Department of the Taoiseach (Register of Users)

Does your organisation use the PPSN at present?
If so, for what purpose?
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?
Does your organisation have any other plans involving the use of the PPS number?
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?

Updated: June 2019

Does your organisation use the PPSN at present?

The Department of the Taoiseach uses the PPSN at present.

If so, for what purpose?

It is used for payroll and HR management.

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?

The Department of the Taoiseach operates its payroll as part of a shared service; therefore the PPS numbers are exchanged with the Payroll Shared Service operated by the National Shared Services Office (NSSO) in Killarney.

Our HR management system is run by the National Shared Services Office (NSSO) and they have access to the Department of the Taoiseach staff PPS numbers for reporting purposes and pensions.

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

The Department of the Taoiseach has no other plans involving the use of the PPS number.

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?

Within the Department, PPS numbers are held and used by HR staff only for legitimate purposes relating to individual’s contract of employment and the relevant legislation. PPS numbers are held electronically on the HR management databases which are only accessible by HR staff. PPS numbers are also held in hard copy on the personnel files of the officers to whom the number relates. These hard copy files are retained in locked rooms, in locked cabinets. PPS numbers are not held for longer than is necessary. The HR Unit will respond to requests by individuals seeking to exercise their data protection rights.