Data Protection FAQ
Collection and Retention of Personal Data from Learners attending Courses leading to QQI Awards
Frequently Asked Questions (FAQs)
Table of Contents
Dear Learner,
Professional Development collects Personal Data from Learners on behalf of QQI, the body which issues you with your award under the Common Awards System (CAS). This Personal Data includes your Personal Public Service Number (PPSN), your date of Birth, and your gender. We also collect and store other Personal Data about you such as your e-mail and postal address and where relevant, debit or credit card details.
All Personal Data collected and stored by us is governed by Data Protection Acts (“the Acts”). Professional Development is very cognisant of its obligations under the Acts and its duty of confidentiality to Learners who disclose Personal Data to us. We are committed to ensuring that all Learners understand the reasons why we collect Personal Data from them, how the information will be used, how it will be stored, and to whom it will be disclosed.
This collection of Frequently Asked Questions (FAQs) has been prepared by us to assist you in highlighting and addressing questions about your Personal Data, but it is not intended to be exhaustive.
If you have any questions or concerns which are not covered in this document please feel free to contact us directly and we will be more than happy to discuss these with you.
Patrick Hogan
Managing Director
1. Why is Data Protection Important?
The Data Protection Acts 1988 and 2003 (“the Acts”) place certain responsibilities on any person (individuals or organisations) who process Personal Data (including inter alia PPSNs, dates of birth, gender and e-mail and postal addresses).
2. What is Personal Data?
Personal data is defined in the Acts as data relating to a living individual who is or can be identified either from the data, or from the data in conjunction with other information that is in or likely to come into the possession of the Data Controller. For example, PPSNs would be considered Personal Data.
3. What is a Data Controller?
Any entity that collects, stores or processes any data about a living person on any type of computer or in a structured filing system is considered a Data Controller. QQI is therefore a Data Controller under the Data Protection Acts. Refer FAQ 1 above for further details on the Data Protection Acts.
4. What is a Data Processor?
A Data Processor is a person who processes personal data on behalf of a Data Controller. Professional Development collects Personal Data (PPSNs, Dates of Birth and Gender) from Learners on behalf of QQI and is therefore a Data Processor under the Data Protection Acts. Professional Development is a Data Controller under the Acts for certain other information (e-mail and postal addresses, debit and credit card details for example). Please refer to FAQ 1 above for further details on the Data Protection Acts.
5. What Personal Data does Professional Development collect on behalf of QQI?
Professional Development is required to collect certain Personal Data to facilitate the processing of Learners for QQI awards. The Personal Data includes:
- Personal Public Service Numbers (PPSN)
- Date of birth
- Gender
6. Why do you need to know my PPSN?
The PPS Number (PPSN) allows QQI to have a unique identifier for each registered learner and facilitates learners' access, transfer and progression through further education. Therefore, QQI has requested that all QQI Providers (including Professional Development) register all learners seeking QQI certification or leading to QQI Awards, using their PPSN.
7. Is QQI authorised to collect my PPSN?
Legislation governing the use of Personal Public Service Numbers (PPSN) is contained in the Social Welfare Acts1. Only Specified Bodies named in the Social Welfare Acts can use the PPSN and it is an offence for any person or body to request or hold a record of a PPSN unless they are permitted by law (the Social Welfare Acts) to do so. QQI is an authorised body under the Social Welfare Acts to collect and use PPSNs.
8. How can I confirm that QQI is permitted to collect my PPSN?
The Department of Social Protection maintains a register of all Specified Bodies who are authorised to collect PPSNs. QQI is registered under “Other” Organisations. Please click on the following URL for further details. http://www.welfare.ie/en/Pages/PPSN-Register-of-Users---Other-Users.aspx#qualifications
9. If QQI is authorised to collect my PPSN, why am I disclosing it to Professional Development?
QQI is a Specified Body under the Acts (refer to FAQ 7 above) and is permitted to collect PPSNs from Learners. QQI has delegated this role to its QQI Providers (including Professional Development) and there is specific reference to this in QQI’s entry in the register of Specified Bodies (maintained by the Department of Social Protection – Refer FAQ 8 above).
