http___www.welfare.ie_ga_Pages_Personal-Public-Service-Number-PPS-Number-Frequently-Asked.aspx_1.xml
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An tÁrd-Chláraitheoir (The General Registrar) Updated: September 2017 (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)? As provided for in legislation (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 Employment Affairs and Social Protection – to establish entitlement to DEASP 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. The PPSN is shared on request only (in individual cases) with GNIB/Department of Justice and Equality in immigration matters. The PPSN of GRO customers getting refunds by EFT is passed to DEASP. (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. (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. An tSeirbhís Oideachais Leanúnaigh agus Scileanna (SOLAS) Updated: January 2017 (i) Does your Office use the PPS Number at present? Yes, SOLAS use PPS Numbers (ii) For what purposes(s) For SOLAS Client Services System (CSS) as a unique identifier in the administration of the following programmes eCollege, Momentum, Apprenticeships, Programme & Learning Support Services (PLSS), Construction Services (Safepass, CSCS & QSCS), Results Capture & Certification Requests System (RCCRS) and European Globalisation Adjustment Fund (EGF). PPS Number is used for normal SOLAS payroll and pension purposes including PAYE., USC, PRSI and superannuation payments - For Human Resource Management, used as an identifier for recruited staff members and for recouping money from the Department of Employment Affairs and Social Protection in relation to sick leave/maternity benefit - As a unique identifier when SOLAS is named in liability claims and claims to the Employment Appeals Tribunal. - As a unique identifier in the administration of complaints made by course participants to SOLAS - Ex- SOLAS IT systems continue to be hosted by SOLAS on behalf of the Department of Employment Affairs and Social Protection. (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. - Dept. of Employment Affairs and Social Protection (DEASP) - data exchange with the DEASP to prevent the possibility of double payments - to manage referrals by DEASP for training courses, in particular participant commencement and completion dates for programmes delivered directly by SOLAS and those funded by SOLAS but provided via the Education & Training Boards (ETBs) and other training organisations - data contained on IT systems hosted by SOLAS on behalf of the DEASP. - Education & Training Boards (ETBs) - training programmes including those under PLSS, Apprenticeship and CSCS/Safepass. - liability claims - learner payments as SOLAS host the IT system on behalf of the ETBs. - Revenue Commissioners relating to the operation of the internal SOLAS payroll system. - QQI regarding Training Course Certification. - Employment Appeals Tribunal, used as a means of recording details and identifying an individual who has taken a case to the Employment Appeals Tribunal. - Dept of Education & Skills, 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 - European Social Fund to manage financial claims made under this fund. (iv) What future plans has your Office for the use of the PPS Number? - 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 of Education & Skills to SOLAS. - Higher Education Authority, Revenue & Central Statistics Office to meet the requirement to evaluate post training outcomes of participants availing of SOLAS funded training under PLSS. (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? SOLAS can confirm it complies with the eight rules of Data Protection. SOLAS has procedures to ensure personal data is kept secure. Measures such as physical security and restricted access in the case of physical records and firewalls, user access controls, passwords, encryption and other appropriate technologies in relation to electronic records. Coillte Cuideachta Ghníomhaíochta Ainmnithe Updated: September 2017 (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 Employment Affairs and Social Protection for the purposes of tax returns and social welfare claims respectively; PPS numbers are not shared with any third parties in line with training records. (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. (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? 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: October 2017 (i) Does your organisation use the PPSN at present? Yes. (ii) 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. - Applicants applying for the HEAR scheme and indicating attendance in a DEIS school are required to provide PPSN for verification with DES. (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. Higher Education Institutions (HEIs) as explained at (ii) above. SEC for purpose above. QQI for purpose above. HSE for purpose above. DES for purpose above. (iv) 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. (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. Central Statistics Office Updated: February 2017 (i) Does your Office use the PPS Number at present? Yes (ii) For what purpose(s)? (1) Statistical Purposes: The purpose of processing the information is the collection, compilation, extraction and dissemination for official statistics in line with the Statistics Act 1993 and Council Regulation 223/2009 on European Statistics (as amended). The CSO may obtain administrative records from public bodies, for statistical use, under Section 30 of the Statistics Act, 1993. Administrative records obtained by the CSO for statistical purposes which contain the PPS number include the following: - - 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 a field record obtained from the Department of Agriculture, Food and Marine for the purpose of agricultural surveys - The PPS number is a field on records obtained from the Office of the Revenue Commissioners for business register purposes - The PPS number is collected directly from the public in certain CSO statistical surveys (such as Survey on Income and Living Conditions (SILC), Quarterly National Household Survey (QNHS), the Household Finance and consumption survey (HFCS) and the Household Budget Survey (HBS)) - For the purpose of compiling quarterly earnings statistics and annual statistics on the structure of earnings, the CSO periodically collects employee data, which includes PPS number, from employers. - Other administrative data source records obtained by the CSO for statistical use generally include where available, the PPS number. Data are transmitted to the CSO via a secure channel. On receipt in the CSO’s Administrative Data Centre the PPS number and other identity information such as name, address and date of birth are removed before it is used for statistical analysis. Staff processing and analyzing this data do not have access to the PPS number or other identifying particulars. Where the processing involves linkage between datasets, the linkage is carried out in accordance with the CSO’s Protocol for linking and integrating data holding for statistical purposes (http://www.cso.ie/en/aboutus/csodataprotocol/). New statistical projects involving the use of administrative data sources or linkage between data sources containing the PPS number are subject to a Private Impact Assessment. 