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An Foras Aiseanna Saothair (FÁS)

Updated: March 2010

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

Yes, FÁS use the PPS Number

(ii) For what purposes(s)

  • For FÁS Client Database Management
  • For P.R.S.I returns in respect of clients who have received a Training Allowance or Employment Programme payment
  • To target and offer services to specific client groups – persons with a disability, Long Term Unemployed, Travellers etc.
  • For the operation and management of the FÁS payroll system including normal P.A.Y.E and P.R.S.I deductions and returns to the Revenue.

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

  • Live-Register data exchange with Dept. Social and Family Affairs (DSFA)
  • DSFA – Programme Starters and Finishers – to prevent the possibility of double payments.
  • DSFA – National Employment Action Plan. Targeting of 'live register clients'.
  • Local Employment Services Offices have use of the FÁS system under a contractual arrangement.
  • Revenue Commissioners regarding payments on FÁS Programmes and for the operation of the internal FÁS payroll system.
  • FETAC regarding Training Course Certificate purposes.
  • Department of Enterprise, Trade and Employment – for the processing of Work Permits.

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

  • A link into the Reach/Oasis initiative or replacement initiative
  • On-Line Registration for FÁS services

Coillte Teoranta

Updated: August 2013

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

Yes

(ii) If so, for what purpose?

Payroll purposes including the standard Revenue and Social Welfare payroll interactions in relation to Coillte's staff
PPS No's are used to record training given to people who are external to Coillte (i.e. people who are not employees).

(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 PPSN is shared with the Revenue Commissioners and the Department of Social Welfare for the purposes of tax returns and social welfare claims respectively;
       
(iv) Does your organisation have any other plans involving the use of the PPS number?

No plans to use the PPS number for any other use.

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

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

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

We have policies and controls in place to ensure the PPS is securely kept and that it is only used in connection with the purpose for which it was collected.


Central Applications Office

Updated: November 2015

1. Does your organisation use the PPSN at present?

Yes.

2. If so, for what purpose?

CAO were approached by officials from the Department of Education and Science and asked to assist in the transfer of the PPS Number from second level records to records held by Higher Education Institutions (HEIs).
The following arrangements have been put in place:

  • The State Examinations Commission passes examination candidate records to CAO, these records now include a PPS Number.
  • CAO matches applicants with examination candidate records and verifies the match by writing to applicants.
  • CAO passes applicant records including PPS Number to the HEIs that the applicant has applied to.
  • QQI uses PPSN as the primary identifier on it's results records database. Applicants presenting QQI FET qualifications provide CAO with their PPSN. QQI presents CAO with an extract from their QQI FET database and CAO uses the PPSN to match applicants and QQI/FET candidates.
  • Once on file and verified, CAO uses PPSN to seek and verify additional examination candidate data relating to CAO applicants.
  • Applicants applying for the HEAR scheme and indicating possession of a Medical Card/GP visit card are required to provide PPSN for verification with HSE.

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

Higher Education Institutions (HEIs) as explained at (ii) above.
SEC for purpose above.
QQI for purpose above.
HSE for purpose above.

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

It may be possible to use PPSN for verification of other indicators in the HEAR and DARE schemes further to the above.

5. There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: -

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

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

Yes.


    Central Statistics Office

    Updated: September 2015

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

    The CSO uses the PPS number as follows. All usage is under the terms of the Statistics Act, 1993, and is in line with Data Protection legislation.

    • The PPS number is a field on the records obtained from the General Register Office as part of the Births Notification Form.
    • The PPS number is collected directly from the public, as part of the data collection process, in the following CSO statistical surveys: Survey on Income and Living Conditions (SILC); Quarterly National Household Survey (QNHS); Household Finance and Consumption Survey (HFCS).
    • Business enterprises provide the PPS numbers for a selected sample of employees as part of the National Employment Survey (NES)
    • The CSO regularly receives data files containing the PPS number from other public authorities. (Under the Statistics Act, the CSO has the right of access to the records of public authorities for purely statistical purposes.)

    (ii) For what purpose(s)?

    PPS numbers are used by the CSO for statistical purposes only, in accordance with the terms of the Statistics Act. By matching datasets from different sources, using the PPS number as the common identifier, the CSO is able to conduct broader statistical analysis of cross-cutting topics, while aiming to minimize the response burden on survey participants.

    Each individual data matching project is performed only if it complies in full with the terms of the CSO Data Protocol. This Protocol, which covers data linkage policy and procedures, was formally agreed with the Data Protection Commissioner and is available at www.cso.ie. A register of statistical data linkage projects is also made available on the CSO website.

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

    The CSO does not provide the PPS number, or any other identifiable personal data, to any external body. To do so would be a breach of statistical legislation and would amount to a serious offence. All data collected or obtained under the Statistics Act is strictly confidential, is accessible only to Officers of Statistics, and may be used only for exclusively statistical purposes. All Officers of Statistics must sign a Declaration of Secrecy, as specified in the Act.

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

    There are no plans to change the current use of PPS Numbers

    (V) 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 CSO has measures in place to ensure the PPSN is securely kept and that it is only used in connection with the purpose for which it was collected, i.e.statistical purposes in accordance with the Statistics Act, 1993. Strict data management and security policies are in place and the PPSN is removed from datasets before statistical analysis is carried out.

     


    The Companies Registration Office

    Updated: October 2015

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

    Yes, as described beneath.

    (ii) If so, for what purpose?

    The CRO requires our customers to provide the PPSN number as a unique identifier in validating their registration with us.

    (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 CRO does not exchange PPS numbers with any other body

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

    The CRO does not currently have any plans to make any additional 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?

    Yes, the CRO has an industry standard computer system in place to ensure the security and integrity of all the data it holds.


