Cork Institute of Technology (Register of Users)

Updated: November 2017

Does your organisation use the PPSN at present?

Yes.

If so, for what purpose?

Staff: PPS number is used in relation to HR, Payroll, Taxation, Social Welfare and Pensions

Students: Student Records System, Returns to the HEA, Student Grants, Dept. of Social Protection

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

• Revenue Commissioners – Payroll and Taxation
• Department of Social Protection – Employee benefits / Full Time Student Enrolments
• Cork City Council – Pension Payments
• Banks and Building Societies – Statements of Income
• HEA – Statistical Returns
• SUSI – Student Grant Administration
• CAO – Student Applications

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

No.

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 or her personal data to an individual, on request

Have you measures in place to ensure that the Public Service Identity data you hold or 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 Institute has a Data Protection Policy and a Records Management Policy in place. Access to systems is restricted to authorised users.