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. 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. (2) Administrative purposes: The Office uses the PPS number for employee record purposes within HR and Finance Division and areas of the office with responsibility for field staff. This includes (but not limited to) employment record, pensions, transactions with shared services and communications with Chief Medical Officers Office (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) Statistical Purposes The CSO does not provide the PPS number, or any other identifiable personal data, to any external body as this would be a breach of statistical legislation and would amount to a serious offence. All data collected or obtained under the Statistics Act 1993 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. (2) Administrative purposes The Office exchanges the PPS number in employee related dealings with Chief Medical Officer's Office, Shared Services and other Departments/Offices. (iv) What future plans has your Department for the use of the PPS Number? (1) Statistical purposes It is planned to continue to hold and use the PPS Number in accordance with statistical purposes. (2) Administrative purposes 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? (1) Statistical purposes The CSO has measures in place to ensure the PPS number 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 (and as described above under paragraph (ii)). (2) Administrative purposes Within the Office, the PPS numbers are held and used by staff assigned to HR and Finance Division (and other areas of the Office with responsibility for field staff) in accordance with the Data Protection Acts 1988 and 2003. The Companies Registration Office Updated: August 2017 (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. (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, 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. (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 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 2017 (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. (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, CORU is aware of the eight principles of data protection and has physical and electronic measures in place to ensure that all data that is collected is secure and is not accessed inappropriately. 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)? - The HEA uses the PPS No. in respect of payroll returns which are made to the Revenue Commissioners. - 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) - 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. - 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 - The HEA exchanges the PPS No. with Revenue Commissioners for payroll returns. - The HEA exchanges the PPS No. with SOLAS only in respect of participants of a SOLAS work placement scheme. - 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. - 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 Employment Affairs and 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. (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? The HEA can confirm that it adheres to the 8 rules. Insolvency Service of Ireland Updated: July 2018 Does your organisation use the PPSN at present? The Insolvency Service of Ireland makes limited use of the PPSN. If so, for what purpose? The Insolvency Service of Ireland use the PPSN as a unique identifier for recording and verifying personal details in relation to The authorisation, supervision and regulation of Approved Intermediaries and Personal Insolvency Practitioners in accordance with the Personal Insolvency Act 2012 and associated Regulations The administration of the insolvency arrangements set out in the Personal Insolvency Act 2012 and associated Regulations. This ensures that one LIVE case per applicant exists on the ISI online Application System (OAS) Revenue Commissioners, which enables them to provide us with specific information if applicable. Does your organisation exchange the PPSN with any other body? If so please name the relevant bodies and the purpose(s) of the exchange? Yes, the Courts Service for the administration of the insolvency arrangements set out in the Personal Insolvency Act 2012 and associated Regulations. Does your organisation have any other plans involving the use of the PPSN? None 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 Insolvency Service of Ireland has the following safeguards in place to ensure that data protection obligations are met: The majority of data collected will be processed and retained electronically. Technical safeguards include anti-virus protection, firewalls, password protection and restricted user access. A limited amount of data will be retained in hard copy with access restricted to relevant members of staff. Premises are alarmed and CCTV monitoring is in operation. Access to all internal office areas is by swipe card. With regard to the uses to which data will be put, the Insolvency Service of Ireland will only use data for the purposes for which it was originally collected, unless otherwise required by legislation or regulation. The Insolvency Service of Ireland is registered with the Data Protection Commissioner, under registration number 13689/A. Irish Prison Service (IPS) Updated: December 2017 (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 Employment Affairs and Social Protection and with the Revenue Commissioners - Referrals to Chief Medical Officer Prisoners who wish to register with QQI for educational certification - IPS uses PPSN (supplied by prisoner or by Department of Employment Affairs and Social Protection) to register