Mayo, Sligo and Leitrim Education and Training Board (Register of Users)

Updated: November 2018

Does your organisation use the PPSN at present?

Yes.

If so, for what purpose?

PPSNs are used as unique identifiers for both employees and students or learners in their dealing with Mayo, Sligo and Leitrim Education and Training Board. They are used in Finance, Human Resources, student grants processing and student registration systems operated by MSLETB. They are also used for verification of programme eligibility with DEASP.

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

CSO – statistical Returns
Teaching Council – Teacher Registration
DES – Exam Registration, Service and pay details
Department of Social Protection – Social Welfare benefits for employees, assessments, allowances for trainees
Revenue – details for payments, allowances, tax refunds, P45’s and so on
Financial Institutions – when requested by employee
Solas – administration of trainees and apprenticeships
Paymaster General and Pension Awards
Awarding Bodies, for example QQI for exam registration
State Exam Commission – payment of Exam Supervision
Other Public Sector Employers – Statement of Service and Pension Transfer Forms and so on
IT Software Companies – Shared Payroll services, management of staff records, timesheets and processing of payroll. Datapac -Manser ESI Bespoke System, DCS Ltd – payroll and accounts system suppliers and support services

Applications to HSE services, that is NEPS and so on, in order to access resources for students

National Council for Special Education Needs
Local Authority – Pension Payments

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

No, there are no current plans. As statutory requirements change, we will adhere and comply with Data Protection Principles in relation to the use of PPS numbers.

There are Eight Rules of Data Protection which govern the processing of personal data set out as follows:

obtain and process the information fairly
keep it only for one or more specified, explicit and lawful purposes
process it only in ways compatible with the purposes for which it was given and secure
keep it accurate, complete and up-to-date
ensure that it is adequate, relevant and not excessive
retain it no longer than is necessary for the specified purpose or purposes
give a copy of his or her personal data to an individual, on request

Have you measures in place to ensure that the Public Service Identity data you hold or collect, whether held in electronic or written format is secure and that it is accessible and processed, only in connection with the purpose for which it has been provided?

Yes, MSLETB has a detailed Data Protection Policy, Data Breach Policy, CCTV Policy, Records Management Policy and Records Retention Schedule.

All Personnel files are securely locked in filing cabinets and our IT systems have appropriate protections in place.