    Enterprise Ireland

    Updated: February 2016

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

    Yes; Enterprise Ireland use the PPS No. at present.

    (ii) For what purpose(s)?

    Enterprise Ireland use the PPS No. both as a unique identifier and as the principle means of validating Clients who are seeking funding from the organisation where a company has not been formed and therefore ther is no CRO number.

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

    No, Enterprise Ireland does not exchange the PPS numbers with any external body.

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

    No Enterprise Ireland has no other plans involving the use of PPS numbers.

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

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

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

    Yes


    General Medical Services Payments Board

    (i) Does the Board use the PPS Number at present?

    Yes.

    (ii) For what purpose(s)?

    Drugs Payment Scheme.

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

    Health Boards.

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

    Unique Health Identifier.

     


    Health and Social Care Professionals Council (known as Coru)

    Updated:  October 2015

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

    Yes

    (ii) For what purpose(s)?

    CORU uses the PPS number during the process of registration in order to determine that a health and social care professional is not already registered by CORU, thereby preventing duplicate records. The Council also uses a combination of surname and date of birth to ensure that a person is not recorded twice on the register. CORU’s primary identifier will be the Registration Number. This number is required when persons are availing of services provided by CORU including the renewal of registration.

    CORU records the PPS number on the Professionals' specific Register of Health and Social Care Professions Council during the process of registration and will use it occasionally as one of several possible fields of information (including date of birth, employee number, address etc.) to verify the identity of a health and social care professional when he or she contacts CORU.

    (iii) Does the Health and Social Care Professionals Council exchange the PPS Number with any external body? If so, please name the relevant bodies and state the purpose(s) of the exchange.

    No

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

    CORU has no extended or additional plans for the use of the PPS number beyond what it is stated above.


    The Higher Education Authority (An tUdaras um Ard-Oideachas)

    Updated: September 2015

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

    Yes.

    (ii) For what purpose(s)?

    1. The HEA uses the PPS No. in respect of payroll returns which are made to the Revenue Commissioners.
    2. The HEA is required to provide SOLAS the PPS No. of participants of a SOLAS work placement scheme/Job-bridge scheme. (we currently have no work placements)
    3. The HEA Student Records System uses the PPS No. to identify duplicates within the 3rd Level educational system as the PPS No. is vital in terms of a student identifier. The HEA do not have a direct means to actually identify an individual per se as it cannot search PPS or CAO numbers against any dataset to produce an individual name and address.

       

      HEA and SUSI (on behalf of CDETB) have agreed to exchange and process data in accordance with a memorandum of agreement.

    4. The HEA provides data to the Department of Education and Skills under an administrative agreement concerned with the European Globalisation Fund

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

    1. The HEA exchanges the PPS No. with Revenue Commissioners for payroll returns.
    2. The HEA exchanges the PPS No. with SOLAS only in respect of participants of a SOLAS work placement scheme.
    3. The HEA exchanges PPSN with SUSI. The process is as follows: SUSI will provide to HEA data comprising the Personal Public Service Number (PPSN), Grant Reference number and date of birth of student grant applicants in the 2014-15 academic year and subsequent academic years.
      HEA will provide to SUSI data comprising the Personal Public Service Numbers (PPSN) in respect of each student grant applicant record as provided by SUSI, together with an indicator of whether or not a corresponding student record exists in the HEA Student Records System (SRS).
      HEA will provide to SUSI, in respect of each grant applicant the  corresponding graduate student record  and enrolment student record that exists in the SRS for each academic year from 2007/08, the return year, the course title, the programme type code, the NFQ  level, the higher education institution and the student status.
    4. The HEA and DES have concluded a Service Level Agreement and Personal Data Exchange Contract. A copy of the Data Exchange Contract is attached.

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

    None, but the Department of Social Protection will be advised of any developments in this regard.

    (v) Eight data-protection rules

    • 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 HEA can confirm that it adheres to the 8 rules.

     


    Irish Prison Service (IPS)

    Updated: November 2015

    Irish Prison Service (IPS) response to Query from Department of Social & Family Affairs regarding usage of Personal Public Service Number (PPSN).

    (i) Does the IPS use the PPS no?

    Yes, as part of a 'specified body' under the Social Welfare Acts, namely the Department of Justice and Equality.

    (ii) If so for what purpose?

    HR administration in IPS HQ

    • When staff are recruited, personnel details including PPSN are stored on personnel database DataEase.
    • PPSN is cited on the following forms/correspondence:
      • EGen24 when an officer is retiring.
      • Requests by an officer for an estimate of pension for family law purposes or ill health
      • Setting up staff on payroll – information sent to DJELR Financial Shared Services
      • Authorisation forms for maternity leave.
      • Social Welfare Certificates for Class A PRSI.
      • Correspondence with Department of Social Protection and with the Revenue Commissioners
      • Referrals to Chief Medical Officer

    Prisoners who wish to register with FETAC for educational certification

    • IPS uses PPSN (supplied by prisoner or by Department of Social Protection) to register relevant prisoners who intend to participate in certified courses of further education.

    (iii) Does IPS exchange PPSN with external bodies?

    HR administration in IPS HQ

    Information sent to:

    • Department of Social Protect
    • Revenue Commissioners
    • Dept of Finance (Pensions Section)

    Prisoners who wish to register with FETAC for educational certification

    • FETAC

    (iv) Future plans for the use of PPSN?

