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Department of Transport, Tourism and Sport (Register of Users)


Updated: August 2014

Does your Department use the PPS Number at present?

  • Finance: Yes
  • Pensions, Pay & Leave (HR Division): Yes
  • Maritime Services: Yes
  • Road Transport Operator Licensing: Yes, PPSN is requested in the application forms for a *Road Haulage Operator Licence, Road Passenger Transport Operator Licence and Driver Attestation.

For what purpose(s)?

  • Finance: As an identifier for PAYE/PRSI/Illness/Maternity purposes
  • Pensions, Pay & Leave (HR Division): As identifiers for this Department's staff in correspondence with PeoplePoint, the HR & Pensions Shared Services Centre.
  • Maritime Services: Collected for insertion into Irish Seafarer's Identity Cards and Irish Seafarer's Discharge Books
  • Road Transport Operator Licensing: For the identification and verification of applicants for the above documents.

Do you exchange the PPS Number with any external body?

  • Finance: Yes
  • Pensions, Pay & Leave (HR Division): Yes
  • Maritime Services: No
  • Road Transport Operator Licensing: Yes

If so provide the name of the relevant bodies and the purpose(s) of the exchange

  • Finance: Revenue in the context of P35 and P45 returns. PeoplePoint in the context of employees transferring/starting.
  • Pensions, Pay & Leave (HR Division): Only PeoplePoint except on the very rare occasions of correspondence from/to Dept. of Social Protection or the Revenue Commissioners.
  • Maritime Services:
  • Road Transport Operator Licensing: Road Transport Operator Division exchanges information with CMOD of Department of Finance in order to verify the authenticity of PPSNs provided.

What are your future plans for the use of the PPS Number?

  • Finance: No changes planned at this point in time.
  • Pensions, Pay & Leave (HR Division): No change in current use.
  • Maritime Services: Continued use/collection
  • Road Transport Operator Licensing: Nil

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?

**Finance*

PPS Numbers are held both on Corepay and on paper files.

Access to Corepay is the remit of Control Section, independent of Salaries. User set ups and access levels (i.e. inputter, supervisor etc) are only processed when authorised by the HEO and AP with responsibility for Control Section. Reports outlining who has access to the system are provided to the AP Control Section on a regular basis. Clients (including PeoplePoint) are contacted periodically and asked to confirm that those who have access are still part of the organisation and continue to require access. Users who no longer require access are deleted from the Corepay system.

Physical access to Salaries Section is controlled via swipe card access.

  • Pensions, Pay & Leave (HR Division): Yes
  • Maritime Services: Yes

Written format files stored securely in locked presses/offices, accessed only by authorised staff.

Electronic files on Seafarer's database, with restricted access to authorised staff, maintained securely on the Department's intranet.

Road Transport Operator Licensing: PPSNs provided to Road Transport Operator Division electronically are stored in a secure licensing database. PPSNs provided in paper applications are stored in files that can only be accessed by staff.

Note on Department Functions listed

  • Finance: As in all Departments, Finance manages financing and accounting matters, (payments, Appropriation Account, PAC, etc.)
  • Pensions, Pay & Leave (HR Division): HR Division manages staff and retired staff interests for pensions, pay and leave
  • Maritime Services: Maritime Services manages payments, registration and certification services for external customers involved in maritime activities
  • Road Transport Operator Licensing: Licensing and related regulatory functions for commercial road haulage and road passenger transport operators in Ireland