Tipperary Education and Training Board (Register of Users)

Updated: June 2019

Does your organisation use the PPS Number at present?

Yes.

If so, for what purpose?

TETB uses PPS numbers as unique identifiers for staff and students/learners/trainees/apprentices. They are used in Finance/Payroll, Human Resources and in our Schools and Further Education and Training programmes for verification of programme eligibility, payment of allowances, certification etc.

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

TETB exchanges PPSNs with Government Bodies such as the following for purposes required in legislation:

• Central Statistics Office: Statistical returns, statutory surveys.
• Department of Education and Skills (DES): Service details of Staff, Pay and Pension details, Exam Registration, Payment of Exam Supervision etc.
• Department of Social Protection: Administration of payments/recoupment of payments for Staff e.g. Maternity, Illness. Verification of eligibility for courses, payment of allowances for Further Education & Training (FET) students.
• Financial Institutions: only at the request of the Employee or Student
• Local Authority: Payment of pensions
• National Council for Special Education Needs: to access resources for students
• Other Public Sector Employers: Statement of Service and Pension Transfer Forms
• Paymaster General: Payment of pensions
• Quality and Qualification Ireland (QQI): Administration of course provision and certification
• Revenue Commission: Details for payments, allowances, tax refunds
• SOLAS: Administration and certification of training programmes and apprenticeships
• State Exam Commission: Administration of examinations, payment of exam supervision
• Teaching Council: Teacher registration
• Management Information Systems (MIS):

A PPS number may be used as a unique identifier on some of TETB’s

management information systems e.g.

ESI/Manser – bespoke HR/Payroll/Creditors system

Document Centric Solutions (DCS) Ltd. - online claims/payments system for part time tutors and teachers

Post Primary Online Database (P-POD) – post-primary schools are required to make their returns of students to the DES (known as the October Returns) via P-POD

Enrol – online enrolment system for Post Leaving Cert courses

Programme and Learner Support System (PLSS) – online application system/learner database for Further Education and Training programmes

Trainee and Apprentice Payroll System (TAPs) – administration of allowances/payments

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

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

Yes.TETB has a detailed Data Protection Policy including Privacy Notices (Data Protection Statements), Data Breach Policy, CCTV Policy, Records Management Policy and Records Retention Schedule.