National University of Ireland Maynooth (Register of Users)

Updated: February 2020

Does your organisation use the PPSN at present?

Yes.

If so, for what purpose?

Payroll records and student records.

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. The Revenue Commissioners, the Department of Social Protection, The Higher Education Authority, Pension Administrators (Willis) and Student Universal Support Ireland (SUSI).

Please note that staff are aware that PPS numbers are transferred to the Universities pension administrators.

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

None.

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/collect whether in electronic or written format is in line with the GDPR Principles described above?

Yes.

Maynooth University audits data collection and processing on an ongoing basis to assist in Data Protection and GDPR compliance.

The University’s Inventory and Register of Personal Data can be viewed at: www.maynoothuniversity.ie/data-protection/register-inventory-personal-data.

Data Protection policies, procedures and information available on the University Data Protection page at: www.maynoothuniversity.ie/data-protection.