University College Cork (Register of Users)

Updated: August 2015

Does your organisation use the PPSN at present?

Yes.

If so, for what purpose?

PPS numbers are used as unique identifiers for both employees and students in their dealings with UCC. The numbers are used in the payroll, human resources and student registration systems operated by the University.

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 Social Protection – to help validate social welfare claims
• Higher Education Authority (HEA) as part of our annual statutory statistical returns (includes Access Survey)
• National Access Office – regarding funding for students with disabilities
• Teaching Council of Ireland for management of membership
• Central Grant Awarding Authority (SUSI) to help process grant applications and payments
• Higher Education and Training Awards Council for administration of NUI/HETAC jointly accredited programmes
• Irish Management Institute to support administration of joint programmes
• ITS (Software Supplier) to enable support and development of the student records system
• Cork Institute of Technology to support administration of joint programmes
• Turning Point Training Institute Ltd for the purpose of administration of joint programmes
• Postgraduate Applications Centre (PAC) for postgraduate admission
• District Court to Support bar License Application
• Central Statistics Office
• Revenue Commissioners – payroll and taxation
• Auditors
• Banks

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

Other than the uses stated above, no other use is envisaged.

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 or her personal data to an individual, on request

Have you measures in place to ensure that the Public Service Identity data you hold or collect, whether held in electronic or written format is secure and that it is accessible and processed, only in connection with the purpose for which it has been provided?

Yes. UCC has a Data Protection Policy and a Records Management Policy in place. Access to systems is restricted to authorised users.