Technological University Dublin City Campus (Register of Users)

Updated: November 2019

Technological University Dublin City Campus previously known as Dublin Institute of Technology

Does your organisation use the PPSN at present?

Yes.

If so, for what purpose?

Management of PPS Numbers for staff members:

The PPS No. is currently used in the Institute's CoreHR database for staff members. It is used for payroll records for all staff members paid through the TU Dublin City Campus’ payroll system.

Administration of TU Dublin’s pension schemes.

PPS numbers are also recorded as a unique identifier on the TU Dublin – City Campus payroll system for students in receipt of a stipend. These are mainly Postgraduate students in receipt of a Strategic Research & Development (SRD) grant payment.

PPS numbers are also recorded as a unique identifier on the TU Dublin – City Campus accounting system in relation to sundry payments. These are retained for financial reporting purposes in line with the retention period for financial records.

National Optometry Centre (NOC) uses the PPS number of patients applying to the Department of Social Protection for optical benefit. We also use the PPS number of children applying to the Health Services Executive Primary Care Reimbursement Service for Optical Benefit. This is in accordance with the agreement that governs these treatment benefit schemes.

PPSN numbers are included in the data on the students that we are obliged to return to the Higher Education Authority (HEA) as part of our annual return.

TU Dublin City Campus provides the PPS No. to the Department of Social Protection for all registered students as part of returns made on 31st October each year.

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?

Department of Social Protection -social welfare payments & sick leave/absence payments.

Department of Public Expenditure and Reform (DPER), as required under the Part 5 of the Data Sharing and Governance Act 2019 for submitting data to the Single Scheme Databank.

Payroll Shared Services Centre (PSSC) and Pension payments to retired staff and dependents of deceased staff members and deceased retirees.

Revenue – Weekly/Monthly Submission files to Revenue; PAYE returns and request from CSO for Employer Identification Inquiry.

Higher Education Authority - statistical returns.

Higher Education Authority (HEA) and Department of Social Protection request this data annually.

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

No.

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

Yes. Technological University Dublin City Campus has appropriate measures in place to ensure compliance with its obligations set out in Article 5(1) and 5(2) of the GDPR.