Galway-Mayo Institute of Technology (Register of Users)

Updated: April 2019

Does your organisation use the PPS No at present?

Yes.

For what purpose(s)?

PPS numbers are used as unique identifiers for both employees and students in their dealings with GMIT. The PPS numbers are used in the payroll, human resources and student registration systems operated by the Institute.

Does your organisation exchange the PPS No with any other body? If so please name the relevant bodies and the purpose(s) of the exchange

With respect to employees, PPS numbers are exchanged with the following bodies for the reasons stated below:

Revenue Commissioners: for the administration of employee tax affairs.

Department of Social Protection: for the administration of employee entitlements to social welfare benefits.

Bodies in the Public Sector Transfer Network: PPS numbers are exchanged when transferring the service entitlements of past employees.

Central Statistics Office: in relation to employment surveys.

Department of Public Expenditure and Reform: Payroll Shared Services Centre in relation to pension payments.

With respect to students, PPS numbers are exchanged with the following bodies for the reasons stated below:

Central Applications Office: Students applying both directly to GMIT and through the CAO are asked for their PPS number on applications forms. Submission of PPS numbers is voluntary. The number is used as a unique identifier.

Quality and Qualifications Ireland (QQI): GMIT is required to provide PPS numbers to QQI for students sitting Level 5 Level 6 QQI examinations. GMIT post graduate students applying to the QQI for registration of a research degree programme are asked for PPS numbers on applications forms which are issued by GMIT on behalf of the QQI and returned to the QQI on completion.

Department of Social Protection: GMIT provides PPS numbers to the Department as part of the returns made in respect of registered students on 31 October each year.

Higher Education Authority (HEA): GMIT provides PPS numbers to the HEA as part of the Annual Statistical Return. This return covers all registered students on 1st March each year and graduates who have received an award in the preceding year. PPS numbers are also provided to the HEA as part of the First Destination Return of recent graduates. The HEA uses the returns to collate statistics in relation to the higher education sector in Ireland.

Student Universal Support Ireland (SUSI): GMIT shares PPS numbers with SUSI for students who are applying for grant support - the number is used as a unique identifier.

Revenue Commissioners: For post graduate students receiving stipends, GMIT liaises with the Revenue Commissioners to ensure that the payment of stipends is compliant with tax legislation. The PPS number is used as a unique identifier.

Teaching Council of Ireland: For management of memberships.

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

No.

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 or organisational security measures
• be able to demonstrate your compliance with the above principles
• 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 or collect whether in electronic or written format is in line with the GDPR Principles described above?

GMIT processes the PPSN by reference to Article 6(1) (c) of the GDPR, that is to comply with a legal obligation.

The specific statutory provision being relied on is Section 262(4) of the Social Welfare Consolidation Act 2005 as amended.

Student PPSNs are collected for the purposes of submitting returns to:

• the Department of Social Protection [as per Section 260(1) of the Social Welfare Consolidation Act 2005, and
• the HEA [as per Section 11 of the HEA Act 1971]

The processing is outlined in our privacy notices.

The PPSN is processed only for the purpose for which it has been obtained and it is kept accurately.

Staff PPSNs are held electronically on our dedicated payroll/HR system (Core), access to which is restricted to a limited number of personnel. Student PPSNs are maintained in electronic format on our student records system (Banner), access to which is restricted to authorised users.

A Data Subject Rights Procedure is in place and is available on our website.