    The IPS has no plans for the use of PPSN at this time


    Irish Water

    Please Note: Revised information relating to Irish Water and the PPS Number

    • On 19th November 2014 the Government announced a change relating to the system for water charges.
    • As part of this package, the Department of Social Protection will be administering the new Water Conservation Grant of €100. Arising from the revised charging structure, Irish Water itself will no longer require PPS Numbers and there will no longer be a need for Irish Water to be listed as a specified body in Schedule 5 of the Social Welfare Consolidation Act.
    • Therefore, the only time that householders will have to provide their PPS Number is when they are registering for the €100 Water Conservation Grant from the Department of Social Protection.
    • While the Government intends making the necessary amendment to Schedule 5 of the Social Welfare Consolidation Act, there are a number of related changes that also need to be made at the same time.
    • For instance, the Data Protection Commissioner will oversee the deletion of all PPS data held by Irish Water in the case of those people who have already registered with the company and provided their details.
    • The Minister for the Environment, Community and Local Government will shortly be bringing forward legislation to provide for the various changes announced on 19th November, including the deletion of all PPS data held by Irish Water and the deletion of the reference to Irish Water from Schedule 5 to the Social Welfare Consolidation Act.

    Updated: September 2014

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

    Yes, it is requested as part of our customer validation process since 1 September 2014

    (ii) If so, for what purpose?

    Irish Water will use the PPSN to validate eligibility for water allowances

    (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?

    It is likely that the PPS Number will be shared with the Department of Social Protection for the purpose of validating PPS Numbers provided to us in respect of all water allowances. This arrangement has not been finalized at this time but we are engaging with the DSP.

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

    No

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

    • Obtain and process the information fairly;
    • Keep it only for one or more specified, explicit and lawful purposes;
    • Process it only in ways compatible with the purposes for which it was given to you initially;
    • Keep it safe and secure;
    • Keep it accurate, complete and up-to-date;
    • Ensure that it is adequate, relevant and not excessive;
    • Retain it no longer than is necessary for the specified 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?

    Irish Water has implemented technical and procedural controls to protect customer data from unauthorised access, disclosure or modification and to comply with the principles of Data Protection legislation. In addition specific controls have been implemented in relation to the collection of the PPS Number to ensure it is accessible and processed, only in connection with the purpose for which it has been provided.

    Specifically:

    Obtain and process the information fairly;

    Irish Water has obtained a limited amount of personal information under the powers granted to it in the Water Services Act 2013. The PPS Number information we require to manage water allowances will be provided directly to us by our customers and will only be processed in relation to water charges and allowances.

    Keep it only for one or more specified, explicit and lawful purposes;

    PPS Numbers will only be processed in relation to confirming eligibility for allowances and accurately calculating water charges.

    Process it only in ways compatible with the purposes for which it was given to you initially;

    PPS Numbers will only be processed in relation to confirming eligibility for allowances and accurately calculating water charges.

    Keep it safe and secure;

    Irish Water is working with ISO27001 and ISO9001 certified business partners to ensure PPS Numbers and other personal data of our customers is secured in line with best practice. Our staff receive information security and data protection training and sign an Acceptable Usage Policy for use of IT systems. Access to systems is granted on a strict “Need to know”, based on users roles within Irish Water. Irish Water has a formal Data Protection Policy, compliance to which is monitored by Risk Management, Information Security & Data Protection.

    Keep it accurate, complete and up-to-date;

    Customers will have several channels available to provide updates on their personal information. PPSN is not a field that will change for individuals, but we will have processes to remove details for children who are no longer eligible and for new additions.

    Ensure that it is adequate, relevant and not excessive;

    PPS Numbers are required to accurately apply tariffs and calculate charges. It will only be processed in relation to confirming eligibility for allowances and accurately calculating water charges.

    Retain it no longer than is necessary for the specified purpose or purposes;

    Irish Water is in the initial stages of gathering PPSN details from customers. Irish Water will remove individual PPSN details from our systems when the PPSN is no longer required to support a claim for a water allowance.

    Give a copy of his/her personal data to an individual, on request;

    Irish Water is part of the Ervia Group (formerly Bord Gáis Eireann) which has years of experience in managing data access requests. The Ervia data protection function is supporting Irish Water in ensuring it complies with legislation in dealing with access requests. The process for making data access requests is covered here on our website.


    National Cancer Registry Board

    Updated: November 2015

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

    Yes

    (i) If so, for what purpose?

    Deduplication of patient registrations. 
    The Registry receives data on patients from several sources and the PPSN can help in confirming that two records refer to the same individual in situations where name, address and date of birth are ambiguous.

    Linkage with death certificates
    Registrations are routinely linked with death certificates and the PPSN can help in confirming that two records refer to the same individual in situations where name, address and date of birth are ambiguous.

    Linkage with BreastCheck
    Registrations are routinely linked with BreastCheck records and the PPSN can help in confirming that two records refer to the same individual in situations where name, address and date of birth are ambiguous.

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

    No.  The Registry receives the PPSN from the Death Events Publication Service (DEPS), BreastCheck and the PCRS but does not pass the PPSN to any other agency.

    (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.

     


    National Treasury Management Agency

    Updated: October 2015

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

    Yes

    (i) If so, for what purpose?

    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. Personal data (including the PPSN) may be processed by the NTMA, (and its agents acting on behalf of the NTMA) solely for the purposes of the administration of State Savings products and accounts.

    The NTMA is the Data Controller for all personal data provided by holders of State Savings products including their PPS Number and related Public Service Identity Data.

    (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 NTMA and its agents, An Post and the Prize Bond Company, use the PPS Number for the sole purpose of the administration of State Savings products and accounts. The PPS Number is provided to the Revenue Commissioners as provided for in law.

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

    The NTMA has no plans to extend the use of the PPS Number for any purposes beyond those outlined at (ii) above

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

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

     

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

    Yes, the NTMA and its agents, An Post and the Prize Bond Company, have measures in place to ensure that the PPS Number and related Public Service Identity Data are secure and that they are used only in ways compatible with the purposes set out in (ii) above.

