The National Shared Services Office (NSS0) (Register of Users)

Updated September 2019

Does your organisation use the PPSN at present?

Yes

If so, for what purpose?

Employee PPSN details are used by the NSSO for various staff administration processes including payroll, travel and subsistence, and tax and social welfare matters. The PPSN is a unique identifier for each member of staff and is used to record individual staff members on HRMS, the Payroll Shared Services Centre (PSSC), CORE ESS and the Time & Attendance system.

The NSSO is also a processor working on behalf of public service bodies, carrying out a range of payroll, HR, pension and finance related processing on their behalf. These functions are listed in Schedule 2 of the NSSO Act 2017. The PPSN is an integral part of the tax and social welfare payments system as used accordingly.

The NSSO Financial Shared Service (FSS) uses the PPS Number as a unique identifier within the Government financial management system for trade suppliers who do not have VAT numbers for business conducted with public sector bodies. This data is part of the supplier creation records received from legacy civil service organisations’ financial systems as part of the migration to FSS and from supplier creation forms where the supplier is required to be created for payment purposes on FSS financial management system after go-live and used to verify tax clearance status with Revenue’s ROS system. The FSS function also includes the payment of grant applications received in controller public service bodies and such grants may feature the provision of the PPSN number.

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?

The NSSO uses the PPSN on the instruction of the bodies it provides services to for the fulfilment of tax and social welfare payment obligations.

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

The NSSO has no further plans for the use of the PPSN at this time.

**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?

The NSSO as processor, process in line with Article 28 of the GDPR. As controller of its own staff the NSSO processes the PPSN under Article 6(1)(c) as necessary for compliance with a legal obligation.