relevant prisoners who intend to participate in certified courses of further education. (iii) Does IPS exchange PPSN with external bodies? For prisoners who require / wish to make application for public services on release, Information is sent on their behalf to: - Department of Social Protection - Department of Housing & relevant Local Authorities - National Medical Card Unit HR administration in IPS HQ Information sent to: - Department of Employment Affairs and Social Protection - Revenue Commissioners - Dept of Finance (Pensions Section) Prisoners who wish to register with QQI for educational certification (iv) Future plans for the use of PPSN? The IPS has no plans for the use of PPSN at this time. (v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: - - Obtain and process the information fairly; - Keep it only for one or more specified, explicit and lawful purposes; - Process it only in ways compatible with the purposes for which it was given to you initially; - Keep it safe and secure; - Keep it accurate, complete and up-to-date; - Ensure that it is adequate, relevant and not excessive; - Retain it no longer than is necessary for the specified purpose or purposes; - Give a copy of his/her personal data to an individual, on request. Have you measures in place to ensure that the Public Service Identity data you hold /collect, whether held in electronic or written format is secure and that it is accessible and processed, only in connection with the purpose for which it has been provided? Operations Directorate Currently we don’t allow users to access the PPSN field on PIMS. Care and Rehabilitation Directorate Resettlement Coordinator/ISM Coordinator interaction with Prisoner PPSNs It is the aim of the Irish Prison Service (IPS) that all releases from Irish prisons and places of detention are planned releases to ensure the informed and effective transition of the offender from prison to the community in compliance with statutory, legal and sentencing provisions. IPS staff and its agents must ensure that every reasonable effort is made to make arrangements for accommodation, welfare and health supports for prisoners prior to their release to reduce the risk to the individual and to the wider community. In this pursuit, prison-based resettlement and integrated sentence management (ISM) coordinators will assist prisoners to obtain their PPSN from existing personal documents or through contact with DEASP Client Identity Services. Before engaging with the Resettlement or ISM Coordinator the prisoner signs a consent form to confirm their agreement to share personal data with the coordinator in order to assist and facilitate their application for public services. The PPSN is given to the prisoner for their own records. The PPSN is used on the relevant application and is not retained or stored by either the resettlement or ISM coordinator at this time. Mental Health Commission Updated: June 2017 (i) Does your organisation use the PPS Number at present ? Yes In the past the MHC had used the PPSN when gathering data in relation to its statutory functions as set out in the Mental Health Act 2001. Our current status is we have discontinued the practice and are awaiting a decision from the Department of Health in regard to an amendment or not of the Mental Health Act (Approved Centres) Regulations 2006, to remove or not the requirement to collect PPSN numbers as part of the register of residents as per Regulation 28 and Schedule 1. (ii) For what purpose(s)? The MHC utilises the PPSN for normal business purposes in relation to payroll processing and related activities. (iii) Does your Office exchange the PPS Number with any other body? If so please name the relevant bodies and state the purpose(s) of the exchange The MHC exchanges the PPSN with Revenue, DEASP and its contracted payroll service providers as part of normal related business in this area. (iv) Does your organisation have any other plans involving the use of the PPS number? In light of the inclusion of the Decision Support Service within the remit of the MHC, the MHC is of the view that the PPS number will be of key importance in providing a unique identifier that can be used for the purposes of retaining a Register of decision making agreements. The exact scope and methodology to be applied in relation to the use of the PPS number within the limits stipulated by relevant data protection legislation is yet to be determined by the Director of the Decision Support Service when appointed. 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 is provided? Yes National Cancer Registry Ireland Updated: June 2018 (i) Does your organisation use the PPSN at present? Yes (i) If so, for what purpose? The PPSN may be recorded directly on to the Cancer Registration System (CRS) by cancer data registrars (CDRs) if it has been recorded in patient notes. No other use is made of the PPSN by the CDRs. PPSN is used in deduplication and record linkage. The Registry receives data on patients from many 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. The NCRI records PPSN for all staff members. This is required for payroll and social welfare purposes. (iii) Does your organisation exchange the PPS number with any other body? If so please name the relevant bodies and the purpose(s) of the exchange? The Registry receives the PPSN from other organisations 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. (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. Users only have access to the PPSN where it is part of their work. This is controlled by role based access control on the Cancer Registration System (CRS) and on the Time Management System (TMS), and by network permissions across the network. National Treasury Management Agency Updated: March 2018 (i) Does your organisation use the PPSN at present? Yes (ii) 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. When performing its statutory functions regarding claims against the State, the NTMA is known as the State Claims Agency (the "SCA"). The SCA use the PPS number as required when seeking Statements of Recoverable Benefits from the Department of Social Protection. This use is provided for by way of the following legislation: Sections 13 and 14 of the Social Welfare and Pensions Act 2013 (No. 38 of 2013). Section 13 inserts Part 11B in the Social Welfare Consolidation Act 2005 (as amended) and section 14 makes some consequential amendments to the Personal Injuries Assessment Board Act 2003 (as amended). Social