Financial Services and Pension Ombudsman (Register of Users)

Last updated March 2019

Does your organisation use the PPS Number at present?

We do not seek PPS numbers from complainants but they may form part of the information collected during an investigation.

PPS numbers are collected for employees, Council Members, persons in receipt of pensions from the FSPO and contractors who are paid through the FSPO payroll system.

If so, for what purpose(s)?

• we do not seek PPS numbers from complainants but they may form part of the information collected during an investigation
• for payroll and pension payments

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

Employee PPS numbers are only shared with our outsourced payroll provider for payroll purposes and there is a Data Processing Agreement in place.

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

No.

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?

Yes.

All soft and hard copy material containing PPS numbers is stored securely, to which only authorised people have access.