Dun Laoghaire Institute of Art, Design and Technology (Register of Users)

Updated: February 2020

Does your organisation use the PPSN at present?

Yes.

If so, for what purpose?

PPS numbers are used in:

• administration of the Institute payroll system; - the information is gathered on a Commencement Form which is completed by the staff member
• administration of Professional Services Withholding Tax
• administration of the Student Records System; PPS numbers are collected directly from the students at registration, including Springboard students
• administration of the Student Grant System
• administration of the HR System called “Core”. The PPS number is used by our HR department as an identifier in the case where there is more than one person with identical names.
• administration of Pension Schemes including administration of Cost Neutral Early Retirement Incentivized Early Retirement Schemes
• administration of Redundancy and Enhanced Redundancy Schemes
• When an employee’s password expires on Core ESS (employee self-service) system or when the employee wishes to reset their password, it may be necessary for them to enter their PPS number as a once-off verification of their identity.

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?

Yes.

• Revenue Commissioners in relation to payroll and tax matters generally
• Department ofSocial Protection in relation to PRSI, Illness, Maternity and other Benefit Schemes, Unemployment claims and similar and Co-ordinated Pension benefits and related matters.

We are required under the Social Welfare Consolidation Act 2005 to transfer data on full-time day students (over 18 years of age) to the Department of Social Protection. This information includes the PPSN. This transfer is made annually in late October.

• Department of Finance, Paymaster General in relation to pension payments.
• Revenue Commissioners in relation to administration of Professional Services Withholding tax.
• Higher Education Authority – various statutory returns.
• Department of Education and Skills - various statutory returns.
• The PPS Number may also be used in correspondence with other public bodies to establish whether an applicant is disqualified by law or other provision from holding a position, to include being debarred from reemployment in the public service for particular periods by virtue of having retired from the public service under a cost neutral or Early Retirement Scheme or a Voluntary Redundancy Scheme or similar arrangement.
• The PPS Number may also be used in correspondence with other public service bodies or other reckonable bodies for pension administration purposes, for example establishing transferrable service, previous employment history and Reckonable Amounts under the Single Public Service Scheme, complaints processing and so on.
• IADT holds data on staff and students including PPS numbers on a range of proprietary management information systems (finance Adminsitration, HR, Payroll and Pension Management, Library Records, Student Records system) and these are hosted by an external company EduCampus Services.

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

At this point in time the Institute has no future plans for uses of PPS numbers save for what is stated above, however as a public body we may become party to shared service arrangements with other bodies as part of the public service reform agenda or in pursuit of efficiencies under the reconfiguration of Higher Education Structures. In addition we may need to outsource certain of our activities, to include for example payroll or pensions. In such circumstances the PPS number would be used as part of such developments.

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
• 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 held in electronic or written format is in line with the GDPR Principles described above?

Yes. IADT is aware of and will comply with its obligations under the GDPR. Privacy notices for both staff and students are available on our website. Staff PPS numbers are held electronically on our dedicated payroll/HR system (Core), access to which is restricted to appropriate, authorised persons. Student PPS numbers are held on our student database system, Banner, access to which is restricted to authorised users. Servers are protected from unauthorised access, PCs are subject to appropriate security, PPS numbers are only processed in connection with the purposes for which they have been provided as outlined above. Arrangements are in place for confidential shredding and disposal of records.