Welfare (Consolidated Claims, Payment and Control) (Amendment) (No.2) (Recovery of Certain Benefits and Assistance Regulations 2014 (SI 332 of 2014) which specifies the form in which an application for a statement of recoverable benefits and assistance shall be made and specifies the information that must be provided in making such an application. Social Welfare (Consolidated Claims, Payment and Control) (Amendment) (No.5) (Recovery of Certain Benefits and Assistance Regulations 2014 (SI 497 of 2014). Social Welfare (Consolidated Claims, Payment and Control) (Amendment) (No.1) (Recovery of Certain Benefits and Assistance Regulations 2015 (SI 177 of 2015). In addition, PPS numbers of NTMA staff (including staff assigned to the National Asset Management Agency and the Strategic Banking Corporation of Ireland) are used by Human Resources (HR) in the NTMA for the following purposes: - The processing of staff Payroll - The processing of staff Pension Scheme - The processing of staff Benefits including Maternity Leave, Paternity leave, Life assurance , Death in Service etc. - As a record identifier on our internal HR System - In the completion of Central Statistics Office requests (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. SCA exchanges PPS numbers with the Department of Employment Affairs & Social Protection for Recoverable Benefits purposes, as described in the response to the previous question. HR exchanges PPS numbers with the Department of Employment Affairs & Social Protection, Revenue Commissioners and the Central Statistics office (as required). (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 2017 (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, 58A and 121 of the Pensions Act, 1990 as amended (the ‘Act’), on the state and conduct of a scheme, the Authority obtains 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. Schedule B of 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 PPS 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 The Pensions Authority shares information With the Revenue Commissioners and the Department of Protection DEASP 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 The Pensions Authority would firmly establish why it’s the provision of PPS numbers 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? At present, the Authority has no future plans for the usage 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. (vi) Do you have 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 Pensions Authority has a Data Protection Officer (DPO) and each unit has a Records Manager who liaises with the DPO. We also have data protection/retention policies in place. All PPS numbers are only used for the purpose in which they are provided and are stored on password protected systems in soft copy and in locked filling cabinets if in hard copy. The Pensions Authority also receives incoming enquiries and while PPS number information is often provided by members of the public when they make enquiries through the website, the Pension Authority does not ask or use these PPS numbers for any purpose. Generally, these queries are misdirected and are intended for the DEASP. Therefore, it is standard practice for the individual to be redirected to the DEASP. The Pension Authority’s policy in relation to data that is submitted to the Authority but is not required, which sometimes includes PPS numbers, is to delete the data. Personal Injuries Assessment Board Updated : January 2018 (i) Does the Personal Injuries Assessment Board use the PPS Number at present ? Yes. (ii) For what purpose(s)? The Personal Injuries Assessment Board (PIAB) uses PPS Numbers in a variety of circumstances. (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 Yes, PIAB does exchange the PPS Numbers collected with external bodies. On occasion, as per Section 30 of the PIAB Act 2003 and in line with the Board’s procedure regarding special damages in excess of €5000 documentation containing the PPS Number of the claimant (individual seeking compensation) may be sent to the Respondent at the time of issue of the Notice of Award to enable the Respondent Insurer to fully review the documentation used to assess the value of Special Damages. As a rule this is only in cases relating to damages in excess of €5000. The claimant is informed that the PPSN may be processed in this manner. The Notice of Award is a statutory document issued, in the majority of instances, to Respondent Insurer by encrypted email. The PPS number validates the documentation provided by the claimant and on which the report/assessment is based. (iv) What future plans has your Office for the use of the PPS Number? PIAB does not currently envisage using the PPS Numbers collected for any reason other than the reasons outlined above. (v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: - - Obtain and process the information fairly; - Keep it only for one or more specified, explicit and lawful purposes; - Process it only in ways compatible with the purposes for which it was given to you initially; - Keep it safe and secure; - Keep it accurate, complete and up-to-date; - Ensure that it is adequate, relevant and not excessive; - Retain it no longer than is necessary for the specified purpose or purposes; - Give a copy of his/her personal data to an individual, on request. (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. The Personal Injuries Assessment Board adheres to the eight rules of Data Protection and following consultation with the Data Protection Commissioner has published its Data Protection Code of Practice on its website www.injuriesboard.ie Pension Ombudsman Updated: June 2017 (i) Does your organisation use the PPS Number at present ? Yes (ii) if so, for what purpose(s)? As a unique identifier during an investigation process of this Office. (iii) Does your Office exchange the PPS Number with any other body? If so please name the relevant bodies and state the purpose(s) of the exchange The Office of the Pensions Ombudsman exchanges PPS numbers with the Dept of Employment Affairs and Social Protection to obtain Social Welfare records where required during an investigation process. The Office of the Pensions Ombudsman deals with pension complaints that arise under employer sponsored pension schemes. When a complaint is received from an employee, it is part of the normal process to refer this complaint to their employer. In such an instance, if this Office had the information, we would quote the PPS