Dublin City University (Register of Users)

Updated: October 2017

Does your organisation use the PPS number at present?

Yes, Dublin City University uses PPS numbers.

If so, for what purpose(s)?

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

Does your University exchange the PPS Number with any other body? If so please name the relevant bodies and the purpose(s) of the exchange

With respect to employees and reitrees, PPS numbers are exchanged with the following bodies for the reasons stated below:

Revenue Commissioners: for the administration of employee or retiree tax affairs.

Department of Social Protection: for the administration of employee/retiree entitlements to social welfare benefits.

Bodies in the Public Sector Transfer Network: This is a group of organisations designated as approved organisations for the purposes of section 4 of the Superannuation and Pensions Act 1963. PPS numbers are exchanged when transferring the service entitlements of past employees.

Central Statistics Office: in relation to employment surveys.

Banks and Buildings Societies: Only on the explicit request of an employee or retiree, or with their consent, can banks and building societies be given details of their income and the relevant PPS number.

Higher Education Authority: in relation to the payment of pensions for retired members of staff.

With respect to students, PPS numbers are exchanged with the following bodies for the reasons stated below:

Postgraduate Applications Centre (PAC) Ltd: The (PAC) collects PPS numbers for Irish nationals on behalf of the University and these are incorporated into the data transferred to the University for those applicants applying for a post graduate student place within a course run by the University. The number is used as a unique identifier.

Central Applications Office: Students applying both directly to DCU and through the CAO are also asked for their PPS number on applications forms. Submission of PPS numbers is voluntary. The number is used as a unique identifier.

Department of Employment Social Protection: The University provides PPS numbers to the Department of students who have provided their PPS numbers to DCU as part of the returns made in respect of registered students on 31st October each year.

Higher Education Authority: Where they exist the University provides PPS numbers to the HEA as part of the Annual Statistical Return. This return covers all registered students on 1st March each year and graduates who have received an award in the preceding year. PPS numbers are also provided to the HEA as part of the First Destination Return of recent graduates. The HEA uses the returns to collate statistics in relation to the higher education sector in Ireland.

Student Universal Support Ireland (SUSI): The University obtains PPS numbers from SUSI in relation to students who are applying for grant support and the number is used as a unique identifier for these students.

Revenue Commissioners: For post graduate students receiving stipends the University liaises with the Revenue Commissioners to ensure that the payment of stipends is compliant with tax legislation. The PPS number is used as a unique identifier for these students.

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

The University has no future plans to extend the usage of PPS numbers.

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 whom 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
• 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 or collect, whether held in electronic or written format is in line with the GDPR Principles described above?

Yes, the University has a framework of measures (policies, procedures, protocols, resources and training) in place to demonstrate compliance with the GDPR principles described above.