Road Safety Authority (Register of Users)

COMMERCIAL VEHICLE ROADWORTHINESS

Does your organisation use the PPSN at present?

Yes

If so, for what purpose?

PPS Number is a mandatory data entry field for the following:

• CVR tester application form (existing tester)
• CVR tester application form (new applicant or an amendment to an existing tester authorisation)
• CVR test operator application form (new)
• CVR test operator application form (renewal)
• CVR test operator application form (amendment to existing)
• CVRT Online Account registration for transport operators (limited to cases where person is registering as a Sole Trader, Private Individual, or Partnership).

For 1-5 above, the requirement for PPS Number is set out in the Authorisation of Commercial Vehicle Roadworthiness Test Operators and Testers Regulations, 2013 (S.I. No. 107 of 2013).

PPS Number is required for the applicant, and where applicable the company directors and secretary, and partner or management member of an unincorporated association.

PPS Number is also required in the conviction notification part of all of the above application forms where the applicant has declared that they have been convicted of one of the specified offences set down in section 12(1) of the Road Safety Authority (Commercial Vehicle Roadworthiness) Act 2012.

For 6 above, the requirement for PPS Number is as per section 11 of the Road Safety Authority (Commercial Vehicle Roadworthiness) (Vehicle Maintenance and Repair) Regulations 2013 (S.I. No. 348 of 2013).In the above limited cases, the PPS Number is required as part of heavy commercial vehicle transport operators CVRT Online Account registration which is required to comply with operators legal obligation to submit a ‘Self-Declaration’ to the RSA. It is used to assist in the prevention of false declarations being made by competing transport operators or other third parties.

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

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

None

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, The RSA is registered with the Office of the Data Protection Commissioner and takes all reasonable steps to ensure the security of all data, including PPS Numbers, retained.

DIGITAL TACHOGRAPH

Does your organisation use the PPSN at present?

Yes

If so, for what purpose?

PPS Number is a mandatory data entry field for the following:

• all types of driver applications
• company applications where the applicant is a sole trader and does not have a CRO number from the Companies Registration Office
• all types of workshop applications

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

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

None

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, The RSA is registered with the Office of the Data Protection Commissioner and takes all reasonable steps to ensure the security of all data, including PPS Numbers, retained.

DRIVER LICENCING

Does your organisation use the PPSN at present?

Yes

If so, for what purpose?

The use of PPS Numbers was introduced into the driving licence process as a unique identifier and to assist in the avoidance of fraud. Under the Road Traffic Act, 2010, the provision of a PPS Number became mandatory as part of an application for a driving licence/learner permit.

The PPS Number is retained as part of the driver file on the National Vehicle Driver File (NVDF) computer system.

The PPS Number is also captured as part of the application for the Driver Theory Test and is printed on the Driver Theory Test Certificate.

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?

An individual's information contained in the NVDF (including PPS Number) could be exchanged with the Department of Social Protection (DSP) and the Passport Office where they make a specific request for it. This is in order to verify that particular driver's details where they have submitted their licence/permit as evidence of identity to those bodies.

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

In line with the 2013 Government Decision, S180/20/10/1789, the Public Services Card (PSC) infrastructure is the Government’s standard identity verification scheme, which is to be used for access to all public services where appropriate. As such, the widespread adoption of the PSC infrastructure, including its online counterpart MyGovID, to underpin access to public services by citizens is critical to the successful delivery of the eGovernment strategy. Under this strategy the RSA were mandated to introduce the PSC as the means of identification for the Driver Theory Test from June 2017 and for the driving licence and learner permit applications to the National Driver Licence service from April 2018. It is proposed that the National Driver Licence Service (NDLS) will commence SAFE registration from the first quarter of 2018 on behalf of DSP, as part of the licence application process.

In order to facilitate this, there will be data exchange between the Department of Transport, Tourism & Sport's Driver & Vehicle Computer Services Division (DVCSD) (the owners of the driver licence information) and DSP.

Both the NDLS and Driver Theory Test are operated by private contractors on behalf of the Road Safety Authority.

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, The RSA is registered with the Office of the Data Protection Commissioner and takes all reasonable steps to ensure the security of all data, including PPS Numbers, retained.

DRIVER TESTING

Does your organisation use the PPSN at present?

Yes

If so, for what purpose?

To allow verification of identity on driving test applications.

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?

With external IT support provider who can access information in Driver Testing IT system for reasons of maintenance or troubleshooting.

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

Work is underway to replace the existing Driver Testing software solution. As part of the replacement, a proposal to use the MyGovID service and retrieve the PSI dataset (including the PPSN) is being considered. If accepted, this proposal would align application processing between Driver Licensing and Driver Testing, with equivalent Data Protection and IT Security measures across both services.

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, The RSA is registered with the Office of the Data Protection Commissioner and takes all reasonable steps to ensure the security of all data, including PPS Numbers, retained.

DRIVER EDUCATION

Does your organisation use the PPSN at present?

Yes

If so, for what purpose?

As a unique identifier for

• approved Driving Instructor applications and registrations
• Driver Certificate of Professional Competence 'Initial' qualification and 'Periodic' Driver Training records

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?

The Driver Education Unit does not routinely exchange PPS Numbers with any other body. However it receives theory test qualification results from the theory test provider and training records from RSA approved CPC training organisations which contain PPS Numbers of the drivers who have attended for CPC training.

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

None

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, The RSA is registered with the Office of the Data Protection Commissioner and takes all reasonable steps to ensure the security of all data, including PPS Numbers, retained.

HUMAN RESOURCES

Does your organisation use the PPSN at present?

Yes

If so, for what purpose?

The PPS Number is used by HR to confirm identity of individual staff. The PPS Number is used in conjunction with Payroll/Salaries Section of Finance to interface with the DSP and the Revenue Commissioners and Peoplepoint.

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?

The only bodies the PPS Number is exchanged with are Revenue, DSP and Peoplepoint. Other than as stated HR does not routinely exchange PPS Numbers with any other agency with the exception of other Departments/Agencies to whom staff members may transfer to. In such instance HR sends their PPS Number along with other personnel details to the Department/Agency to which the employee is transferring.

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

None

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, The RSA is registered with the Office of the Data Protection Commissioner and takes all reasonable steps to ensure the security of all data, including PPS Numbers, retained.

FINANCE

Does your organisation use the PPSN at present?

Yes

If so, for what purpose?

Every staff member on the payroll has a PPS Number.

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?

The only bodies the PPS Number is exchanged with are Revenue, DSP and Peoplepoint. Its main use is for communicating with Revenue in relation to our annual P35 return and for downloading information from Revenue re. an individual's tax and USC and for pay comparison purposes with Peoplepoint.

The only other time it is used is when sick pay or maternity benefit is mandated to us from the DSP.

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

None

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, The RSA is registered with the Office of the Data Protection Commissioner and takes all reasonable steps to ensure the security of all data, including PPS Numbers, retained.