Technological University Blanchardstown Campus ( previously IT Blanchardstown)

Updated: November 2019

Does your organisation use the PPSN at present?

Yes

If so, for what purpose?

• the management of staff data and information for payroll records. Specifically it is used for Payroll, Illness benefit management and the administration of pension schemes
• Industry Training - Participants are asked to fill out and return registration forms for the purpose of Admissions and registration on Banner
• New Frontiers - To enable TU Dublin to make payment of New Frontiers scholarship stipend to participants
• Learn + Work - Applicants apply to programmes online through our website. They give their PPSN as part of this process. The applications are dealt with directly by the Admissions Department. As a result Learn + Work student/applicant PPSNs do not come through to the LINC, and we do not collect that information, process that information, or have direct access to it
• Research Administration - We request PPSN numbers from new Postgraduate Research students in order to pay stipends. We pass this information to HR who process payments
• use it as a unique identifier on our Student Records System (Banner) to separate matching names

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

• Department of Public Expenditure and Reform (DEPER), under the Data Sharing and Governance Act 2019 for submission to the Single Scheme Databank
• Payroll Shared Services Centre (PSSC) for Pension payments to retired staff and dependents of deceased staff members and retired staff. Revenue – Monthly files to Revenue: PAYE returns and requests from CSO
• Department of social Protection – Social welfare payments
• Revenue Commissioners:

In relation to payroll and taxation affairs of employee/retiree’s as required by the Revenue.

For the administration of Professional Services Withholding tax.

Where sole trader (low value €) creditors are not registered for VAT, their PPSN is requested and returned as part of the S891b annual return.

HEA – staff statistics, returned quarterly.

• Industry Training - The company putting forward candidates may collect completed registration forms and forward them to us via email in some instances
• New Frontiers - Yes, with Enterprise Ireland, to identify clients/participants
• Learn + Work – No

Research Administration – No

The HEA require PPSNs for every IE domiciled student as part of the biannual SRS returns. Concerns have been raised with the HEA over the legal basis for this, and they have written to us indicating that they have a robust legal justification for collecting it. They have also advised that students whose PPSNs are not returned will not be funded (e.g. Free Fees) and should be de-registered.

• We return PPSNs to SUSI to verify identity of SUSI Grant Claimants – SUSI use the PPSN as their unique identifier, and it is the identifier used in the information they send to us on grant eligibility. If a student does not give us their PPSN, they do not get their grant
• We also send the PPSN to the Dept. of Social Protection for verification purposes

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
• 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?

Hard copies of Personnel files are stored in locked , fire proof filing cabinets, soft copies of all personnel documentation is stored on the secure internal Drive which is backed up daily.

Hard copies for New Frontiers and Research Admin are kept in locked filing cabinets, soft copies are stored on the secure internal Drive, all as per our records retention policy.

Per the data collection notice from the Registrations page of the website at www.itb.ie/CurrentStudents/firstyear.html. This collection notice sets out the reasons the HEA require us to collect personal data from students who register with the college.