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Policies and Processes – Article 30s

NSSO approach to Article 30 of the GDPR

Article 30 of the GDPR requires both controllers and processors to keep a ‘Record of Processing Activities’ (ROPA) under their responsibility. Different obligations apply to processors (see Article 30(2)) than on controllers. Most of the NSSO’s requirements in this area, both as a processor on behalf of clients and as a controller in its own right, are met through the Data Processing Agreements we have signed with our clients and are outlined in the section dealing with ROPAs in our data protection policy.

While the obligation is keep a record of ‘categories of processing activities’, the NSSO has decided to publish a list of the processing it carries out on behalf of controllers. Most of the processes feature a link to a .pdf outlining the steps involved in the process. We feel this provides a superior level of transparency to our controller clients. It also ties in with the list of processes our clients have authorised the NSSO to carry out on their behalf through Annex 2 of their DPAs.

List of processes in Annex 2 of the Data Protection Agreement

NSSO Administration Processes : 0000 – 0999

Data and quality compliance

No# Process Name :: 0000 – 0999 Last Updated Section Status
Full NSSO Data Protection Policy Master Document 6/4/2022 DPO Complete
Old NSSO Data Protection Policy 2020 11/11/2020 DPO Retired
Full NSSO Sample PSB Data Protection Agreement Nov 2019 DPO Complete
0000 NSSO Client Breach Reporting Process 8/11/2019 IGT / DPO Complete
0001 Subject Access Request (SAR) – from Client PSBs 26/4/2019 IGT / DPO Complete
0002 NSSO SAR policy  – Internal requests 11/10/2019 IGT / DPO Complete
0003 NSSO Interactive Voice Recording (IVR) Policy 1/7/2019 IGT / DPO Complete
0004 NSSO CCTV Policy 1/7/2019 IGT / DPO Complete
0005 NSSO Clean Desk Policy 6/5/2021 IGT / DPO Complete
Old NSSO Clean Desk Policy 18/5/2019 IGT / DPO Retired
0006 NSSO Unauthorised Disclosure and Offences Policy 1/7/2019 IGT / DPO Complete
0007 Staff Photographic Identification & Photo Policy 31/3/2021 IGT / DPO Complete
Old Staff Photographic Id & Photo Policy 4/7/2019 DPO Retired
0008 Website Data Collection & Cookie Policy 14/8/2020 IGT / DPO Complete
0009 NSSO Third Party Release Policy 1/4/2020 IGT /DPO Complete
0010 NSSO FOI – from Client PSBs 4/4/2022 FOI Complete
Old NSSO FOI – from Client PSBs 26/4/2019 FOI Complete
0011 NSSO Assisted Decisions / ‘On Behalf Of’ 15/5/2022 DPO Complete
Form NSSO Assisted Decisions / ‘On Behalf Of’ 15/5/2022 DPO Complete
0012 NSSO Deceased persons (draft) 6/5/2021 DPO Draft
NSSO Fraud Policy 19/1/2022 Fraud Complete
Fraud & Protected Disclosures Guidelines Draft Fraud Draft
NSSO Protected Disclosures Policy 11/2021 Fraud Complete

Comparison Audit

No# Process Name :: 0000 – 0999 Last Updated Section Status
0031 Comparison Audit Process 1.0 Start Audit Process 15/07/2019 Comp Audit Complete
0032 Comparison Audit Process 2.0 Investigations 15/07/2019 Comp Audit Complete
0033 Comparison Audit Process 3.0 Corrections 15/07/2019 Comp Audit Complete
0034 Comparison Audit Process 4.0 Close Audit 15/07/2019 Comp Audit Complete

Quality Management

No# Process Name :: 0000 – 0999 Last Updated Section Status
0071 Absence Audit Trail Reports 11/07/2019 Quality Mgmt Complete
0072 Perform Quality Checks 11/07/2019 Quality Mgmt Complete
0073 Prepare Weekly Quality Sample 11/07/2019 Quality Mgmt Complete

