected.  Such data is only used for the purpose for which it is provided, namely the timely and accurate payment of salaries to staff.

Employment Permits Unit: There are adequate measures in place to ensure that the PPSN data is secure and is processed and accessible only for the stated purposes.

Internal Audit Unit: All details of specific PPS Numbers are removed from any audit report issued. All physical files are kept securely in locked cabinets and electronic files have restricted access. If PPS numbers were required for a particular audit it would be requested separately for each audit from the particular section being audited and would only be used for this agreed purpose, with the detail and amount of PPS numbers being requested being kept to a minimum.

Workplace Relations Commission:  The Workplace Relations Commission has a Memorandum of Understanding with the Department of Social Protection regarding access to computer records.  Authorised Officers of the Inspection and Enforcement Division of the Workplace Relations Commission have access to the INFOSYS application of the Department of Social Protection.  All officers sign an undertaking to the effect that they understand and agree to comply with the requirements of the Data Protection Acts 1998 and 2003 in relation to their use of the INFOYSS application.  They also

  • undertake to comply with the provisions of social Welfare legislation in relation to the use of the PPSN,
  • that they will not disclose personal data to any unauthorised person,
  • that they agree that access to or the use of the data other than for business purposes is a breach of their obligations under the Data Protection Acts, and
  • accept that they are fully responsible for all activity logged through their individual accounts.

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

Departmental Overview: Earlier this year, all staff in the Department were reminded, by e mail, of the eight rules of Data Protection which govern the processing of personal data. The Department’s Freedom of Information/ Data Protection Unit will be providing short (half day) training sessions on the Freedom of Information and Data Protection Acts in June to ensure that staff who recently joined the Department, or who have been promoted recently, are aware of the main provisions of this legislation. Following the roll out of this training, consideration will then be given to the provision of more formal training by an external training provider.


 

Material Regarding the Office of the Director of Corporate Enforcement (ODCE)

The ODCE notes that Section 56 of the Company Law Enforcement Act 2001 provided that liquidators of all insolvent companies were required to provide the ODCE with a Report, in the prescribed form, within 6 months of their appointment and at such further intervals as may be required by the ODCE.   On 27 June, 2002, the then Minister for Enterprise, Trade and Employment, Ms Mary Harney, signed Statutory Instrument 324/2002 prescribing the form to be used in making the report (the “Section 56 Report”). 
This statutory form included a requirement that the PPS Numbers of the directors of insolvent companies should be provided and, on foot of this requirement, the ODCE was in receipt of PPS numbers between then and 2015 (though the Office did not seek such numbers where they were not provided in the Reports submitted).  The Companies Act, 2014 came into force on 1 June, 2015 and new regulations prescribing the equivalent form (Section 683 Report) no longer includes the requirement to provide PPS numbers.
Following the recent request from DSP for an update on use of PPS numbers, the ODCE have reviewed the basis on which these numbers were received by them.  While the numbers were requested on foot of a form prescribed in legislation, albeit secondary legislation, and the requirement was established by the Minister who is a “specified body” for the purposes of the Social Welfare Acts, there is a concern that the ODCE was not explicitly prescribed as a “specified body” .  It is arguable that, as the ODCE is an “office of the Department”, that they are covered by the Minister’s designation. 
As the numbers are no longer being provided since the ODCE moved to the new report form last year, there is no current issue.  However, for the avoidance of doubt in relation to the numbers provided historically, ODCE have now decided to delete them from their records by taking the following steps:
·     The electronic recordings of such numbers in ODCE's case database will be deleted forthwith;
·     A programme of deletion of any numbers provided to the ODCE in the past will be undertaken whenever any officer of the Office is reviewing any file containing such numbers;
·     As part of the ODCE's records management policy, the Office will be proceeding to delete old paper files where there is no longer any reason to retain the documents (subject to appropriate archiving protocols).
In this manner, all records of PPS numbers will be deleted in due course.
It is understood that the requirement to provide PPS numbers in the Section 56 Report form was intended to assist with precise identification of individuals.  However, in practice, the numbers were not used by the Office.  Furthermore, the numbers would not have been passed on to any other party (with the possible exception of an extremely small number of cases, where it was considered appropriate to give other regulatory bodies, such as Revenue and the Central Bank, copies of section 56 reports to assist them with their investigations.


The Workplace Relations act 2015 commenced on 1 October 2015.  The functions of the National Employment Rights Authority were subsumed into commission and are performed by the Inspection and enforcement Division   

Department of Finance

Updated:  October 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 a 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.

The Minister for Finance and the National Treasury Management Agency (" the NTMA") are each a ‘specified body’ for the purposes of sections 262 to 270 and schedule 5 of the Social Welfare Consolidation Act 2005, as amended. This provides the power to the NTMA, acting on behalf of the Minister for Finance, to request holders of State Savings products to provide their PPS Number for the purposes of verifying the identity of such holders and to serve as a unique identifier of such holders.

