Mayo, Sligo and Leitrim Education and Training Board (Register of Users)

Updated: November 2018

Does your organisation use the PPSN at present?

Yes.

If so, for what purpose?

PPSNs are used as unique identifiers for both employees and students or learners in their dealing with Mayo, Sligo and Leitrim Education and Training Board. They are used in Finance, Human Resources, student grants processing and student registration systems operated by MSLETB. They are also used for verification of programme eligibility with DEASP.

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

• CSO – statistical Returns
• Teaching Council – Teacher Registration
• DES – Exam Registration, Service and pay details
• Department of Social Protection – Social Welfare benefits for employees, assessments, allowances for trainees
• Revenue – details for payments, allowances, tax refunds, P45’s and so on
• Financial Institutions – when requested by employee
• Solas – administration of trainees and apprenticeships
• Paymaster General and Pension Awards
• Awarding Bodies, for example QQI for exam registration
• State Exam Commission – payment of Exam Supervision
• Other Public Sector Employers – Statement of Service and Pension Transfer Forms and so on
• IT Software Companies – Shared Payroll services, management of staff records, timesheets and processing of payroll. Datapac -Manser ESI Bespoke System, DCS Ltd – payroll and accounts system suppliers and support services

Applications to HSE services, that is NEPS and so on, in order to access resources for students

• National Council for Special Education Needs
• Local Authority – Pension Payments

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

No, there are no current plans. As statutory requirements change, we will adhere and comply with Data Protection Principles in relation to the use of PPS numbers.

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 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 or 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, MSLETB has a detailed Data Protection Policy, Data Breach Policy, CCTV Policy, Records Management Policy and Records Retention Schedule.

All Personnel files are securely locked in filing cabinets and our IT systems have appropriate protections in place.