Kildare Wicklow ETB

Updated: April 2019

(i) Does your organisation use the PPSN at present?

Yes for both staff and students.

If so, for what purpose?

Staff: Unique identifier, payroll purposes, PAYE/Revenue purposes, pensions purposes.

Students: Unique identifier, Returns to Higher Education Authority (HEA) and the Department of Social Protection, State Examinations Commission, Solas & QQI

Applications.

Payments to apprentices/trainees and FET students.

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?

• Higher Education Authority(HEA) returns

• Department of Education and skills – service and pay details, statistical returns and examination registration.

• Department of Social Protection – benefit payments for maternity, illness, trainee/apprentice/Further Education (VTOS & Youthreach) student allowances

• State Examinations Commission (SEC) - examination registration / payment of examination supervision.

• SOLAS – administration for apprentices and trainees and to assess student eligibility for FET programme funded through SOLAS

• QQI – for certification

• Other public service employers where required – statement of service requests

• Teaching Council in relation to registration of teachers

• NCSE/NEPS – processing applications for resources and funding for students with additional needs.

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

No KWETB have no other plans for use of PPSN.

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

1. Process it lawfully, fairly, and in a transparent manner;

2. 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;

3. Ensure it is adequate, relevant and limited to what is necessary for the purpose it is processed;

4. Keep it accurate and up-to-date and erase or rectify any inaccurate data without delay;

5. 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;

6. Keep it secure by using appropriate technical and/or organisational security measures;

7. Be able to demonstrate your compliance with the above principles; and

8. 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?

Yes KWETB have appropriate measures in place to ensure that the Public Service Identity data we hold is in line with the GDPR Principles. We have a detailed Data Protection Policy, Records Management Policy and Records Retention Schedule which outline this.

All PC’s, laptops and systems are password protected, with requirement to change these passwords regularly.

Employee payslips are distributed via password protected attachment to KWETB email addresses only, anyone not set up with KWETB account receives these via post. This password is sent to the employee through post on initial set up.

All personnel files are securely locked away in HR department.

Access limitations are in place on information and storage systems to authorised and specified users.