Longford County Council (Register of Users)

Updated January 2024

Does your organisation use the PPS Number at present?

Yes

If so, for what purpose?

• Finance: Setting up employees and pensioners on the HR systems for the purposes of making salary/pension payments. Processing of relevant statutory returns (P45's, P30's, P35's etc.) Used on supplier set up forms and input onto the financial system (Agresso) when setting up suppliers if they do not have a VAT number, Sick Pay, Superannuation, Housing Loans, Household Charge, Departmental Returns.
• Environment: Investigation of cases under the Litter Pollution Acts.
• Housing: Housing Applications (Loans, Grants, Social Housing), Mortgage Protection Insurance, Housing Assistance Payment, Affordable Housing and Private Sites Applications, Rental Accommodation Scheme. Homeless Emergency Accommodation & Homelessness referral, leasing, rent reviews, Tenant Purchase, Mortgage to Rent scheme, Mortgage Allowance Scheme Choice Based Letting Scheme – to asses eligibility for Housing Assistance
• Local Enterprise Office: Employment Grants - verification purposes
• Human Resources: Personnel Records, Salary Amendments, Sick Pay, Superannuation Records.
• Roads and Transportation: Water Safety Risk Assessors Expenses; Roads Services Refunds; Landowners Tax Clearance Requirements (required for payment processing).
• Water Services: Individual Well Grants, Road Opening Licence Refunds.
• Community & Enterprise: Social Inclusion Community Activation Programme (SICAP). PPS NUMBER is collected by the LEADER Partnership under the Back to Work Enterprise Allowance (BTWEA), Short Term Enterprise Allowance (STEA) schemes and under goal three of the SICAP 2015-17 programme
• Trade Licence Applications
• Electoral Registration – received on applications for entry on Electoral Register or for updating of existing electoral details. The PPSN is checked to verify the identity of persons that register to vote as per Electoral Act 1992 amended by Electoral Reform Act 2022.

Does your organisation exchange the PPS Number with any other body? If so, please name the relevant bodies and the purposes of the exchange?

• Revenue Commissioners (Wages, Salaries, Statutory Returns)
• Dept. of Employment Affairs and Social Protection (Sick Pay & other Benefits)
• Dept. of Environment Community & Local Government (Claims for Grants)
• Department of Housing, Planning and Local Government – Housing Loan Assessments
• Programme Implementers (PIs), who deliver the ’Social Inclusion Community Activation Programme (SICAP) on behalf of the Local authority
• In case of employees recruited on Labour Activation ‘Gateway Scheme ‘the employee provides their PPS NUMBER to the Department of Social Protection who in turn releases it to the County Council who use this number on the POBAL payroll system for set up Gateway employees for making salary payments.
• Central Statistics Office where required of for the purposes of EC Regulation concerning Structural Statistics on earnings and labour costs.
• PSSN may be used to identify parties being investigated by the Statutory agencies: Department of Social Protection, Revenue Anti Evasion Unit, Customs Enforcement
• Local Authority Housing share PPS NUMBER data with:
• An Post – included on the Household Deduction Application for Housing/RAS/Lease rents and for loans
• Private Rented Tenancies Board (PRTB) to report RAS Tenancies which includes both Landlords and Tenants PSNs.
• Revenue Commissioners – A report is compiled annually which includes all payments made in the previous year to RAS and lease landlords.
• Department of Social Protection – Information as part of housing assessment procedures and for rent review purposes
• Department of Justice – if habitual residency is in question.
• Higher Education Grants – PPS NUMBERs are used when data requests regarding Student Grant Awards are requested by Student Universal Support Ireland as authorised by section 28 of the student support Act 2011 in which awarding authorities and local authorities
• Revenue Commissioners – verification of Tax Clearance on ROS for suppliers, registration of contracts and payments issued in relation Relevant Contract Tax, S891B return showing all payments made over €1000

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

NO

There are Eight Principles of Data Protection which govern the processing of personal data outlined 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 measures in place to ensure that the Public Service Identity 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?

Yes

• All Electronic systems can only be accessed by authorised users and are password protected. Mobile PCs are encrypted.
• Paper records are stored in filing cabinets in offices that require an authorised key card to gain access. The data is only processed for the purposes it is collected for.