Kerry County Council (Register of Users)

Does Kerry County Council use the PPS Number at present?

Yes.

For what purpose(s)?

Arts Office

Requires the PPS no. for: ​Payment of grants, bursaries, workshop time to individual artists, information forwarded to Finance for payments only.

Corporate Affairs

Requires the PPS no. for: Processing Representational Payment, Mayors Allowance, Cathaoirleach Allowance, Audit Committee Allowance and Members Expenses. Information shared with Payroll/HR section. PPS number not shared with any external body.

Fire Service

Require the PPS no. for: ​Abatement, Partial Abatement of Fire Service Charges Form. Issuing invoices for Fire Service Charges to persons who benefit from the provision of Fire Services at emergency incidents attended by Kerry Fire Service.

The Building Control Management System is a national centrally hosted database, used for Building Control functions. PPS number entered online when accessing the system. Information shared with Finance section. PPS number not shared with any external body.

Finance

Requires the PPS no. for: ​Supplier Setups. PPS number not shared with internal or external body.

Higher Education Grants

Requires the PPS no. for: SUSI (National Higher Education Awarding Authority). PPS number shared on request with SUSI. (We still hold a number of active accounts under HEG’s and will need to retain these records for audit purposes after the recipients have completed their Higher Education programmes).

Housing

Requires the PPS no. for: Social Housing & Housing, Grants, Regeneration, RAS and E-Returns. PPS number shared with the Housing Assistance Payment (HAP) hub in Limerick County Council – records are also shared with other Local Authorities as part of the “central broker” service run by the LGMA.

Human Resource

Requires the PPS no. for: Personnel Management, Recruitment, Superannuation, Payroll, Training, Jobbridge Applicants, Social Welfare and Regional Training Centre requirements.

Kerry National Road Design Office

Requires the PPS no. for: Land Acquisition Payments.

Killarney Municipal District

Require the PPS no. for: Jarvey Licences and Casual Trading Licences. PPS number not shared with any external body

Legal Department

Requires the PPS no. for: Contracts/Stamping of Deeds for property sales, acquisitions.

Listowel Municipal District

Requires the PPS no. for: Casual Trading Licences. Licence details are shared with Revenue.

Local Enterprise Office

Requires the PPS no. for: Grant Applications, Payments and Refunds. Department of Social Protection cross check for component payment of business priming or business expansion grant

Motor Tax

Requires the PPS no. for: Driving Licence Application records and Motor Tax. PPS number not shared with any external body.

Operations & Safety

Require the PPS no. for: ​Land Acquisition Compensation.

Planning

Require the PPS no. for: Not​ify the Department of Arts, Heritage and the Gaeltacht of details relating to Conservation of Protected Structures grants.

South & West Kerry Municipal District

Require the PPS no. for: C​asual Trading Licences.

**Tralee Municipal District: ​require the PPS no. for: Casual Trading Licences. Shared with Revenue.

Water Services

Requires the PPS no. for: Well Grant Applications, Septic Tank Grant Applications, Domestic Waste Water Treatment System Grant applications and Land Acquisitions & Wayleaves. Shared with Department of Housing, Planning, Community & Local Government

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

Planning, exchange the PPS no:

Department notification for conservation grants - this information includes PPS numbers (as per the Supplier Payment Form).

While the EFT form is on file, it is not forwarded to the Dept. The Dept. is not notified of the grantee's PPS/tax information.

Water Services, exchange the PPS no.:

In respect of well grants, the PPS is shared with the DHPCLG for confirmation that the applicant has not received a grant in the previous 7 years, which is a condition for payment of the grant.

Finance, exchange the PPS no.:

PPS number can be shared with Commissioners and Social Welfare.

Human Resources, exchange the PPS no.:

Interaction with State agencies.

Previous employers to establish employment history, pension entitlements and rights.

Revenue Commissioners and Social Welfare.

SOLAS (compulsory requirement).

Regional Training Centres.

Housing, exchange the PPS no.:

Shared with Revenue Commissioner when setting up Housing Loan Customers for Tax Relief at source.

Annual Return to Revenue Commissioner regarding payments to RAS Landlords.

Department of Social Protection.

The LGMA (central broker service for other Local Authorities)

Municipal Districts, exchange the PPS no.:

Shared with Revenue Commissioner for casual trading licences.

County Solicitors, exchange the PPS no.:

in respect of stamping of Deeds.

KCC (as Vendors) furnish PPS Number (where appropriate) to Solicitors for this purpose.

PPS Numbers of Vendor (when KCC is purchasing) are used for the stamping of Deeds in property transactions.

Community, exchange the PPS no.:

PPS numbers are not currently collected for SICAP clients. It is also significant to note that SICAP is operated through the LCDC (and thus KCC) and that information in relation to participants as collected by the Programme Implementers during the course of implementation, i.e. personal identifying information is not made available outside of the Programme. We have been requested to register the use of PPSN in the SICAP programme by the Department of Housing, Planning & Local Government from 2018 which may be shared with Programme Implementers.

Other Bodies

• Department of Housing, Planning & Local Government
• Non Principal Private Residence Bureau
• Department of Education
• National Vehicle and Driver File database

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

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/her personal data to an individual, on request

Have you measure in place to ensure that the Public Service Identify 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?

Yes, Each department has measures in place to prevent unauthorised access to paper records stored in filing cabinets. Electronic systems are accessible by authorised users and are password protected. Laptops are encrypted. PPSN data is processed and accessible only for the stated purposes.