South Infirmary/Victoria University Hospital, Cork (Register of Users)

Updated May 2019

Does your Hospital use the PPS Number (PPSN) at present?

Yes

For what purpose(s)

Used in the following departments Payroll, Human Resources, Finance, Sexual Assault Treatment Unit, Social Work, Operating Theatre and OPD for the following purposes:

Payroll:

• Revenue Commissioners requirement to use an employee’s PPSN to return statutory deductions from payroll

• Used as a password for employees to access their email payslip. Payslip file (.pdf) is encrypted. Where an employee receives their payslip by email, access to the file is by entering their PPSN.

• In relation to section (v) below, we can confirm we are compliant with sections 1 to 5 inclusive.

Finance:

• Use the Patients PPS number as a reference in identifying, recording and submitting claims relating to the Primary Care Reimbursement Service (PCRS). The PPSN is already recorded on the PCRS national database.

• Revenue Commissioners to deduct Professional Services Withholding Tax (PSWT) from any payments for professional services received by the hospital. In the case of individuals who provide these services, who are not VAT registered we request their PPSN in order to deduct PSWT and remit this tax to the Revenue Commissioners. The PPS number is quoted on their invoice. This is outlined in the hospital tax compliance policy

• The Chief Financial Officer (CFO) can confirm that relevant staff are required to follow measures that have been implemented by the hospital with respect to usage and security of personal data in line with GDPR regulations.

Human Resources:

•PPSN is required by legislation for OWT1 forms

• Employee Information Form / Personal Details form - used to set up new employees and goes to payroll.

• Carer's Leave applications – Following review PPSN will be removed from forms.

• Parental Leave applications – Following review PPSN will be removed from forms.

•Force Majeure applications – see requirement to submit PPSN.

• Work Permit Applications - required by Department of Business, Enterprise and Innovation.

Sexual Assault Treatment Unit:

• When we send out Forensic Reports to Superintendents in the relevant Garda Districts, the PPS no of the Forensic Examiner is required for payment. Therefore we have the PPS numbers of our Forensic Examiners on our computer and each examiner is aware of this and they are only used for the sole purpose of accurately identifying them in the administration of public service

• All information re PPS numbers is held electronically in a password protected file.

• PPS numbers are only used for the purpose for which they were acquired.

• Any staff that have left the unit has their personal information deleted.

Operating Theatre:

• Use the PPSN as requested on the cervical cytology form for Cervical Check as part of the National Screening Programme.

Social Work:

• Regularly use PPS Numbers when liaising with outer Agencies such as Department of Social Protection and Department of Health, regarding applications for Medical Cards, various Social Welfare or other Financial Aid, other agencies where we could need to use PPS Number would include, but not be restricted to, Department of Justice and Law Reform, Dept. of Family Affairs, various City and County Councils. We note the guidelines attached and will ensure they inform all communication involving PPSNs going forward. The Social Work file is kept in a locked drawer in the social work department until such time that they are transferred to secure off-site storage. Our files are subject to hospital FOI and Data Protection policies and procedures.

OPD:

• The PPSN is required on the cervical smear form for Cervical Check, that’s the only time it is used in OPD. The PPSN is just written on the form for Cervical Check, not kept otherwise.

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

• The Revenue Commissioners,

• The Department of Social Protection

• The Pensions Management Unit, HSE.

• Cervical Check National Screening Programme

• Department of Health & Children

• Department of Justice and Law Reform

• Various City and County Councils

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

Usage and requirement are assessed once a year and usage restricted to only as 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

1. Process it lawfully, fairly, and in a transparent manner;

2. 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;

3. Ensure it is adequate, relevant and limited to what is necessary for the purpose it is processed;

4. Keep it accurate and up-to-date and erase or rectify any inaccurate data without delay;

5. 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;

6. Keep it secure by using appropriate technical and/or organisational security measures;

7. Be able to demonstrate your compliance with the above principles; and

8. 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 see individual responses above.