Cork City Council (Register of Users)

**Updated March 2020

Does your Council use the PPS Number at present?

Yes

For what purposes?

People and Organisation Development Directorate

HR Planning Section- Employee Information Records

Welfare Section –Superannuation

Training Section –Training purposes. Used as a unique identifier for training at the Ballincollig Regional Training Centre, Acting as agents for SOLAS.

Finance Department

• Finance: Payroll (Tax Certificates, P60's, P45's, P35's etc. Pension Related
• Deduction Certificates), Section 819b Returns.
• Revenue – Issuing of refunds
• NPPR and Household Charge
• Set up of suppliers for payment processing

Corporate and External Affairs

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

Community & Employment

The PPS number of participants of the Social Inclusion and Community Activation Programme (SICAP) from January 2018 will be collected by the Programme Implementers (PI’s) who deliver the scheme on behalf of the Local Authority. The PPS number will be requested for a number of reasons, including to register on the programme, for referrals to the programme from other bodies, and for the programme evaluation purposes.

Law Department

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

Housing & Community Directorate

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

Social Leasing Initiative

PPSN of landlords to verify details for availability agreements and to process payments of rent

Homeless

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

Rental Accommodation Scheme & Housing Assistance Payment

Verify receipt of rent allowance, confirm eligibility for HAP/RAS social housing reports, record HAP recipients and landords in the HAP CRM.

Housing Regeneration

To process a Relocation payment to Homeowners/Tenants who move homes under the Regeneration Programme. The PPS number is required by the finance directorate in order to set up the recipient of the monies as a new Supplier.

Social Housing Applications

Application form, iHouse database

Traveller Accommodation Unit

Caravan loans, DEASP fuel allowance scheme.

Council Tenants & Social Leasing Tenants

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

Housing Maintenance

Refunds to tenants/non tenants.

Cork Foyer

To assist service users, especially those with intellectual disabilities and other vulnerabilities, when applying for social housing, welfare benefits and allowances, education and training registration forms and related grants, medical card applications and other official documents such as passports and birth certificates.

Strategic & Economic Development

Cork City Local Enterprise Office(LEO) – To process grant applications

Planning Policy – To process various grant applications available under the Planning Acts and local schemes ie Heritage & Conservation

Operations Directorate - Environment

Water Services - Applicants for the Lead Remediation Grant are required to provide a Balancing Statement (P20) or Notice of Income Tax Assessment as proof of income. Social Welfare recipients are required to provide a statement of taxable income from the Department of Employment Affairs and Social Protection. All of these documents contain the applicant’s PPS Number, however, the Water Services Division does not use PPS Numbers for any aspect of the work carried out.

Operations Directorate - Roads

School Wardens correspond with the Department of Social Protection regarding payments during summer recess as required.

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

Revenue Commissioners

• Department of Social Protection– verification of payments
• Solicitors – Law Dept – Buying and selling of property. PPS forms part of the contract documents as drawn up by the Law Society
• HSE Welfare Officers
• ETB
• SOLAS
• Enterprise Ireland (EI)- When a LEO clients transfers to EI from Cork City Council
• PPSN used for identification purposes

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

To continue to use as per above.

There is a duty to ensure compliance with the principles of processing personal data which are set out in Article 5(1) and 5(2) of the GDPR. These principles are summarised as follows

• Process it lawfully, fairly, and in a transparent manner;
• Collect it only for one or more specified, explicit and legitimate purposes, and do not otherwise use it in a way that is incompatible with those purposes;
• Ensure it is adequate, relevant and limited to what is necessary for the purpose it is processed;
• Keep it accurate and up-to-date and erase or rectify any inaccurate data without delay;
• Where it is kept in a way that allows you to identify who the data is about, retain it for no longer than is necessary;
• Keep it secure by using appropriate technical and/or organisational security measures;
• Be able to demonstrate your compliance with the above principles; and
• Respond to requests by individuals seeking to exercise their data protection rights (for example the right of access)

Have you measures in place to ensure that the Public Service Identity data you hold/collect whether in electronic or written format is in line with the GDPR Principles described above?

Yes, Data Protection Policy in place for the organisation.