Dun Laoghaire-Rathdown County Council (Register of Users)

Does your organisation use the PPS Number at present?

Yes.

If so, for what purpose(s)?

• Casual Traders Licences (List of Casual Traders forwarded to Revenue at end of year)
• Electoral Registration – received on applications for entry on Electoral Register or for updating of existing electoral details. The PPSN is checked to verify the identity of persons that register to vote as per Electoral Act 1992 amended by Electoral Reform Act 2022.
• Differential Rent Household Income Declaration Form (Used to speed search/verify identity on Department of Social Protection)
• application for housing including Rental Accommodation Scheme(RAS) and Housing Assistance Payment(HAP)
• homeless placement – Pathway Accommodation & Support System (PASS) (Used to verify income)
• payroll (Tax purposes)
• Non Principal Private Residences

PPS numbers are also input and stored in the Supplier Masterfile database in FMS Financial System (Agresso) for some supplier categories such as employees and consultants. Where applicable, the PPS number is used to check Tax Clearance prior to issuing payments

PPS numbers are used to verify grant recipients are employing people that we have grant aided Local Enterprise Office. We have to be clear that we are not grant-aiding a position occupied by an individual who is in receipt of conflicting payments from another arm of the state - The Department of Social Protection.

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

Revenue Commissioners, Department of Social Protection.

Revenue Commissioners – annual return sent to the Commissioners listing landlords who are included on the Rental Accommodation scheme.

Department of Environment, Community & Local Government – it is a requirement of the Department for claiming SOS rent subsidy for qualifying borrowers of house purchase loans.

The Private Residential Tenancies Board (PRTB) – this ensures that Landlords are complying with their legal obligations under the Residential Tenancies Act 2004 to apply to register their tenancies.

Other Housing Authorities- Central Database located in LGMA’s data centre to enable use of the Housing Central Broker PPSN Checker.

Dublin Region Homeless Executive- who administer and manage the PASS System for the Dublin Region Housing Authorities.

CSO (Central Statistics Office)

SFTP – payroll

NPPR (Non Principal Private Residence) Bureau at LGMA

Student Universal Support Ireland (SUSI) – we have supplied SUSI with a list of students who have received a Higher Education Grant from us over the past number of years to enable them to ensure someone applying for a grant in the future is not awarded something to which they are not entitled.

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

A system of online voter registration is being developed (voter.ie), in conjunction with Dublin City Council. Members of the public who wish to register online for this service will be asked to provide their PPSN. It is intended that the roll out will occur in 2019.

The Council will be implementing the Housing Central Broker PPSN Checker for local authorities.

When we move to the shared Payroll Service MyPay in the autumn of 2018, they will have access to data on employees and elected members and a capability to extract to other parties. We are awaiting a revised GDPR Service Level Agreement.

The PPS number of participants of the Social Inclusion and Community Activation Programme (SICAP) from January 2018 are collected by the Programme Implementers (PIs) who deliver the scheme on behalf of the Local Authority. The PPS number will be requested for a number of reasons, including to register on the programme, for referrals to the programme from other Bodies, and for programme evaluation purposes.

There are Eight Rules of Data Protection which govern the processing of personal data set out as follows:

• obtain and process the information fairly
• keep it only for one or more specified, explicit and lawful purposes
• process it only in ways compatible with the purposes for which it was given to you initially
• keep it safe and secure
• keep it accurate, complete and up-to-date
• ensure that it is adequate, relevant and not excessive
• retain it no longer than is necessary for the specified purpose or purposes
• give a copy of his/her personal data to an individual, on request

Have you measures in place to ensure that the Public Service Identity data you hold /collect, whether held in electronic or written format is secure and that it is accessible and processed, only in connection with the purpose for which it has been provided?

Yes - information available here.