Further details are of the NTMAs use of PPS numbers available at http://www.welfare.ie/en/Pages/PPSN-Register-of-Users---Other-Users.aspx#ntma

 

(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.

 

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

Yes.

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.

 


Department of Foreign Affairs and Trade

Updated: August 2016

(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: August 2015

(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). 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.

(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?

The Department of Health for internal administrative purposes has no immediate plans for further use of PPSN’s

(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 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: June 2016

(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 Pensions Section, for the proper operation of public service pension schemes, including the estimation of the accrued pension liability as required by EU Regulation, collects PPSN level data on pensioners in receipt of a public service pension from relevant authorities.

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: October 2014

 

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

Yes

 

(ii) If so for what purpose? 

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

 

(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 discloses taxpayer information relating to individuals or companies to a number of external bodies. The taxpayer information may include PPS numbers. The data is disclosed in accordance with specific statutory provisions contained in a variety of enactments. Some of the bodies are listed hereunder and a full list is contained in the Public Register, which is available on the Data Protection Commissioner’s website.

 

  • Department of Jobs, Enterprise and Innovation/National Employment Rights Authority
  • Department of Social Protection
  • Department of Agriculture, Food & Marine
  • Health Service Executive
  • Revenue Sheriffs
  • An Garda Siochána/Criminal Assets Bureau
  • Department of Education & Skills     
  • Student Universal Support Ireland (SUSI)
  • Department of the Environment, Community and Local Government
  • Office of the Director of Corporate Enforcement

 

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

 

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

As required under statutory provisions.

 

(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? 

Revenue has a Data Controller appointed by the Board pursuant to Section 1 of the Data Protection Acts who has overall responsibility for driving data protection policy and management. A code of practice for the protection of personal data in Revenue was introduced in 2013 and was developed in conjunction with the Office of the Data Protection Commissioner (ODPC). It is designed to give operational meaning to the principles of data protection set out in the Data Protection Acts. Senior management are accountable in that they are required to report data breaches to the Data Controller and which are logged in a data breach register which the ODPC may access.

In addition to the statutory provisions for the disclosure of information referred to at 3 above, Revenue has put in place Data Exchange agreements with the bodies concerned in consultation with the ODPC. These agreements detail the obligations on the parties in relation to data security, access, storage and retention and include an audit clause which permits Revenue to audit compliance with data protection requirements relating to Revenue business.

Furthermore, all Revenue officials are bound by the Official Secrets Acts, the Civil Service Code of Standards and Behaviour and the Revenue Code of Ethics.  As well as those safeguards, Section 851A of the Taxes Consolidation Act 1997 introduced criminal sanctions for unauthorised disclosure of taxpayer information.

 


Department of Social Protection

Updated: June 2017

 

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

Yes

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

The Department of Social Protection uses the PPS number as a unique client identifier across a range of schemes and services.

The PPS number is used as an identifier in matters relating to employees; including payroll, PMDS, time and attendance and utilisation of business systems

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

In order to carry out its statutory functions, the Department of Social Protection may use an agent to carry out those public functions. The agents in this instance are considered to be a specified body for those purposes alone for e.g. An Post for payment purposes.

(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 of Social Protection only exchanges the PPS number in accordance with specific statutory provisions .The purpose of such exchanges is to enhance delivery of public services and to meet obligations under specific enactments and legislation. As mentioned above, in some instances the Department requires the utlisation of agents to carry out certain statutory functions. In particular, with regard to the Treatment Benefit schemes, as part of the application process the PPS number is collected by opticians, dentists and audiologists who participate in administering the scheme.

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

It is the policy of the Department of Social Protection to promote and facilitate the use of the PPS Number in accordance with legislative provisions.

(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?

As one of the largest data controllers in the State, the Department of Social Protection is committed to protecting the rights and privacy of individuals in accordance with the Data Protection Acts 1988 and 2003.

The Department needs to process certain personal data about its clients in order to administer its functions and to meet its statutory obligations. The Acts also provide that a "duty of care" is owed to the Department’s clients to ensure that the processing of data does not cause damage or distress to those concerned.

The Department is committed to promoting and supporting the development and implementation of an information security and data protection culture which compliments and underpins its corporate governance process.
Towards this end, the organisation has an extensive suite of data protection and information security policies, standards, procedures and guidelines in place. These are communicated on an ongoing basis to our staff and high standards are expected in relation to the handling and processing of personal client information.

The Department has secure IT systems and requires that staff only access data that they have a specific business reason to access. In addition the Department has an Information Security Guidebook that covers staff responsibilities in terms of non IT files, storage, access and security.

 


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:08/06/2017
 

 Related Topics