Institute of Technology Carlow (Register of Users)

Updated: March 2020

Does your organisation use the PPSN at present?

No, but we do collect the PPSN for transmission to HEA with annual Student SRS data returns.

We also transmit the PPSN numbers to the Department of Social Protection in the annual Transfer of data on Full-time Daytime Student Enrolments.

In addition we provide PPSN to QQ1 Quality and Qualifications Ireland for our postgraduate students where we require QQI parchments.

If so, for what purpose?

As outlined in item one above.

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?

HEA (Higher Education Authority) The PPSN is one of the fields of information which we are asked to provide to HEA in our annual data upload – SRS.

Department of Social Protection

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

No.

5. 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?

The PPSN numbers that are maintained on our Student Record System are masked and access is restricted to limited number of staff members who have responsibility for generating the student record uploads for the HEA as well as those in the Finance Department who have responsibility for implementing and maintaining grants awarded by SUSI (Student Universal Support Ireland).