Department of Finance (Register of Users)
Foilsithe
An t-eolas is déanaí
Teanga: Níl leagan Gaeilge den mhír seo ar fáil.
Foilsithe
An t-eolas is déanaí
Teanga: Níl leagan Gaeilge den mhír seo ar fáil.
Updated: September 2017
Yes.
Employee PPSN details are used by the Department for various staff administration processes including payroll, travel and subsistence, and tax and social welfare matters. The PPSN is a unique identifier for each member of staff and is used to record individual staff members on PeoplePoint, the Payroll Shared Services Centre (PSSC), CORE ESS and the Time & Attendance system.
Occasionally a sole trader, who does not have any other tax reference number, may provide the Department with their PPSN to enable the operation of tax clearance with the Revenue Commissioners and in order that the Department complies with its statutory obligation in relation to tax clearance.
The PPS numbers are used by Department’s Tax Division to identify claimants on the Disabled Drivers Fuel grant and as a unique identifier in several of the process controls.
Bodies under the aegis of the Department
In addition to the Department’s usage of the PPSN details they are also utilised by a number of bodies under the aegis of the Department for HR administration purposes, pension, and payroll processing and associated requirements including social welfare and revenue submissions. PPSN data is also employed by some of these entities for specific purposes as outlined below.
Central Bank of Ireland
The Central Credit Register (CCR) is a database operated by the Central Bank under the Credit Reporting Act 2013. As provided for by that Act, Credit Information Providers (CIPs) provide the Central Bank with personal information including the PPSN number of relevant parties. Any CIP who knowingly uses information provided under the Act for a purpose other than permitted will have committed an offence.
The Irish Bank Resolution Corporation (in liquidation)
The Irish Bank Resolution Corporation (IBRC) as an employer is responsible for the payment of salaries to remaining employees and related payments to the Revenue Commissioners and Department of Social Protection.
The Tax Appeals Commissioners
The Tax Appeals Commissioners utilise PPS numbers as a means by which to identify appellants.
The PPS is used by the Department of Finance in certain dealings with the Revenue Commissioners and Department of Social Protection. The Department’s HR division exchanges staff PPSN numbers with PeoplePoint, the PSSC and the Public Appointments Service (PAS) while the contracted Time & Attendance providers also have access to PPSN in their maintenance of the system.
The PPSN details relating to the administration of the Disabled Drivers Fuel grant payment by the Department are exchanged with the Revenue Commissioners as they collect the information either through the online ‘MyAccount’ function or paper forms submitted. The Revenue Commissioners then process the claims before forwarding them to the Department for payment.
Bodies under the aegis of the Department
Similarly, bodies under the aegis of the Department employ the usage of PPSN numbers for relevant matters concerning the Revenue Commissioners and Department of Social Protection.
Central Bank of Ireland
The Central Bank exchanges PPSN details with the Bank’s Central Credit Register service provider but only to the extent permitted under the provisions of the Credit Reporting Act.
The Tax Appeals Commission
The Tax Appeals Commission (TAC) must notify the Office of the Revenue Commissioners when a taxpayer is appealing a decision of the Revenue Commissioners and utilises PPS numbers as means of identifying appellants to the Revenue Commissioners.
No.
There are Eight Rules of Data Protection which govern the processing of personal data set out as follows:
Employees within the Department are bound by the Official Secrets Act and the Civil Service Code of Standards and Behaviour.
As outlined above the PPSN number is only utilised within the Department of Finance for the purposes outlined. The data collected by the Department’s HR Division when sent to PeoplePoint is uploaded onto a secure network which is operated by the OGCIO. Access to this network is restricted to HR and the OGCIO staff only. HR removes access from staff when they leave HR to ensure the integrity and security of the data.
The data file containing the Disabled Drivers Fuel grant PPSN data is transmitted only via the Revenue Commissioner’s secure email. Hard copies of any documents containing the PPSN are neither received nor kept within the Department. The data is subjected to specific tests before it is processed for payment. At no time is the data shared with any outside bodies other than the Revenue Commissioners.
Central Bank of Ireland
The Central Bank of Ireland has appropriate measures and controls in place to ensure effective management and controls as regards Data use, Protection, Retention and destruction.
Tax Appeals Commission
The Tax Appeals Commission is committed to promoting and supporting the development and implementation of an information security and data protection culture which compliments and underpins its corporate governance framework. Towards this end, the TAC is putting in place an extensive suite of data protection and information security policies, standards, procedures and guidelines. These will be communicated on an ongoing basis to our staff and high standards are expected in relation to the handling and processing of personal information.
The Department of Finance is in the process of revising its Data Protection Policy and Procedures document. The revised policy document will be circulated to all staff shortly. This document, inter alia, sets out the requirements of the Data Protection Acts 1988 and 2003, and the 8 Principles of Data Protection and will assist Department staff in developing an understanding of the importance of protecting personal data and that personal data in the Department’s possession is kept safe and secure and that legal responsibilities are met.