An Garda Síochána (Register of Users)

Updated: March 2020

Does your organisation use the PPS Number at present?

Yes

If so, for what purpose?

The PPS number is used as part of the set-up of employees and suppliers on the payroll and financial management system to facilitate statutory tax deductions and returns to the Revenue Commissioners and as a unique identifier at the time of set-up to ensure that payments are made to the correct employees and suppliers.

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?

• An Garda Síochána’s payroll payment functions are carried out by the National Shared Service Office (NSSO) which uses PPSNs in its interactions with the Revenue Commissioners, Department of Social Protection and the Department of Public Expenditure and Reform.
• As a client organisation of the Department of Justice, PPSN information is shared with the NSSO’s Financial Shared Service as part of the payroll and non-payroll payment functions it carries out on our behalf in conjunction with the NSSO.
• The PPS Number is also exchanged with other Government Departments in the case of transfer of staff etc.
• The managed service provider for the HRMS (Human Resource Management System) to An Garda Síochána, Bearing Point, has access to HRMS system data, which includes PPS numbers, to perform its duties in respect of HRMS. It does not exchange PPS Numbers with any other body.

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

An Garda Síochána has no such plans at this time.

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 ?

Yes, there are measures in place to ensure that the PPSN data is secure and is processed and accessible only for the stated purposes.