Department of Justice and Equality (Register of Users)

Updated: November 2013

Yes

In line with other Government Departments, the Human Resource Management System (HRMS) is managed on our behalf by CMOD. Records on this system use the PPS Number as an identifier.

The departments Financial Shared Services Centre (FSS) also use the PPS number as part of the payroll and non-payroll payment functions it carries out in relation to the Department itself and its client organisations which are listed as follows;

• the Department of Justice and Equality
• an Garda Síochána
• the Irish Prison Service
• the Courts Service
• the Property Registration Authority
• the Department of Arts, Heritage and Gaeltacht
• the Department of the Taoiseach
• the National Museum
• the National Library
• the Revenue Commissioners

The PPS number is used as part of the set-up of employees and suppliers on the payroll and financial management system to facilitate statutory tax deductions and returns to the Revenue Commissioners and also as a unique identifier at the time of set-up to ensure that payments are made to the correct employees and suppliers.

The PPS number is also retained on Tax Clearance Certificates for individual supplying goods and service to the Department and it client organisations.

The PPS Number is used by the Immigration Service (INIS) for data sharing purposes with the Department of and Social Protection, the aim of which is to ascertain whether an individual is in receipt of social welfare. This is required as part of the decision making process across a number of immigration areas such as the naturalisation, family reunification and visa processes to determine if an applicant is or could be a burden on the State.

The Criminal Injuries Compensation Tribunal (CICT) uses the PPS Number in injury cases where losses of earnings arise. Details of social welfare benefits paid and/or details of net earnings may be required. In this regard, the CICT use the PPS number in correspondence with the Department of Social Protection and the Revenue Commissioners.

The Departments Financial Shared Services Centre (FSS) uses the PPS number in its interaction with the following Government Department/Offices:

• Revenue Commissioners
• Department of Social Protection
• Department of Public Expenditure and Reform (pensions section).

The PPS Number is also exchanged with other Government Departments in the case of transfer of staff etc

The purpose of such exchanges is to enhance service delivery to customers of the FSS and to meet obligations under legislation.

There are on-going discussions between INIS and the Department of Social Protection on how the PPS number might be used to more efficiently manage corresponding data held on each organisation's respective systems.

The PPS Number is also used to carry out statistical analysis in INIS and with the agreement of the Department of Social Protection it is proposed to use it into the future to identify patterns and trends which will assist the development of immigration policy.

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

Yes, there are adequate measures in place to ensure that the PPSN data is secure and is processed and accessible only for the stated purposes.