as a unique identifier to the employer. (iv) Does your organisation have any other plans involving the use of the PPS number? (v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: - - Obtain and process the information fairly; - Keep it only for one or more specified, explicit and lawful purposes; - Process it only in ways compatible with the purposes for which it was given to you initially; - Keep it safe and secure; - Keep it accurate, complete and up-to-date; - Ensure that it is adequate, relevant and not excessive; - Retain it no longer than is necessary for the specified purpose or purposes; - Give a copy of his/her personal data to an individual, on request. Have you measures in place to ensure that the Public Service Identity data you hold/collect, whether held in electronic or written format is secure and that it is accessible and processed, only in connection with the purpose for which it is provided? The Office of the Pensions Ombudsman has measures in place to ensure the Public Service Identity data we hold in both electronic and written format is secure and is accessible and processed only in connection for the purpose of investigation by this Office. Pyrite Resolution Board Updated: June 2017 (i) Does your organisations use the PPS Number at present? Yes. (ii) If so, for what purpose(s)? The PRB require applicants to provide the PPS Number as a unique identifier in validating their application with us. The PPS Number identifies applicants that have made a previous submission and are therefore not eligible under the terms and conditions of the Scheme. (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 The PRB does not exchange PPS Numbers with any other body. (iv) Does your organisation have any other plans involving the use of the PPS Number? (v) There are Eight Rules of Data Protection which govern the processing of personal data set out as follows: - - Obtain and process the information fairly; - Keep it only for one or more specified, explicit and lawful purposes; - Process it only in ways compatible with the purposes for which it was given to you initially; - Keep it safe and secure; - Keep it accurate, complete and up-to-date; - Ensure that it is adequate, relevant and not excessive; - Retain it no longer than is necessary for the specified purpose or purposes; - Give a copy of his/her personal data to an individual, on request. (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. Updated: August 2017 (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 Employment Affairs and 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 Employment Affairs and 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. (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? 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. The Teaching Council Updated: August 2017 (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? (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 Road Safety Authority Updated: October 2017 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. (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, 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 - Company applications where the applicant is a sole trader and does not have a CRO number from the Companies Registration Office - 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. (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, 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 Employment Affairs and Social Protection (DEASP) 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. (iv) Does your organisation have any other plans involving the use of the PPS number? In line with the 2013 Government Decision, S180/20/10/1789, the Public Services Card (PSC) infrastructure is the Government’s standard identity verification scheme, which is to be used for access to all public services where appropriate. As such, the widespread adoption of the PSC infrastructure, including its online counterpart MyGovID, to underpin access to public services by citizens is critical to the successful delivery of the eGovernment strategy. Under this strategy the RSA were mandated to introduce the PSC as the means of identification for the Driver Theory Test from June 2017 and for the driving licence and learner permit applications to the National Driver Licence service from April 2018. It is proposed that the National Driver Licence Service (NDLS) will commence SAFE registration from the first quarter of 2018 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. (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, 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? Work is underway to replace the existing Driver Testing software solution. As part of the replacement, a proposal to use the MyGovID service and retrieve the PSI dataset (including the PPSN) is being considered. If accepted, this proposal would align application processing between Driver Licensing and Driver Testing, with equivalent Data Protection and IT Security measures across both 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. (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, 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. (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, 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 DEASP and the Revenue Commissioners and Peoplepoint. (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. Other than as stated 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 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. (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, 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, DEASP 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 DEASP. (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. (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, 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: January 2018 (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 Employment Affairs and 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 Employment Affairs and Social Protection as outlined above. (iv) What future plans has the Board for the use of the PPS Number.? The Board has no other plans at present for use of the 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. Note however that the Board is currently in the process of reviewing its entire data protection processes in anticipation of GDPR and it is possible that further data protection controls may be in place by 25 May 2018. Any change to our data protection policies will be communicated to you upon implementation. Residential Tenancies Board Updated: December 2017 (i) Does the Board use the PPS Number at present? Yes. (ii) For what purposes? The RTB uses the PPSN in the following business areas: The principal functions of the Board include: Tenancy Registrations Under the Residential Tenancies Act 2004 - 2016, landlords are required to register tenancies with the RTB. Section 136 of the Act specifies the particulars that are to be contained in an application for registration. They include: 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. 