Reporting

No# Process Name :: 0000 – 0999 Last Updated Section Status
0101 Issuing standard scheduled reports for all Departments 28/11/2019 Reporting Complete
0102 Providing data on request for FOI queries 28/11/2019 Reporting Complete
0103 Issuing Daily Dashboard and Pro Group internally throughout HRSS. 28/11/2019 Reporting Complete
0104 Issuing ad-hoc reports for individual HRs based on CMS cases 28/11/2019 Reporting Complete
0105 Checking and uploading reports for HRSS teams. 28/11/2019 Reporting Complete

Service Management – ESMA and Client relationship

No# Process Name :: 0000 – 0999 Last Updated Section Status
0201 Contact Matrix 23/07/2019 Service Mgmt
0202 HR Databank Requests 23/07/2019 Service Mgmt
0203 Customer Complaints – Informal 23/07/2019 Service Mgmt
0204 Customer Complaints – Stage 1 – Investigation 23/07/2019 Service Mgmt
0205 Officer Complaint – Formal – Stage 2 – Review 23/07/2019 Service Mgmt
0206 Customer Complaint – Formal – Stage 3 – Appeal 23/07/2019 Service Mgmt
0207 Irish Cases 23/07/2019 Service Mgmt
0208 Meeting Facilitation – Actions 23/07/2019 Service Mgmt
0209 Meeting Facilitation – Conference Call 23/07/2019 Service Mgmt
0210 Meeting Facilitation – Face-to-Face 23/07/2019 Service Mgmt
0211 Portal Governance Service Mgmt Under Review
0212 Service Issues – Issue Logs 23/07/2019 Service Mgmt
0213 Service Issues – Queries 23/07/2019 Service Mgmt

Service Management – Pay Shared Services

No# Process Name :: 0000 – 0999 Last Updated Section Status
0221 Calls to Helpdesk :: Managing Calls to the PSS Helpdesk 1/1/2019 PSSC
0222 Written Correspondence :: Processing written correspondence received 1/1/2019 PSSC
0223 Managing Emails :: Processing emails received to the PSS Helpdesk 1/1/2019 PSSC
0224 Emails to Customer Complaints Mailbox :: Processing emails received to the PSS Customer Complaints Mailbox 1/1/2019 PSSC

HRSS Processes on behalf of a PSB : 1000 – 1999

Staff Set Up process Organisation Structure (OSM) – New hires, grade relationships)

