Meath County Council (Register of Users)

Updated: May 2019

Does your organisation use the PPSN at present?

Yes.

If so, for what purpose?

Finance:

• Section 32 (Local Gov Reform Act 2014) –Application form includes information on the PPSN from owners or tenants of commercial properties
• internal validation queries, that is, (i) Accounts payable may validate suppliers invoices by comparing the PPSN or Tax Numbers with those on the Supplier Masterfile (ii) Loan applications are validated using PPSN in conjunction with the CCR (iii) The Rents Department verify Social Welfare payments received by tenants on Infosys using PPSNs
• Revenue Reporting for Grant recipients and Suppliers if not VAT registered
• NPPR Account Receivable – Form completion and identification
• rents - Form completion and identification
• loans - Form completion and identification
• PPS Numbers required when making payments to individuals

Motor Tax:

• RF111A form- Light Goods Declaration

Housing:

• Rental Accommodation Scheme
• housing applications
• housing eligibility
• housing allocations
• Housing Assistance Payment
• Private Adaptation Grant Applications
• housing grants - Housing Adaptation, Mobility Aids and Housing Aid for Older Persons grant schemes

Community Section:

• the PPS number of participants of the Social Inclusion and Community Activation Programme (SICAP) from January 2018 will be collected by the Programme Implementers (PI’s) who deliver the scheme on behalf of the Local Authority. The PPS number will be requested for a number of reasons, including to register on the programme, for referrals to the programme from other Bodies, and for programme evaluation purposes.Participants do not have to provide their PPSN number, the provision of their PPSN is voluntary

Human Resources:

• personnel and payroll system for identification purposes and to enable processing of staff payroll
• department payments, queries and form completion
• Revenue queries and downloads
• identification purposes for individual employee or pension queries

Transportation:

• land acquisition payments and general payments where VAT number is not available

Environment or Water Services:

• Environmental Enforcement Detection.
• Casual Trading Licences
• Well Grant Applications.
• Remediation of Domestic Waste Water Treatment Systems (Septic Tanks)
• Remediation of Domestic Lead Piping

Planning:

• PPS number may be submitted by applicants as part of budget, and so on, documents but is not required by the Planning Dept. The information is not held on the public file

Note: If the PPSN is submitted by the applicant as part of supporting documentation in making a planning application the PPS number is redacted if part of the public file.

• Heritage and Conservation grant payments

Local Enterprise Office (LEO):

• Salary Support Grants – LEO uses PPS numbers in respect of employees for whom the grants are paid
• processing of loan applications through Microfinance Ireland – PPS numbers appear on the application forms for loans from Microfinance Ireland. These numbers are retained on the individual files. This is done in accordance with S.I. 393/2015, Microenterprise Loan Fund Scheme 2015
• processing of individual grants – PPS numbers appear on application forms and are retained on the individual files
• Enterprise Ireland Mentors – PPS Numbers are used for drawing down mentors from the Enterprise Ireland mentor panel and kept on file for these

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

• Local Government Management Agency
• Revenue Commissioners
• other local authorities
• lending authorities, that is the Housing Agency for the purpose of providing a credit assessment to Loan applicants. The Loans Receivable process is governed by, 1966 Housing Act as amended, SI 25/2018 Rebuilding Ireland Home Loans, Circular 10/2013 MARP Process, Credit Control Register – The Credit Reporting Act 2013, Circular HPS 3 and 4/2009
• Community Welfare Office

Irish Public Bodies (Council Insurers) - The contract that the Council has with the IPB obliges us to furnish the IPB with information sent to us from the Personal Injuries Assessment Board (PIAB) or from a claimant’s solicitor. The request for a PPSN is part of the PIAB’s claim form (which is filled in and submitted by the claimant). The PIAB is covered in their request for this by the Personal Injuries Assessment Act 2003.

• Department of Housing, Planning and Local Government
• DTTAS - Motor Tax Form, RF111A ( Light Goods Declaration)
• An Garda Síochána for the purpose of obtaining Garda Clearance on potential Social Housing tenants under the Housing (Miscellaneous Provisions) Act, 1997
• Health Service Executive (HSE)
• Department of Social Protection
• Housing Assistance Payment Shared Service

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 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?

Yes.