136 (f) the name and, unless it cannot be ascertained by reasonable inquiry, the personal public service number of the tenant, or (as the case may be) of each of the tenants, of the dwelling Registration Enforcement Landlords who fail to register their tenancies can be prosecuted under Section 144 of the Act. The RTB uses PPS Numbers on a case by case basis to obtain current contact details from the Department of Employment Affairs & Social Protection for parties on whom it wishes to serve correspondence (e.g. enforcement letters). Dispute Resolution and Enforcement of Determination Orders PPS Numbers are used 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, letters pertaining to the enforcement of these orders, Notices of legal proceedings, etc. This information is obtained in accordance with Section 146(2) of the Act. Administrative purposes: The RTB also uses the PPS number for employee record purposes within the HR and Finance units. This includes (but not limited to) employment record, pensions, transactions and communications with shared services. (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 Department of Employment Affairs & Social Protection - The Department of Employment Affairs & Social Protection receives an extract of the RTB's register of tenancies for the purpose of identifying suspect activity and target reviews of social welfare claims that may result in savings to the exchequer. - The RTB receive files from the Department of Social Protection of tenancies approved for rent supplement allowance, our system uses the ppsn as a unique identifier for matching against registered tenancies. - Landlords who fail to register their tenancies can be prosecuted under Section 144 of the Act. The RTB uses PPS Numbers on a case by case basis to obtain current contact details from the Department of Employment Affairs & Social Protection 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.). - Local Authorities - The RTB receive files on a quarterly basis from Local Authorites of tenancies approved Housing Assistance Payments, our system uses the ppsn as a unique identifier for matching against registered tenancies. - The RTB 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. - Revenue Commissioners - The RTB may make enquiries on a case by case basis 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. - Information is supplied to the Revenue Commissioners in accordance with Section 147A and Section 148 of the Residential Tenancies Act 2004 to 2016. - Central Statistics Office The CSO may obtain administrative records from the RTB, for statistical use, under Section 30 of the Statistics Act, 1993. (iv) What future plans has the Board for the use of the PPS Number? It is intended to use a Public Service PPS number validation system in the RTB’s new Tenancy Management System. (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. We are currently undertaking a GDPR Project to ensure compliance with the incoming GDPR legislation. The RTB 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. Private Security Authority Updated: October 2017 (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 - Private Investigators - Locksmith 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 Employment Affairs and Social Protection (Central Control Section) on request (a memo of Understanding exists between the PSA and the Department of Employment Affairs and Social Protection). (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. (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? 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: October 2017 (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. - 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. - The Department of Employment Affairs and Social Protection access data in the IRA for the prevention of fraud (Section 261(2) of the Social Welfare Consolidation Act 2005). - 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. (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? 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: August 2017 (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. (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 TUSLA Child and Family Agency Updated: October 2018 (i) Does your organisation use the PPSN at present? Yes (ii) If so, for what purpose? The PPS Number is held on a children in care file to ensure that all financial supports from public bodies to which the child is entitled can be accessed easily and without delay i.e. Children in Care are entitled to access various department of social protection schemes i.e. medical card/Under 6 GP Card etc. Tusla also pays statutory fostering allowance to support the placement. It is intended that PPS No. will be linked to statutory payments and all other payments attached to child/young person. On recommendation from a number of internal and C&AG audit reports a unique identifier is required to be attached to cash allowance payments to ensure there is no duplication of payments. As result of this recommendation the Finance Division of TULSA use PPS numbers as a unique identifier linked to issuing statutory and other cash allowance payments. Once the young person turns 18, a consent form is completed by the individual under guidance from their associated aftercare worker and or foster carer. The PPS is included on this form as it will be the unique identifier for future payments and consent is given by the individual to use it for this purpose. Education & Welfare Service (EWS): PPS numbers are at present recorded on EWS Files as the service receives data from various sources and the PPSN is often required in confirming the identify of individuals concerned where name, address and date of birth are ambiguous. Using the PPSN as a primary identifier ensures that duplicate entries cannot occur. National Childcare Information System (NCCIS) The