Cavan County Council (Register of Users)

Last updated February 2024

Does your Organisation use PPS Number at present?

Yes

If so, for what purpose?

For various purposes including:

• Housing: RAS (Rental Accommodation Scheme), Assessment of Rents/Rent Allowance, Applications for Social Housing Support, Housing Grant Schemes - Housing Adaptation, Mobility Aids and Housing Aids for Older People, Housing Loans
• Water Services: Well Grant Applications
• Environment: Domestic Wastewater Treatment System Grant Applications
• Finance: Payroll, Sick Pay and other benefits, Accounts Payable (supplier payments), NPPR, *Housing Loans, Transfer of Property Form - Rates
• Road Transport: Land Acquisition
• Motor Tax: Goods Declaration Form
• Human Resources: New staff set up, Staff retirement, Staff volunteers taking the occupational first aid course must supply their PPS number for QQI certification, certain training courses (QQI, SOLAS and/or RSA)
• Planning: Rural Housing application form (old version of form – some still in circulation)
• LEO: Employment Grant Authorisation Form
• Corporate Services: Electoral Registration – received on applications for entry on Electoral Register or for updating of existing electoral details. The PPSN is checked to verify the identity of persons that register to vote as per Electoral Act 1992 amended by Electoral Reform Act 2022
• Casual Trading Licence: If the applicant doesn’t have a VAT number a PPS number is requested instead
• Community Improvement Scheme

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?

• Civil Defence Branch (Department of Defence): for occupational first aid course exams taken by staff and Civil Defence volunteers
• Environmental Health Office: Housing Assessments
• Department of Social Protection
• An Post: Household Budget Deductions
• Revenue Commissioners: Wages, Salaries, Statutory Returns
• PPS numbers are quoted when referring possible cases to the HSE for child protection purposes
• Household Charge/NPPR: Payment of Household Charge and NPPR taxation issues
• Department of Housing, Planning and Local Government (to avoid duplicate payments)
• Central Credit Register

Does your Organisation have any other plans involving the use of PPS Numbers?

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 and/or organisational security measures,
• be able to demonstrate your compliance with the above principles; and
• 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

A suite of data protection policies and a privacy statement have been developed and updated.

Staff receive training in data protection and best practice in relation to personal data including PPSN's.

IT have taken the necessary steps to ensure all personal data is held securely.