     


    Pensions Authority

    Updated: September 2015

    (i) Does the Pensions Authority use the PPSN at present?

    Yes.
    (ii) for what purpose(s)?

    The Pensions Authority uses the PPSN in the following situations:

    • Internally as an employer for pay and tax requirements;
    • The PPSN Number is supplied to the Authority with applications from Life Companies and individuals as part of the joint approval registration process with the Revenue Commissioners for non-group single member schemes. The PPSN Number is required for the tax exemption approval on the Revenue side of this process;
    • During the course of authorised Investigations under section 18 of the Pensions Act, 1990 as amended (the ‘Act’), on the state and conduct of a scheme, the Authority may obtain pay slip information which contains the PPSN Number of scheme members; 
    • Section 99 of the Act requires that the Authority receives annual returns from PRSA providers. Article 4 of the Personal Retirement Savings Accounts (Operational Requirements) Regulations, 2002 sets out the detailed information to be included in these returns in respect of contributors to PRSAs. This detailed information includes the individual's name and PPS Number in order to analyse the data by age, sex, geographical location etc.

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

    With the Revenue Commissioners and the Department of Protection in relation to Taxes and Benefits of Employees. While provision exists under our Act to exchange information with any supervisory Authority established in the state, in respect of PPSN, we would firmly establish why it’s provision is necessary for that Authority to perform its supervisory function provided it is a specified body on the register of PPSN users.

    (iv) What future plans has your Office for the use of the PPS Number?
    The Authority has no future plans for the use of the PPS Number. A new on-line scheme register has been implemented but this has had no effect on our use of the PPSN Number to date.

    (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 Authority has a Data Protection Officer and Data Protection/Retention policies in place


    Personal Injuries Assessment Board

    (i) Does the Personal Injuries Assessment Board use the PPS Number at present ?

    Yes.

    (ii) For what purpose(s)?

    To verify the identity of claimants, who make claims for personal injury compensation, so that the Board can verify the benefits paid to them and ensure their losses are correctly calculated.

    (iii) Does your Office 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 No is sent to PIAB Support in the Department of Social and Family Affairs for verification. If the PPS No provided is incorrect PIAB's Service Centre contacts the claimant to confirm the correct number.

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

    No future plans for the use of the PPS Number.


    Quality and Qualifications Ireland

    Updated: September 2015

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

    Yes, Quality and Qualifications Ireland uses the PPSN.

    (ii) If so, for what purpose?

    The PPS Number allows QQI to have a unique identifier for each registered learner and facilitates learners' access, transfer and progression through further education. Therefore, QQI requests all QQI Providers to register all learners seeking QQI certification or leading to QQI Awards, using their PPS Number.

    It is also used for processing of pay and allowances of staff, examiners, evaluators and panel members and Professional Services Withholding Tax in respect of individuals undertaking assignments on behalf of QQI. Also, it is used for reference on PRSI contributions and claims to the Department of Social Protection.

    When surveyed by Central Statistics Office staff PPS Numbers are used for National Employment Surveys.

    (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?

    QQI uses the PPSN in its data exchanges (personal identification data) with its providers also with the Department of Education and Skills. QQI exchanges the PPSN with its payroll provider, Intelligo, for the purpose of running its payroll system.

    QQI exchanges PPS Number as part of the dataset with higher education and training providers (learner registration, examination results, processing, etc.) who have gathered the PPSN in the first instance and provided QQI with PPS Numbers.

    QQI forwards results data in respect of learners, which includes PPS Numbers, to the CAO (Central Applications Office) to facilitate learners' access, transfer and progression to higher education institutions. QQI occasionally forwards learner results data, including PPS Numbers, directly to higher education institutions. At the request of a learner, QQI forwards results data, which includes the learner's PPS Number, to a prospective employer.

    QQI also provides results data including PPS Numbers to the Private Security Authority (PSA).  This is to facilitate learners applying for a licence to work in the security industry. QQI exchanges the PPS Numbers with the Revenue Commissioners and the Department of Social Protection for the purpose of tax returns and social welfare claims.

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

    QQI has no immediate plans for additional use of PPS Numbers.

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

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

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

    QQI has measures in place to ensure the PPSN is securely kept and that it is only used in connection with the purpose for which it was collected.


    An tÁrd-Chláraitheoir (The General Registrar)

    Updated: September 2015

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

    Yes - The Civil Registration Service provides for the capture of the PPS Numbers when life events are being registered/recorded.

    (ii) For what purpose(s)?

    N/A

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

    Department of Social Protection – to establish entitlement to DSP services and for the control of schemes.

    CSO – for the compilation of vital statistics.

    CMOD – for the Death Event Publications Service (DEPS)

    The General Register Office validates data from SUSI (Student Universal Support Ireland) so that SUSI can establish entitlement on grant applications. Data provided by SUSI to GRO for validation includes PPS Number.

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

    PPS Number will be used by General Register Office to link life events in the future. No retrospective linking possible.

    (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 Teaching Council

    Updated: September 2015

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

    Yes

    (ii) For what purposes?

    As a secondary identifier on the Register of Teachers, it enables for the payment of teachers from State Funds.

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

    Yes – each registered teacher's PPS number along with other details are provided to the Department of Education and Skills and to the Education and Training Boards in order to facilitate his/her payment from State funds in accordance with the Education (Amendment) Act 2012 and the Teaching Council Acts, 2001 to 2012.

    (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


    Road Safety Authority

    Updated: September 2015

    COMMERCIAL VEHICLE ROADWORTHINESS:

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

    Yes

    (ii) If so, for what purpose?

