Laois Offaly Education and Training Board (Register of Users)

Updated: April 2019

Does your organisation use the PPSN at present?

Yes.

If so, for what purpose?

• Payments to all staff, students and apprentices in LOETB.
• Superannuation/pension administration.
• Administration of sick leave and pay related to leave entitlements e.g. Maternity Benefit.

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

Yes, for the following:

Revenue – PAYE Returns.

Department of Social Protection - employee information and trainee allowances.

Department of Education and Skills – returns and examination registration.

Student Universal Support Ireland (SUSI) – regarding third level grants.

National Council for Special Education Needs – to access resources for students.

CSO – Statistical Returns.

Teaching Council – Teaching Registration.

SOLAS – administration of trainees and apprenticeships.

Paymaster General for pension awards.

Awarding bodies e.g. QQI for exam registration.

Other public sector employers – Statement of Service and Pension Transfer details.

• IT Software Companies – Shared Payroll services, management of staff records, timesheets and processing of payroll

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

Yes. LOETB has the following Policies in place for:

Data Protection

Data Breach

CCTV

Records Management/Records Retention

Clean Desk/Clear Screen

Personnel Files are kept securely and IT systems have appropriate protections in place.