Rotunda (Register of Users)

Updated March 2019

Does your Hospital use the PPS Number at present?

Yes

For what purpose(s)?

The Payroll Department records this data for processing of individuals payroll details.

The HR Department records this data for internal recording reference only, and communication to the Payroll Department for new employee's set-up.

The Births Notification Department records this data which is sent to the General Registrar's office as this is a requirement for the registration of births.

The National Cervical Screening Service is operated within the Rotunda Hospital the referral letters for this service include the PPS. This recorded on the national cervical check database which is Mediscan.

Does your Hospital exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange

• Dept. of Finance: for year-end P35, P45, statutory purposes
• Dept. of Health and Children: for VHSS purposes /calculations; the VHSS is the Voluntary Hospital Superannuation Scheme operated by the Department of Health and Children
• other Agencies /Hospitals for whom some of our Medical Consultant staff will have shared sessions with, and for whom either the Rotunda or the other Agency would be the paymaster. Again this is a payroll processing purpose
• on certain occasions, with express written instruction, the Payroll Department will provide this data, to an individual Medical Consultants personal Tax Advisor, for the purposes of the calculation of their individual self-assessment tax returns
• the Hospital takes part in the National Cervical Screening Programme and as part of this there is a computer package called Mediscan in place. This system records PPS numbers which is used by the National Cervical Programme
• PPS number would be sent to the General Registrar's Office as it is a required field for the registration of births and is part of our extract

What future plans has your Hospital for the use of the PPS Number?

None, other than stated above.

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?

The Hospital has measures in place in line with the requirements of the GDPR and Data Protection Act 2018 to ensure that we are compliant.