    PPS Number is a mandatory data entry field for the following:

    • CVR tester application form (existing tester)
    • CVR tester application form (new applicant or an amendment to an existing tester authorisation)
    • CVR test operator application form (new)
    • CVR test operator application form (renewal)
    • CVR test operator application form (amendment to existing)
    • CVRT Online Account registration for transport operators (limited to cases where person is registering as a Sole Trader, Private Individual, or Partnership).

    For 1-5 above, the requirement for PPS Number is set out in the Authorisation of Commercial Vehicle Roadworthiness Test Operators and Testers Regulations, 2013 (S.I. No. 107 of 2013).

    PPS Number is required for the applicant, and where applicable the company directors and secretary, and partner or management member of an unincorporated association.

    PPS Number is also required in the conviction notification part of all of the above application forms where the applicant has declared that they have been convicted of one of the specified offences set down in section 12(1) of the Road Safety Authority (Commercial Vehicle Roadworthiness) Act 2012.

    For 6 above, the requirement for PPS Number is as per section 11 of the Road Safety Authority (Commercial Vehicle Roadworthiness) (Vehicle Maintenance and Repair) Regulations 2013 (S.I. No. 348 of 2013).In the above limited cases, the PPS Number is required as part of heavy commercial vehicle transport operators CVRT Online Account registration which is required to comply with operators legal obligation to submit a ‘Self-Declaration’ to the RSA. It is used to assist in the prevention of false declarations being made by competing transport operators or other third parties.

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

    No

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

    None

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

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

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

    Yes, The RSA is registered with the Office of the Data Protection Commissioner and takes all reasonable steps to ensure the security of all data, including PPS Numbers, retained.

    DIGITAL TACHOGRAPH:

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

    Yes

    (ii) If so, for what purpose?

    PPS Number is a mandatory data entry field for the following:

    • All types of driver applications
    • All types of company applications
    • All types of workshop applications

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

    No

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

    None

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

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

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

    Yes, The RSA is registered with the Office of the Data Protection Commissioner and takes all reasonable steps to ensure the security of all data, including PPS Numbers, retained.

    DRIVER LICENCING:

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

    Yes

    (ii) If so, for what purpose?

    The use of PPS Numbers was introduced into the driving licence process as a unique identifier and to assist in the avoidance of fraud. Under the Road Traffic Act, 2010, the provision of a PPS Number became mandatory as part of an application for a driving licence/learner permit. The PPS Number is retained as part of the driver file on the National Vehicle Driver File (NVDF) computer system.
    The PPS Number is also captured as part of the application for the Driver Theory Test and is printed on the Driver Theory Test Certificate.

    (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?

    An individual's information contained in the NVDF (including PPS Number) could be exchanged with the Department of Social Protection (DSP) and the Passport Office where they make a specific request for it. This is in order to verify that particular driver's details where they have submitted their licence/permit as evidence of identity to those bodies.

    It is proposed that the National Driver Licence Service (NDLS) will commence SAFE registration from the first quarter of 2016 on behalf of DSP, as part of the licence application process. In order to facilitate this, there will be data exchange between the Department of Transport, Tourism & Sport's Driver & Vehicle Computer Services Division (DVCSD) (the owners of the driver licence information) and DSP.

    Both the NDLS and Driver Theory Test are operated by private contractors on behalf of the Road Safety Authority.

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

    As mentioned above, the PPS Number will be the basis for data exchange to enable SAFE registration in NDLS centres from the first quarter of 2016 as part of the DSP's SAFE rollout.

    It is hoped to have PPS Number validation linked to the DSP's Single Customer View system to validate the PPS Number provided by applicants for the Driver Theory Test. As part of the increased customer verification procedures which will be introduced into the licence application process from October 2013, it will be necessary for customers to provide documentary evidence to confirm their PPS Number. Such evidence, for example a copy of their Public Services Card, letter from Revenue etc. will be retained as part of their driver file.

    (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 RSA is registered with the Office of the Data Protection Commissioner and takes all reasonable steps to ensure the security of all data, including PPS Numbers, retained.

    Yes, The RSA is registered with the Office of the Data Protection Commissioner and takes all reasonable steps to ensure the security of all data, including PPS Numbers, retained.

    DRIVER TESTING:

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

    Yes

    (ii) If so, for what purpose?

    To allow verification of identity on driving test applications.

    (iii) Does your organisation exchange the PPS number with any other body? If so please name the relevant bodies and the purpose(s) of the exchange?
    With external IT support provider who can access information in Driver Testing IT system for reasons of maintenance or troubleshooting.(iv) Does your organisation have any other plans involving the use of the PPS number?
    None
    (v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: -

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

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

    Yes, The RSA is registered with the Office of the Data Protection Commissioner and takes all reasonable steps to ensure the security of all data, including PPS Numbers, retained.  

    DRIVER EDUCATION:

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

    Yes

    (ii) If so, for what purpose?

    As a unique identifier for

    • Approved Driving Instructor applications and registrations,
    • Driver Certificate of Professional Competence 'Initial' qualification and 'Periodic' Driver Training records.

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

    The Driver Education Unit does not routinely exchange PPS Numbers with any other body. However it receives theory test qualification results from the theory test provider and training records from RSA approved CPC training organisations which contain PPS Numbers of the drivers who have attended for CPC training. 

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

    None

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

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

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

    Yes, The RSA is registered with the Office of the Data Protection Commissioner and takes all reasonable steps to ensure the security of all data, including PPS Numbers, retained.

    HUMAN RESOURCES:

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

    Yes

    (ii) If so, for what purpose?

    The PPS Number is used by HR to confirm identity of individual staff. The PPS Number is used in conjunction with Payroll/Salaries Section of Finance to interface with the DSP and the Revenue Commissioners.

    (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?

