Institute of Technology Tralee (Register of Users)

Updated: May 2019

Does your organisation use the PPSN at present?

Yes.

If so, for what purpose?

For staff it is a unique identifier for payroll and human resources purposes.

For students it is necessary to fulfil mandatory reporting obligations and as an aid in identifying students

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 Revenue Commissioners and the Department of Employment Affairs and Social Protection for the purpose of statutory returns and social welfare claims
Banks and Building Societies on Statements of Income Certificates – when requested to by staff
the Paymaster General's Office for pension payments to the Institute's retired staff
Bodies in the Public Sector Transfer Network when transferring service of past employees
Additional Voluntary Contributions Providers – when requested by staff
Level 10 students to QQI for production of parchments
QQI for production of parchments
Student PPSNs are part of a mandatory return to the HEA

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?

Staff PPS numbers are maintained in electronic format on our dedicated Payroll/HR System, access to which is restricted to a limited number of personnel.

Staff PPS numbers may, in some cases, be in hardcopy format in their Personnel Files. These files are maintained in filing cabinets in the HR Office, access to which is restricted by means of a swipe card entry system.

Student PPS numbers are maintained in electronic format on our dedicated system access to which is restricted.