University College Dublin (Register of Users)

Updated: December 2017

Does your organisation use the PPSN at present?

Yes, the PPSN is used for both staff and student purposes.

If so, for what purpose?

Staff:

Each new member of staff is asked to supply their PPSN on commencement of employment in University College Dublin. This information is stored on the University's integrated Human Resources/Payroll software together with all other relevant details relating to that particular employee. PPSNs are primarily used as an identity verification feature of staff of the University, to the Revenue Commissioners via annual P35 returns, Cessation Certificates (that is P45s) and P60s and in correspondence with the Department of Social Protection.

Revenue issued Certificates of Tax Credits and SRCOP are also matched to the University's employees via the PPSN. The PPSN is then displayed on University payslips together with the individual's tax credit and cut-off information.

Students:

On admission, PPSNs are collected by CAO and provided to UCD along with other CAO data. They are used solely for matching applicant records with existing records.

PPSNs are returned to the Department of Social Protection to confirm identity of current 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?

Yes.

• The Revenue Commissioners (income tax)
• The Department of Social Protection (statutory returns, confirmation of students identity and social welfare). In the context of student grants processing we receive PPSNs from HEA, SUSI, County Councils and VECs
• PPSN is returned to the HEA as a mandatory requirement in the annual HEA SRS Return for all students and graduates (with occasional students being an allowed exception) returned within the appropriate statistics for each year
• Within the HEA SRS Return, Personal Identifiers linked to the PPSN are limited to a codified sequence number (from within the Student Information System database at UCD) and to CAO numbers (where applicable)
• The Single Pension Scheme which applies to all new entrants to the Public Sector since 2013 is run by the Department of Public Expenditure and Reform (DPER). In making returns to DPER, UCD includes PPS as requested
• The PPSN is returned to the Teaching Council for students taking the Professional Masters in Education only, to facilitate the registration of students with their professional body. The consent for sharing this data is included in the original application made by the student

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

No.

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.

The University has policies and procedures in place to comply with the requirements of the Data Protection legislation. We have measures in place to ensure the security of PPSN data. It is understood that the use of the PPS No is strictly governed by legislation and as such it is treated in strictest confidence.