10. Can I just disclose my PPSN to QQI?
No. While QQI is the body who ultimately uses your PPSN, they do not collect PPSNs from Learners. This task is delegated to QQI Providers (Professional Development in this instance). They will not collect PPSN details from you and will redirect you to us to provide us with the necessary information. Please refer to FAQ 17 below for further details.
11. What happens if I want to don't disclose my PPSN?
If you choose not to disclose your PPSN to us we will not be able to progress your award with QQI and you will not receive a QQI certificate.
12. Why do you need my date of birth?
QQI requires dates of birth for statistical purposes. We are required to provide your date of birth along with other required Personal Data (PPSN, and Gender) when submitting your grade to QQI for certification. Please refer to FAQ 17 for further details.
13. Can I disclose my date of birth directly to QQI?
No, unfortunately not. Please refer to FAQ 17 below for further details.
14. Why do you need to know my gender?
QQI requires your gender for statistical purposes. We are required to provide your gender along with other required Personal Data (PPSN, and date of birth) when submitting your grade to QQI for certification. Please refer to FAQ 17 for further details.15. Can I disclose my gender directly to QQI?
No, unfortunately not. Please refer to FAQ 17 below for further details.16. Why do you need my postal address?
We need your postal address so that we can post your QQI parchment / certificate to you on successful completion of your QQI award.17. Can I disclose my personal details to QQI directly?
No, unfortunately not. QQI is not in a position to collect any Personal Data (PPSNs, dates of birth, gender) directly from Learners and has delegated this responsibility to QQI Providers such as Professional Development. All Personal Data is provided to QQI by us through their secure on-line system. All Personal Data required by QQI must be disclosed to us. Otherwise we cannot submit your grade to QQI for certification.18. How can I get my parchment if I don't want to disclose my address?
If don’t wish to disclose your postal address to us you can collect your parchment at our head office in Blanchardstown in Dublin. If you choose neither to collect your parchment from us nor provide us with your postal address we will not have any way of getting your QQI parchment to you.19. Can I provide my postal address directly to QQI?
No. Please refer to FAQ 17 above for further details.20. Who in Professional Development has access to my personal data?
Access to Personal Data within Professional Development is strictly controlled. All Personal Data is stored onsite on a secure database to which only certain staff has access. All data is password protected.21. How long will Professional Development store my personal data?
All Personal Data provided held by us will only be retained until your grade has been submitted to QQI for certification. All Personal Data will be destroyed once you have received your QQI certificate.22. Can I request a copy of my graded assessments script?
No. We do not provide copies of corrected Assessments to Learners. There is no requirement under the Acts to provide a person with a copy of their corrected Assessments as these do not contain any Personal Data (as defined under the Acts).23. Can I request a copy of my skills demonstration video?
We do not provide Learners with copies of videos which are recorded as evidence for Skills Demonstrations and used for no other purposes than as evidence for QQI to justify marks awarded. We would never use these videos (without your expressed written consent) for marketing or other promotional purposes. Please refer to FAQ 25 for details on how to request copies of your Personal Data held by us.24. How can I provide you with my Personal Data?
You can provide your Personal Data to our QQI coordinator (Niamh Norton) by either:
- Calling our office and providing your details over the phone
- E-mailing Niamh at assessments@professionaldevelopment.ie
- Posting your details to our head office in Dublin (attention Niamh Norton).
25. Can I request a copy of my Personal Data held by Professional Development?
Yes. Under the Acts you have the right to request a copy of all of your Personal Data held by us. Any request must be made in writing and incurs a fee of €6.50. Under the Acts we have 40 days from receipt of the written request and payment of the fee to respond to you. Please refer to the Data Protection Commissioner's website www.dataprotection.ie for further details of your rights under the Acts, including your right to access your Personal Data held by third parties.