An tSeirbhís Oideachais Leanúnaigh agus Scileanna (SOLAS) (Register of Users)

Last Updated August 2019

Does your Office use the PPS Number at present?

Yes, SOLAS use PPS Numbers

For what purposes(s)

For SOLAS Client Services System (CSS) as a unique identifier in the administration of the following programmes eCollege, Momentum, Apprenticeships, Programme & Learning Support Services (PLSS), Construction Services (Safepass, CSCS & QSCS), Results Capture & Certification Requests System (RCCRS) and European Globalisation Adjustment Fund (EGF).

PPS Number is used for normal SOLAS payroll and pension purposes including PAYE., USC, PRSI and superannuation payments

For Human Resource Management, used as an identifier for recruited staff members and for recouping money from the Department of Social Protection in relation to sick leave/maternity benefit

As a unique identifier when SOLAS is named in liability claims and claims to the Employment Appeals Tribunal.

As a unique identifier in the administration of complaints made by course participants to SOLAS

Ex- SOLAS IT systems continue to be hosted by SOLAS on behalf of the Department of Social Protection.

Does your Office exchange the PPS Number with any external body? If so please name the relevant bodies and state the purpose(s) of the exchange.

Department of Social Protection (DSP)

• data exchange with the DSP to prevent the possibility of double payments
• to manage referrals by DSP for training courses, in particular participant commencement and completion dates for programmes delivered directly by SOLAS and those funded by SOLAS but provided via the Education & Training Boards (ETBs) and other training organisations
• data contained on IT systems hosted by SOLAS on behalf of the DSP.

Education & Training Boards (ETBs)

• training programmes including those under PLSS, Apprenticeship and CSCS/Safepass.

Liability claims

• learner payments as SOLAS host the IT system on behalf of the ETBs.
• Revenue Commissioners relating to the operation of the internal SOLAS payroll system.
• QQI regarding Training Course Certification.
• Employment Appeals Tribunal, used as a means of recording details and identifying an individual who has taken a case to the Employment Appeals Tribunal.

Dept of Education & Skills, used as the unique identifier for

• European Globalisation Adjustment Fund (EGF) operations and training for the unemployed and for individuals who have received education and training under various European Globalisation Funding programmes
• European Social Fund to manage financial claims made under this fund

What future plans has your Office for the use of the PPS Number?

The PPSN of students enrolled for the Post-Leaving Certificate (PLC) may be shared with SOLAS in future years as responsibility for elements of this programme moves from the Department of Education & Skills to SOLAS.

Student PPS numbers will be shared with Student Universal Support Ireland (SUSI) to facilitate the administration of student grants.

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?

SOLAS can confirm it complies with Data Protection Acts 1988 to 2018 and the General Data Protection Regulations (EU) 2016/679 (GDPR). SOLAS has procedures to ensure personal data is kept secure. Measures such as physical security and restricted access in the case of physical records and firewalls, user access controls, passwords, encryption and other appropriate technologies in relation to electronic records.