    Other than as stated above i.e. Revenue and DSP, HR does not routinely exchange PPS Numbers with any other agency with the exception of other Departments/Agencies to whom staff members may transfer to. In such instance HR, through the HRMS, sends their PPS Number along with other personnel details to the Department/Agency to which the employee is transferring.

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

    None

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

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

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

    Yes, The RSA is registered with the Office of the Data Protection Commissioner and takes all reasonable steps to ensure the security of all data, including PPS Numbers, retained.

    FINANCE:

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

    Yes

    (ii) If so, for what purpose?

    Every staff member on the payroll has a PPS 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?

    The only bodies the PPS Number is exchanged with are Revenue, DSP and Peoplepoint. Its main use is for communicating with Revenue in relation to our annual P35 return and for downloading information from Revenue re. an individual's tax and USC and for pay comparison purposes with Peoplepoint.

    The only other time it is used is when sick pay or maternity benefit is mandated to us from the DSP.

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

    None

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

     

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

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

    Yes, The RSA is registered with the Office of the Data Protection Commissioner and takes all reasonable steps to ensure the security of all data, including PPS Numbers, retained.


    The Legal Aid Board

    Updated: September 2015

    (i) Does the Board use the PPS Number at present?

    The Legal Aid Board records the PPS number, if available, as part of the registration process.  There may be applicants for legal aid such as asylum seekers, victims of trafficking, child abduction plaintiffs and foreign maintenance creditors who will not have PPS numbers.

    (ii) For what purposes?

    The Board performs a means test on each applicant for legal services. Cases are randomly selected for means test checks. These checks are performed by the Department of Social Protection for the Board and the PPS number is used when sending the details to Social Welfare Inspectors.

    In 1997, the Board wished to use the RSI number as their reference number, but the Data Protection Commissioner advised that although they could record the number they could not use it as their reference number as it had no legal standing at that time.

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

    The only exchange of the number is with the Department of Social Protection as outlined above.

    (iv) What future plans has the Board for the use of the PPS Number.?

    The Board envisages that with the introduction of e-Government through Reach Services that the PPS will most likely be the key to all services. If in the future, the Board provide aspects of their service through Reach they will have to revisit the issue of the use of the PPS number. They have no other plans for use of the number.

     


    The Private Residential Tenancies Board

    Updated: October 2015

    (i) Does the Board use the PPS Number at present?

    Yes.

    (ii) For what purposes?

    The Private Residential Tenancies Board (PRTB) was established as an independent body on a statutory basis on 1st September 2004 following the enactment of the Residential Tenancies Act 2004. It has 3 main areas of activity: the operation of a national registration system for all private residential tenancies; the operation of a dispute resolution service; and the provision of information, carrying out of research and the provision of policy advice regarding the private rented sector.

    The principal functions of the Board include:

    • the resolution of disputes between tenants and landlords in accordance with the provisions of Part 6 of the Residential Tenancies Act 2004;
    • the registration of particulars in respect of tenancies in accordance with the provisions of Part 7 of the Residential Tenancies Act 2004;
    • the provision to the Minister of advice concerning policy in relation to the private rented sector;
    • the development and publication of guidelines for good practice by those involved in the private rented sector;
    • the collection and provision of information relating to the private rented sector, including information concerning prevailing rent levels;
    • where the Board, considers it appropriate, the conducting of research into the private rented sector and monitoring the operation of various aspects of the private rented sector or arranging for such research and monitoring to be done;

    Tenancy Registrations
    Under the Residential Tenancies Act 2004, landlords are required to register tenancies with the PRTB. Section 136 of the Act specifies the particulars that are to be contained in an application for registration. They include:

    S. 136 (b) The name, address for correspondence and personal public service number (if any) of the landlord, and where the application is made by his or her authorised agent, the name address for correspondence and personal public service number (if any) of the agent

    S. 136 (f) The name and unless it cannot be ascertained by reasonable inquiry, of the tenant, or (as the case may be) of each of the tenants, of the dwelling

    Dispute Resolution and Enforcement of Determination Orders

    The dispute resolution process administered by the PRTB is quasi-judicial in nature, the PRTB having replaced the Courts in dealing with disputes between Landlords and Tenants, and the process culminates in the making of a legally binding Determination Order by the Board. Thereafter, it is often necessary for the PRTB to enforce its Determination Orders, in cases where the Board is satisfied that there has been failure to comply.

    The PRTB uses PPS Numbers to obtain current contact details for parties on whom it wishes to serve correspondence (e.g. Notices of Adjudication and/or Mediation Hearings, Notifications of Tenancy Tribunals; the resulting Reports arising from these hearings and/or Tribunals, legally binding Determination Orders, enforcement letters, Notices of legal proceedings, etc.). The use of PPS Numbers in this regard is of vital assistance to the Board in enabling it to carry out its statutory duties.

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

    Data is exchanged with various external bodies in accordance with the Residential Tenancies Act 2004 (as amended) and other relevant legislation.

    The Department of Social Protection

    The Department of Social Protection (S.W.A. Section) receives an extract of the PRTB's register of tenancies on request for the purpose of assisting them with regard to rent reviews.

    The PRTB uses PPS Numbers to obtain current contact details from the Department of Social & Family Affairs for parties on whom it wishes to serve correspondence (e.g. Notices of Adjudication and/or Mediation Hearings, Notifications of Tenancy Tribunals; the resulting Reports arising from these hearings and/or Tribunals, legally binding Determination Orders, enforcement letters, Notices of legal proceedings, etc.). The use of PPS Numbers in this regard is of vital assistance to the Board in enabling it to carry out its statutory duties.