National Child Care Information System is a single case management system for social workers in all areas of the country. In order to maximise the efficiency and improve data quality in NCCIS, PPS Numbers are required in order to facilitate improvements in the following areas: - Identifying children, name and date of birth and address are not unique in relation to children availing of the services of Tusla - Improving data quality by reducing duplication of records - Improved capability to identify children who are referenced in submissions from mandated persons to Tusla via the online Tusla Portal. Child Protection Notification System Register (CPNS) The CPNS records the names of children who have Child Protection Plans agreed at a Child Protection Conference. The CPNS can only be accessed by a very limited number of staff in Tusla. Querying of the CPNS is strictly controlled and access to query this system can only be made by nominated individuals from pre-approved Phone Numbers and Locations. The use of the PPSN will facilitate improved efficiency in managing and querying this information and reduce any ambiguity in relation to details of the child as name, address and date of birth maybe ambiguous and not always a unique means of identifying the child. (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? - HSE for the purposes of application to schemes (Application for Medical Cards) - Department of Foreign Affairs and Trade (Application for Passports) - Department of Education and Skills (in relation to children missing in education) - Department of Employment Affairs & Social Protection (in relation to children missing in education) - National Council for Special Education (Part of National Educational) (iv) Does your organisation have any other plans involving the use of the PPS number? Yes. Tusla will seek to expand its use of the PPSN where applicable to facilitate greater efficiency in delivering its services and improved data management. Tusla will seek approval from DEASP of any plans to expand the use of the PPSN to ensure that it is permitted in the current legislative framework. (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; (I.T.) - Keep it accurate, complete and up-to-date; (Quality Assurance/Policy) - Ensure that it is adequate, relevant and not excessive; - Retain it no longer than is necessary for the specified purpose or purposes; (Archived database) - 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? Measures are in place throughout the agency to ensure that the Public Service Identity Data we hold/collect in electronic or written format is safe and secure and that it is only accessible on need to know basis and that it is processed in connection for the purpose for which it has been provided. All staff are made aware of the Data Protection Acts 1988 to 2018 through Data Protection Awareness training which is provided both at induction stage and on an ongoing basis. Online training courses in relation to the General Data Protection Regulations (GDPR) have been undertaken by all staff in Tusla. Staff are required to complete an exam in relation to the training course and achieve a pass result. A register of staff who have taken the training and completed the exam is maintained by the Data Protection Office (DPO) of Tusla. A Register of Processing Activities (ROPA) is maintained by the DPO and any amendments to the data processing arrangements in Tusla require a Data Protection Impact Assessment to be carried out before any such arrangement can be approved. All staff are required to comply with the eight principles of Data Protection and have been circulated with a Data Protection Guide which they must read and confirm that they understand what is required of them as an employee to ensure compliance with Data Protection Legislation.
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Céard í m’Uimhir PSP? Is í d’Uimhir PSP d’Uimhir Phearsanta Seirbhíse Poiblí. Aitheantóir uathúil atá san uimhir a úsáidtear in aon idirbhearta a bhíonn agat le comhlachtaí poiblí nó le daoine atá údaraithe ag na comhlachtaí sin chun gníomhú thar a gceann. Tríd an uimhir a úsáid, is mó seans go sainaithneofar an duine ceart agus is féidir le comhlachtaí poiblí oibriú níos éifeachtúla agus níos éifeachtaí lena gcustaiméirí. Conas is eol dom an bhfuil Uimhir PSP agam cheana féin? An bhféadfadh go bhfuil Uimhir PSP agat cheana féin? D’fhéadfadh gur eisíodh Uimhir PSP duit cheana féin: • má rugadh in Éirinn thú i rith 1971 nó ina dhiaidh • má thosaigh tú ag oibriú in Éirinn i ndiaidh Aibreán 1979 • má tá íocaíocht Leasa Shóisialaigh á fáil agat • má tá páirt á glacadh agat sa Scéim Íocaíochta Drugaí Má tá uimhir na gCoimisinéirí Ioncaim agus Árachais Shóisialta (RSI) cheana féin, ní athraítear an uimhir, ní bheidh ach an t-ainm difriúil. Conas a dheimhním céard í m’Uimhir PSP? Is féidir teacht ar d’Uimhir PSP ar cháipéisí cánach agus is minic a bhíonn sí ar taispeáint ar chomhfhreagras ó oifig leasa shóisialaigh nó ó oifig cánach. D’fhéadfadh go mbeadh sí ar taispeáint ar do dhuillín pá chomh maith. Chuardaigh mé do m’uimhir agus fós ní féidir liom í a aimsiú – céard ar cheart dom a dhéanamh? Ba cheart duit teagmháil a dhéanamh le d’Oifig Leasa Shóisialaigh Áitiúil. Chun seoladh nó uimhir theagmhála d’oifige áitiúla a aimsiú, caith súil ar láithreán gréasáin na Roinne. Táim díreach tagtha go hÉirinn agus níl uimhir agam. Conas a fhaighim uimhir? Céard í formáid na hUimhreach PSP? Bíonn 7 n-uimhir le litir amháin nó dhá litir ina ndiaidh i gceist le hUimhir PSP i gcónaí. Céard dó a n-úsáidfidh mé m’Uimhir PSP? Níor cheart d’Uimhir PSP a úsáid ach in idirbhearta le Ranna agus Gníomhaireachtaí Rialtais nó le daoine nó le comhlachtaí ar údaraigh siad chun gníomhú thar a gceann. Úsáidtear d’Uimhir PSP chun rochtain a fháil ar réimse leathan seirbhísí poiblí agus cuirfear níos mó seirbhísí leis na seirbhísí sin amach anseo. Féadfaidh tú d’Uimhir PSP a úsáid anois don mhéid a leanas: · Gach Seirbhís Leasa Shóisialaigh · Pas Saorthaistil · Aitheantas Dalta · Sláinte Phoiblí – lena n-áirítear Scéimeanna an Chárta Leighis agus Scéimeanna Íocaíochta Drugaí · Imdhíonú Leanaí · Scéimeanna na gCoimisinéirí Ioncaim – lena n-áirítear Cánachas agus Faoiseamh ó Ús Morgáiste · Deontais Tithíochta · Tástáil Teoirice Tiománaithe agus Ceadúnais Tiomána · Seirbhís um Chlárú Sibhialta – Gach idirbheart Breithe, Báis, Pósta agus Páirtnéireachta Sibhialta Cén daoine ar féidir leo iarraidh orm m’Uimhir PSP a sholáthar? Ní