Galway and Roscommon Education and Training Board (Register of Users)

Updated: July 2016

Does your organisation use the PPS Number at present?

Yes.

If so, for what purpose?

• Payroll, Human Resources and Pension Sections (also pension and incremental credit purposes)
• AVCs - Additional Voluntary Contributions
• BTEI course applications
• Department of Education and Skills returns (September/October)
• Student Records
• Third Level and PLC grants
• FETAC applications and examinations
• CSO returns
• VTOS and youth reach/BTEI applications and payments
• Teaching Council registration

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

PPS Numbers are exchanged with external bodies as follows:

• Revenue Commissioners – GRETB engages with this Unit in relation to pay details, tax free allowance certs, tax refunds and so on
• Department of Social Protection – GRETB provide details to DEASP in relation to holiday pay, lay-off periods, eligibility to sign on/sign off – allowances for trainees and so on
• Department of Education and Skills - As a teaching and learning institution, we have to engage with the DES in relation to teachers transferring from DES to GRETB and provide details of PPS numbers to confirm service and pay details
• Financial Institutions, via employee, when completing Salary Certificates

Does your Organisation have any other plans involving the use of PPS Numbers?

There are no current plans for future use of PPS Numbers other than those mentioned above.

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 Identify 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?

GRETB has published a Data Protection Policy and all relevant staff, including Managers and Leaders, are familiar with the terms of the policy and have received training in all aspects of Data Protection. Our IT systems are such that controls are in place to preserve, maintain and protect all personal data.