    This information is exchanged in accordance with the following legislation:

    Section 146 (2) and S. 146 (4) of the Residential Tenancies Act 2004
    S.146 (2) The Minister for Social and Family Affairs shall, at such intervals as are specified by the Board, supply to the Board such information in his or her possession as falls within any class of information specified by the Board for the purpose of this subsection, being a class of information the supply of which to the Board is reasonably necessary for the performance by the Board of its functions.
    S. 146 (4) The Board shall, at such intervals as are specified by the Minister for Social and Family Affairs, supply to that Minister of the Government such information in the possession of the Board as is reasonably necessary for the performance by that Minister of his or her functions under Chapter 11 of Part III of the Social Welfare (Consolidation) Act 1993.

    The Department of Social Protection (central control section) receives an extract of the PRTB's register of tenancies as requested under Section 261.2 of the Social Welfare Consolidation Act 2005 for the purpose of prevention and detection of fraud in social welfare payments.

    Local Authorities

    The PRTB supplies to local Authority's information from its register of tenancies that is necessary for the performance of the authority's functions in relation to the enforcement of housing standards in private rented dwellings. This information is supplied in accordance with the following legislation:

    Section 146 (3) of the Residential Tenancies Act 2004
    S. 146 (3) The Board shall, at such intervals as are specified by a local authority, supply to the local authority such information in the possession of the Board as falls within any class of information specified by the local authority for the purpose of this subsection, being a class of information the supply of which to the authority is reasonably necessary for the performance by the authority of its functions relating to houses, dwellings or other structures (either generally or those which have been provided by it).

    The PRTB supplies to local authorities information from its register of tenancies for the purpose of the collection of the Non Principal Private Residences levy.
    This information is supplied in accordance with the following legislation:


    Section 11(1) and Section (2) (a) of the Local Government (Charges) Act 2009
    11. (1) Notwithstanding any enactment or rule of law—
    (a) a relevant person shall, upon a request from a local authority, provide the local authority with such information in the possession or control of the relevant person or its subsidiary as the local authority may reasonably require for the purpose of enabling the local authority to perform its functions under this Act, and
    (2) In this section—
    " relevant person " means, as the context may require—
    (a) the Private Residential Tenancies Board established under section 150 of the Residential Tenancies Act 2004 ,

    Revenue Commissioners

    In cases where a Determination Order is not complied with, the Board is empowered under sections 9 and 126 of the Act the Residential Tenancies Act to initiate a criminal prosecution for the offence of non-compliance. In this context the following legislation facilitates the PRTB to access information concerning the present whereabouts of the non-compliant parties:


    Section 126(1) of the Residential Tenancies Act 2004 & Sections 8(b), 8(d) and 8(e) of the Data Protection Act, 1988

    "126. – (1) A person who fails to comply with one or more terms of a determination order is guilty of an offence."

    In this regard the Disputes Enforcement section of PRTB may make enquiries to Revenue, providing the name and PPSN of the person in question, and seek a response from Revenue under sections 8(b), 8(d) and 8(e) of the Data Protection Act, 1988, which state:

    "8. – Any restrictions in this Act on the disclosure of personal data do not apply if the disclosure is –
    (b) required for the purpose of preventing, detecting or investigating offences, apprehending or prosecuting offenders or assessing or collecting any tax, duty or other moneys owed or payable to the State, a local authority or a health board, in any case in which the application of those restrictions would be likely to prejudice any of the matters aforesaid,
    (d) required urgently to prevent injury or other damage to the health of a person or serious loss of or damage to property,
    (e) required by or under any enactment or by a rule of law or order of a court,"

    Information is supplied to the Revenue Commissioners in accordance with the following legislation:

    Section 148 of the Residential Tenancies Act 2004 provides that:
    "(1) In this section "identification number" means—
    (a) in the case of an individual, the individual's personal public service number, and
    (b) in the case of a company, the registered number of the company.

    (2) On the request of—
    (a) a landlord of a dwelling, on his or her furnishing—
    (i) his or her identification number, or
    (ii) his or her name and the identification number of his or her authorised agent,
    or
    (b) the Revenue Commissioners, on their furnishing—
    (i) the identification number of a landlord of a dwelling, or
    (ii) the name of a landlord of a dwelling and the identification number of his or her authorised agent, the Board shall, at such time or times as are reasonably specified in the request, furnish to the Revenue Commissioners—
    (I) confirmation as to whether the landlord has registered a tenancy in respect of a dwelling, and
    (II) in the event of there being one or more than one tenancy so registered, such of the particulars registered in respect of it or them as the Revenue Commissioners may require.

    Section 100 of the Housing (Miscellaneous Provisions) Act 2009 This inserted Section 147A into the Residential Tenancies Act 2004 as follows:

    "The Board shall, at such intervals as are specified by the Revenue Commissioners, disclose to the Revenue Commissioners information contained in the register the disclosure of which to the Revenue Commissioners is reasonably necessary for the performance by the Revenue Commissioners of their functions".

    Central Statistics Office

    Section 30 of the Central Statistics Act 1993 allows for the use of records of public authorities for statistical purposes
    (1) For the purpose of assisting the Office in the exercise of its functions under this Act, the Director General may by delivery of a notice request any public authority to.
    (a) allow officers of statistics at all reasonable times to have access to, inspect and take copies of or extracts from any records in its charge, and
    (b) provide the Office, if any such officer so requires, with copies of extracts from any such record, and the public authority shall, subject to subsection (2) of this section, comply with any such request free of charge.
    (2) Subsection (1) of this section.
    (a) shall not apply to records pertaining to a Court, the Garda Síochána, the prison administration or the Ombudsman or any of his officers;
    (b) shall apply to medical records which are not publicly available only with the agreement of the Minister for Health.
    (c) shall in all other cases have effect notwithstanding anything contained in any enactment other than provisions for the protection of public order or the security of the State.

