Athlone Institute of Technology (Register of Users)

Updated: March 2019

Does your organisation use the PPSN at present?

Yes, it is a question on standard student registration form. The PPSN is also used as a unique identifier to determine if a student has studied at the Institute before, thus eliminating the risk of creating a duplicate student record.

If so, for what purpose?

PPSN is part of a mandatory return of data by the Institute to the HEA. There is a legitimate interest to the Institute as funding is dependent on successful and complete return. The PPSN is also returned to the Department of Social Protection each year. The Institute also use it as an individual identifier along with date of birth.

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?

No exchange takes place, only mandatory data return.

Section 11 of the Higher Education Act 1971 provides that a HEI shall supply to the HEA all such information relative to the institution as the HEA may require for the purpose of performing its functions.

Statutory Instrument 142 of the 2007 Social Welfare Regulations requires centres of education to transfer details of their registered students to the Department of Social Protection.

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

None.

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 or organisational security measures
• be able to demonstrate your compliance with the above principles
• 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?

Yes we do, Athlone Institute of Technology complies with its obligations under existing data protection and Freedom of Information legislation. PPSN are collected electronically only and are not maintained in hard copy. All mandatory returns to the HEA are electronic.