féidir ach le ceann de na gníomhaireachtaí atá liostaithe i gClár na nÚsáideoirí nó gníomhaire údaraithe de cheann amháin de na comhlachtaí seo iarraidh ort d’Uimhir PSP a sholáthar. Úsáidfidh d’fhostóir d’Uimhir PSP, chomh maith, ar mhaithe leis na Coimisinéirí Ioncaim agus an Roinn Coimirce Sóisialaí a chur ar an eolas faoi do chuid asbhaintí cánach agus do chuid rannaíocaíochtaí Árachais Shóisialta Phá-Choibhneasta (ÁSPC). An bhfuil Uisce Éireann i dteideal m’Uimhir PSP a bhailiú agus a úsáid? Tá, ní féidir ach le comhlachtaí nó a ngníomhairí a shonraítear sa reachtaíocht an Uimhir PSP a úsáid. Cuimsítear san Acht Leasa Shóisialaigh agus Pinsean, 2014 leasú chun ‘Uisce Éireann’ a áireamh mar chomhlacht sonraithe i Sceideal 5 den Acht Leasa Shóisialaigh (Comhdhlúthú), 2005 (arna leasú). Corpraíodh Uisce Éireann in Iúil 2013, mar chomhlacht leathstáit faoin Acht um Sheirbhísí Uisce, 2013. Céard ba cheart dom a dhéanamh má iarrann duine orm m’Uimhir PSP a sholáthar? Ba cheart duit d’uimhir a sholáthar dóibh a luaithe a bhíonn tú sásta go bhfuil siad i dteideal iarraidh ort an uimhir a sholáthar. Maidir leis an gceist seo, d’fhéadfadh sé bheith cabhrach súil a chaitheamh ar an liosta gníomhaireachtaí anseo. Má bhíonn amhras ar bith ort, ba cheart duit teagmháil a dhéanamh le Seirbhísí Aitheantais Chliant sa Roinn Coimirce Sóisialaí chun breis soiléiriú a fháil. Céard a dhéanfaidh mé má iarrann duine, nach bhfuil i dteideal an Uimhir PSP a úsáid, orm í a sholáthar? Má chreideann tú nach bhfuil duine a iarrann ort d’Uimhir PSP a sholáthar i dteideal amhlaidh a dhéanamh, ná tabhair dóibh d’uimhir go dtí go bhfuil teagmháil déanta agat le Seirbhísí Aitheantais Chliant na Roinne Coimirce Sóisialaí, Seirbhísí Leasa Shóisialaigh, Lóiste na Sionainne, Cora Droma Rúisc, Contae Liatroma (Guthán: 01-7043281) chun comhairle a fháil. Is féidir leat ríomhphost a sheoladh chuig Seirbhísí Aitheantais Chliant, chomh maith, ag cis@welfare.ie Cathain nár cheart dom m’Uimhir PSP a úsáid? Níor cheart duit d’Uimhir PSP nó do Chárta Seirbhísí Sóisialta i ngnáth-idirbhearta tráchtála. Mar shampla, níor cheart go n-iarrfadh an miondíoltóir ar an uimhir ar an gCárta Seirbhísí Sóisialta ná an uimhir sin a thabhairt don mhiondíoltóir mar chruthúnas aitheantais nó ar aon chúis eile nuair a bhíonn rud éigin á cheannach nó nuair a fhaigheann tú seirbhís fruilithe etc. An féidir leis na Gardaí iarraidh orm m’Uimhir PSP a sholáthar? Forálann an reachtaíocht Leasa Shóisialaigh nach bhfuil comhaltaí an Gharda Síochána agus na bhFórsaí Cosanta i dteideal an Uimhir PSP a úsáid ach maidir lena gcomhaltaí féin. Faoin Acht Inimirce, 2003, áfach, féadfaidh an Garda Síochána an Uimhir PSP a úsáid maidir le náisiúnaigh neamh-AE. An bhfuil dualgas orm an uimhir a sholáthar má iarrann comhlacht poiblí orm í a sholáthar? A fhad agus a bhíonn gníomhaireacht i dteideal an uimhir a úsáid, ní mór do dhuine a bhfuil idirbheart aige/aici leis an ngníomhaireacht sin an uimhir a sholáthar ar iarraidh sin. Cén fáth a d’iarr bainc ar chustaiméirí a nUimhir PSP a sholáthar nuair a bhí Cuntais Speisialta Dreasachta Coigiltis (SSIAanna) á socrú acu? Bhí na bainc i dteideal an Uimhir PSP a bhailiú ar mhaithe leis an Scéim SSIA agus ar mhaithe leis sin amháin. Riar an Roinn Airgeadais an scéim SSIA agus ghníomhaigh na bainc mar ghníomhairí den Roinn ina leith sin. Mar gheall gurb aitheantóir uathúil an Uimhir PSP, chinntigh an Uimhir PSP a bhain leis an scéim nach raibh aon duine in ann fáil a bheith acu ar an dreasacht breis agus uair amháin. An féidir le banc nó cumann foirgníochta iarraidh orm m’Uimhir PSP a sholáthar ar aon chúis eile, mar sin? Is féidir. Is féidir leo iarraidh ort d’Uimhir PSP a sholáthar nuair atá iasacht ag sealbhóir cuntais a bhfuil faoiseamh cánach á éileamh acu ar an ús a íocadh, mar shampla, morgáiste nó iasacht um fheabhsúcháin tí. Chun gur féidir leis na Coimisinéirí Ioncaim na forálacha um Fhaoiseamh Cánach Foinseach (TRS) a chur i bhfeidhm i gceart ar an iasacht sin, cuireann roinnt Institiúidí Airgeadais na sonraí úis in iúl do na Coimisinéirí Ioncaim agus an Uimhir PSP á húsáid mar aitheantóir uathúil. Tabhair faoi deara nach n-úsáideann gach Institiúid Airgeadais an Uimhir PSP maidir leis seo. Ceanglaíonn na Rialacháin a chuireann i bhfeidhm Treoir an AE maidir le Cánachas ar Ioncam ó Choigiltis ar Institiúidí Airgeadais (Bainc, Cumainn Foirgníochta, Comhair Chreidmheasa etc.) chun aitheantas custaiméirí ionchasacha a shainaithint. Chun an ceanglas um choinneáil cáipéise a chomhlíonadh a chuimsítear sna Rialacháin, féadfaidh Institiúidí Airgeadais taifead de láimh nó fótachóip de cháipéis a choinneáil ina gcuimsítear an Uimhir PSP. Ní mór nach ndéantar an Uimhir PSP a chur i gcuntas ar chóras ríomhaire an bhainc agus ní mór nach n-úsáideann an Banc an Uimhir PSP ar aon chuspóir eile. An féidir liom uimhir nua a fháil? Ní féidir. A luaithe a dháiltear Uimhir PSP, de ghnáth, ní athraítear í mura bhfuil athrú ábhartha tar éis teacht ar do chúinsí nó do stádas. Go stairiúil, ar pósadh daoine, ghlac an páirtnéir baineann sa chaidreamh le huimhir a fir chéile agus cuireadh an litir “W” ag deireadh na huimhreach. Tá athrú tagtha ar an mbeartas ó shin i leith lena chinntiú go bhfuil uimhir uathúil PSP ag gach duine aonair. Sa chás go raibh Uimhir PSP ag an bpáirtnéir baineann as a stuaim féin sular pósadh í, déanfar an uimhir seo a athghníomhachtú. Murab ann d’uimhir roimh phósadh don bhean, sannfar uimhir nua di. Féadfaidh aon sealbhóirí Uimhir PSP dar críoch an litir “W” teagmháil a dhéanamh le Rannóg Seirbhísí Aitheantais Chliant na Roinne seo chun Uimhir PSP nua a shocrú. Is féidir leat teagmháil a dhéanamh le Seirbhísí Aitheantais Chliant ag An Roinn Coimirce Sóisialaí, Seirbhísí Leasa Shóisialaigh, Lóiste na Sionainne, Cora Droma Rúisc, Contae Liatroma. Guthán: Íosghlao: 1890 927999 Ríomhphost: cis@welfare.ie An Aitheantas Náisiúnta an Uimhir PSP? Ní hea. Ní uimhir aitheantais náisiúnta an Uimhir PSP. Tá sí ceaptha a bheith in úsáid mar chumasóir seirbhíse ar mhaithe le riarachán seirbhíse poiblí. Cruthaíonn an uimhir gné ríthábhachtach de d’Aitheantas Seirbhíse Poiblí (PSI) a sholáthraíonn bealach tapa agus éifeachtúil chun aitheantas a dheimhniú ar mhaithe le rochtain ar gach comhlacht seirbhíse poiblí agus gach déileáil leo. Is éard atá sa PSI ná an Uimhir PSP agus sraith shainithe sonraí pearsanta. Níl do PSI le húsáid ach i ndéileálacha le comhlachtaí poiblí nó le gníomhairí a ghníomhaíonn thar ceann comhlachtaí poiblí.