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

    As Above

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

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

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

    Yes


    Private Security Authority

    Updated: October 2015

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

    Yes. The Private Security Authority currently requests individuals (employees) who apply for a licence to include their PPSN on their application form. Contractors are requested to provide their Revenue Registered Number (RRN) on their application form. In respect of sole traders the RRN and the PPSN can be the same number.

    (ii) If so, for what purpose?

    The Private Security Authority which was established pursuant to the Private Security Services Act's 2004 & 2011 is the statutory body with responsibility for regulating and licensing the Irish private security industry. The Authority is currently licensing individuals providing a security service in the Door Supervisor (Licensed Premises), Security Guard (Static) and Cash-in-Transit sectors. To apply to the Authority for a licence in the above security sectors an individual must complete a licence application form for the respective category of licence. The individual's PPSN is used as a unique identifier to distinguish between licence applications received.

    The Authority is also licensing contractors providing a security service in the following sectors;

    • Door Supervisor (Licensed Premises)
    • Door Supervisor (Event Security)
    • Security Guard (Static)
    • Security Guard (Event Security)
    • Security Guard (Alarm Monitoring)
    • Security Guard (CCTV Monitoring)
    • Installer of Security Equipment
      • Access Control
      • CCTV
      • Intruder Alarm
    • Provider of Protected Forms of Transport – Cash-in-Transit

    To apply to the Authority for a licence in the above security sectors a sole trader must complete a licence application form for the respective category of licence. The sole trader’s RRN is a unique identifier to distinguish between licence applications received and also confirms that the sole trader is registered with the Revenue Commissioners.

    (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 Authority has engaged with an external company to scan licence application forms and issue licences to individuals (employees) on behalf of the Private Security Authority. A contract has been signed with this external provider and has been reviewed by the Authority’s Audit Committee with no issues arising.

    The Authority may disclose a sole traders RRN?? or an individual's PPS number on occasion to An Garda Síochána (upon receipt of a written request in accordance with the relevant section of the Data Protection Act) in connection with their enquiries. The Authority may disclose a sole traders RRN or an individual's PPS number on occasion to the Revenue Commissioners (a memo of Understanding exists between the PSA and the Revenue Commissioners) in connection with their enquiries.

    The Authority has disclosed PPS numbers to the Department of Social Protection (Central Control Section) on request.

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

    The Authority is licensing the Irish security industry on a phased basis. In due course when the Authority commences licensing new security sectors, sole traders and individuals will have to complete a licence application form to apply to the Authority for a licence for that particular sector.

    (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 Private Security Authority is an agency of the Department of Justice & Equality. Therefore, the Authority is subject to yearly audits by the Internal Audit Unit of the Department of Justice & Equality and the Comptroller and Auditor General's Office. No issue has been raised in respect of inefficient security measures concerning the security, accessibility or processing of personal data.


    The Probate Office

    Updated: September 2015

    (i)   Does the Probate Office use the PPS Number at present?

    Yes.

    (i)   If so, for what purpose(s)?

    Applications for Grants of Representation to the Probate Office are legally required to be supported by an Inland Revenue Affidavit (see Capital Acquisitions Tax Consolidation Act 2003) in which the PPS number of the deceased person and the PPS number of any beneficiary of the estate of the deceased must be provided by the proposed applicant.

    (iii)    Does the Probate Office exchange the PPS Number with any external body? If so, list the name of the relevant bodies and the purpose(s) of the exchange.

    1. The Inland Revenue Affidavit is submitted to the Probate Office by the applicant for the Grant of Representation. On the issue of the Grant, the data which the IRA contains including the PPS numbers of the deceased and the beneficiaries is transmitted to the Revenue Commissioners who determine the tax implications of the estate or the beneficiaries of the estate. The PPS numbers facilitate the correct identification of persons with a possible liability for tax.
    2. The Department of Social Protection access data in the IRA for the prevention of fraud (Section 261(2) of the Social Welfare Consolidation Act 2005).
    3. When a Grant of Representation issues in a deceased person's estate the documents constituting the application for a Grant become public documents.  This is to ensure transparency in the administration of a deceased person's estate and to guard against fraud in relation thereto.  However, the President of the High Court has power pursuant to Section 42 of the Succession Act 1965 to determine which Probate documentation may enter the public domain and in recent years in view of Data Protection issues arising on foot of information (including PPS numbers) contained in the Inland Revenue Affidavit document he issued a Practice Direction on foot of said Section 42 limiting the availability of the information contained in the said Inland Revenue Affidavit.  He directed that Government departments or agencies which have a legitimate interest in the estate of a deceased person may inspect the Inland Revenue Affidavit. This inspection would include sight of the PPS numbers of both deceased persons and beneficiaries of estates.   The purpose of this exchange of information is dependent on the specific interest the Government Department or Agency may have in the Inland Revenue Affidavit.  The person/s seeking to inspect such documentation on behalf of a public service body must first establish to the satisfaction of the Probate Officer, District Probate Registrar or Judge of the High Court exercising probate jurisdiction, as the case may be, that it is appropriate for the Probate Office to authorise such inspection.

    (iv) What are your Directorate's future plans for the use of the PPS Number?
    The Probate Office has no plans at present.

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

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

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

    Only PPS numbers of deceased persons are held electronically in this office.   The only other PPS numbers held by this office are those of beneficiaries in the estate of a deceased person and these numbers are only held in a written format. I am satisfied that our measures are satisfactory for the protection of the PPS numbers in question.   


    The Property Services Regulatory Authority

    Updated: October 2015

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

    Yes

    (ii) If so, for what purpose?

    For recording, and verifying personal details on all license applications, new and renewals.

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

    No

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

    No

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

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

     

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

    Yes

Last modified:17/02/2016
 

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