Limerick Institute of Technology (Register of Users)

Updated April 2019

Does your organisation use the PPSN at present?

Yes.

If so, for what purpose?

The PPSN is used as a unique identifier for both employees and students in their dealings with LIT. PPSNs are used in the payroll, human resources and student registration systems operated by LIT.

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?

Employee PPSNs are exchanged with the following bodies:

Revenue Commissioners: For the administration of employee/retiree tax affairs.

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

Bodies in the Public Sector Transfer Network: For transferring the service entitlements of past employees for pension purposes.

Central Statistics Office: For employment surveys.

Department of Public Expenditure and Reform: Payroll shared services centre in relation to pension payments.

Student PPSNs are shared with the following bodies:

Central Applications Office: Students applying both directly to LIT and through the CAO are asked for their PPSN. Submission of PPSN is voluntary. The PPSN is used by LIT as a unique identifier.

Quality and Qualifications Ireland (QQI): LIT is required to provide PPSNs to QQI in relation to certain students.

Department of Social Protection: The PPSN of registered students is provided in the annual return to the Department.

Higher Education Authority: LIT provides PPSNs to the HEA as part of the Annual Statistical Return. PPSNs 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): PPSN is used as a unique identifier in the administration of student grant supports.

Revenue Commissioners: For post graduate students receiving stipends, LIT liaises with the Revenue Commissioners to ensure the payment is compliant with tax legislation.

Teaching Council of Ireland: For management of memberships/registration.

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

No.

5. 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
• 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?

LIT has a framework in place, including policies and procedures, to ensure compliance with our obligations under GDPR and the Data Protection Acts 1988 - 2018. PPSN data in processed in accordance with the LIT Data Protection Policy.