Residential Tenancies Board (Register of Users)
From Department of Social Protection
Published on
Last updated on
From Department of Social Protection
Published on
Last updated on
Last updated March 2020
Does your organisation use the PPS Number at present?
Yes.
For what purposes?
The principal functions of the Board include:
Registration Enforcement
Landlords who fail to register their tenancies can be prosecuted under Section 144 of the Act. The RTB uses PPS Numbers on a case by case basis to obtain current contact details from the Department of Social Protection for parties on whom it wishes to serve correspondence (e.g. enforcement letters).
Dispute Resolution and Enforcement of Determination Orders
PPS Numbers are used to obtain current contact details for parties on whom it wishes to serve correspondence, e.g. Notices of Adjudication and/or Mediation Hearings, Notifications of Tenancy Tribunals; the resulting reports arising from these hearings and/or Tribunals, legally binding Determination Orders, letters pertaining to the enforcement of these orders, Notices of legal proceedings, etc. This information is obtained in accordance with Section 146(2) of the Act.
Investigations and Sanctions
PPSNs are used to investigate potential breaches of rental law by a landlord in relation to section 7a of the Residential Tenancies Act 2004 – 2019. The RTB uses PPS Numbers on a case by case basis to identify records internally and/or obtain current contact details from the Department of Social Protection for parties on whom it wishes to serve correspondence
Administrative purposes
The RTB also uses the PPS number for employee record purposes within the HR and Finance units. This includes (but not limited to) employment record, pensions, transactions and communications with shared services.
Does the board exchange the PPS Number with any external body? If so, please name the relevant bodies and state the purpose(s) of the exchange
The Department of Social Protection
The Department of Social Protection receives an extract of the RTB's register of tenancies for the purpose of identifying suspect activity and target reviews of social welfare claims that may result in savings to the exchequer.
The RTB receive files from the Department of Social Protection of tenancies approved for rent supplement allowance, our system uses the PPSN as a unique identifier for matching against registered tenancies.
The RTB uses PPS Numbers on a case by case basis to obtain current contact details from the Department of Social Protection for parties on whom it wishes to serve correspondence (e.g. Notices of Adjudication and/or Mediation Hearings, Notifications of Tenancy Tribunals; the resulting reports arising from these hearings and/or Tribunals, legally binding Determination Orders, enforcement letters, Notices of legal proceedings, etc.).
Local Authorities
The RTB receive files on a quarterly basis from Local Authorites of tenancies approved Housing Assistance Payments, our system uses the PPSN as a unique identifier for matching against registered tenancies.
Revenue Commissioners
The RTB may make enquiries on a case by case basis to Revenue, providing the name and PPSN of the person in question, and seek a response from Revenue under sections 8(b), 8(d) and 8(e) of the Data Protection Act, 1988.
Information is supplied to the Revenue Commissioners in accordance with Section 147A and Section 148 of the Residential Tenancies Act 2004 to 2016.
Central Statistics Office
The CSO may obtain administrative records from the RTB, for statistical use, under Section 30 of the Statistics Act, 1993.
What future plans has the Board for the use of the PPS Number?
It is intended to use a Public Service PPS number validation system in the RTB’s new Tenancy Management System. RTB360
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
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. The RTB have a variety of data protection policies and procedures to ensure compliance with data protection legislation. The RTB is registered with the Data Protection Commission and takes all reasonable steps to ensure the security of all data, including PPS Numbers. Staff are trained in data protection and a Data Protection Officer is appointed in line with our obligations, who continuously reviews all processes to ensure best practice privacy protection.