No# Process Name :: 1000 – 1999 Last Updated Section Status
1001 Secondment 17/7/2019 OSM Complete
1002 Acting Up 17/7/2019 OSM Complete
1003 Authorisation List 17/7/2019 OSM Complete
1004 Employee Class Change 17/7/2019 OSM Complete
1005 External Transfer Non HRSS to HRSS 17/7/2019 OSM Complete
1006 External Transfer HRSS to non HRSS 17/7/2019 OSM Complete
1007 New Hire 17/7/2019 OSM Complete
1008 Position Change 23/7/2019 OSM Complete
1009 PPSN Change 23/7/2019 OSM Complete
1010 Promotion 23/7/2019 OSM Complete
1011 Re-Designation 23/7/2019 OSM Complete
1012 External Transfer HRSS to HRSS 17/7/2019 OSM Complete
1001 Secondment 17/7/2019 OSM Complete
1002 Acting Up 17/7/2019 OSM Complete
1003 Authorisation List 17/7/2019 OSM Complete
1004 Employee Class Change 17/7/2019 OSM Complete
1005 External Transfer Non HRSS to HRSS 17/7/2019 OSM Complete
1006 External Transfer HRSS to non HRSS 17/7/2019 OSM Complete
1007 New Hire 17/7/2019 OSM Complete
1008 Position Change 23/7/2019 OSM Complete
1009 PPSN Change 23/7/2019 OSM Complete
1010 Promotion 23/7/2019 OSM Complete
1011 Re-Designation 23/7/2019 OSM Complete
1012 External Transfer HRSS to HRSS 17/7/2019 OSM Complete
1001 Secondment 17/7/2019 OSM Complete
1002 Acting Up 17/7/2019 OSM Complete
1003 Authorisation List 17/7/2019 OSM Complete
1004 Employee Class Change 17/7/2019 OSM Complete
1005 External Transfer Non HRSS to HRSS 17/7/2019 OSM Complete
1006 External Transfer HRSS to non HRSS 17/7/2019 OSM Complete
1007 New Hire 17/7/2019 OSM Complete
1008 Position Change 23/7/2019 OSM Complete
1009 PPSN Change 23/7/2019 OSM Complete
1010 Promotion 23/7/2019 OSM Complete
1011 Re-Designation 23/7/2019 OSM Complete
1012 External Transfer HRSS to HRSS 17/7/2019 OSM Complete
1001 Secondment 17/7/2019 OSM Complete
1002 Acting Up 17/7/2019 OSM Complete
1003 Authorisation List 17/7/2019 OSM Complete
1004 Employee Class Change 17/7/2019 OSM Complete
1005 External Transfer Non HRSS to HRSS 17/7/2019 OSM Complete
1006 External Transfer HRSS to non HRSS 17/7/2019 OSM Complete
1007 New Hire 17/7/2019 OSM Complete
1008 Position Change 23/7/2019 OSM Complete
1009 PPSN Change 23/7/2019 OSM Complete
1010 Promotion 23/7/2019 OSM Complete
1011 Re-Designation 23/7/2019 OSM Complete
1012 External Transfer HRSS to HRSS 17/7/2019 OSM Complete
1001 Secondment 17/7/2019 OSM Complete
1002 Acting Up 17/7/2019 OSM Complete
1003 Authorisation List 17/7/2019 OSM Complete
1004 Employee Class Change 17/7/2019 OSM Complete
1005 External Transfer Non HRSS to HRSS 17/7/2019 OSM Complete
1006 External Transfer HRSS to non HRSS 17/7/2019 OSM Complete
1007 New Hire 17/7/2019 OSM Complete
1008 Position Change 23/7/2019 OSM Complete
1009 PPSN Change 23/7/2019 OSM Complete
1010 Promotion 23/7/2019 OSM Complete
1011 Re-Designation 23/7/2019 OSM Complete
1012 External Transfer HRSS to HRSS 17/7/2019 OSM Complete
1001 Secondment 17/7/2019 OSM Complete
1002 Acting Up 17/7/2019 OSM Complete
1003 Authorisation List 17/7/2019 OSM Complete
1004 Employee Class Change 17/7/2019 OSM Complete
1005 External Transfer Non HRSS to HRSS 17/7/2019 OSM Complete
1006 External Transfer HRSS to non HRSS 17/7/2019 OSM Complete
1007 New Hire 17/7/2019 OSM Complete
1008 Position Change 23/7/2019 OSM Complete
1009 PPSN Change 23/7/2019 OSM Complete
1010 Promotion 23/7/2019 OSM Complete
1011 Re-Designation 23/7/2019 OSM Complete
1012 External Transfer HRSS to HRSS 17/7/2019 OSM Complete
1001 Secondment 17/7/2019 OSM Complete
1002 Acting Up 17/7/2019 OSM Complete
1003 Authorisation List 17/7/2019 OSM Complete
1004 Employee Class Change 17/7/2019 OSM Complete
1005 External Transfer Non HRSS to HRSS 17/7/2019 OSM Complete
1006 External Transfer HRSS to non HRSS 17/7/2019 OSM Complete
1007 New Hire 17/7/2019 OSM Complete
1008 Position Change 23/7/2019 OSM Complete
1009 PPSN Change 23/7/2019 OSM Complete
1010 Promotion 23/7/2019 OSM Complete
1011 Re-Designation 23/7/2019 OSM Complete
1012 External Transfer HRSS to HRSS 17/7/2019 OSM Complete
1001 Secondment 17/7/2019 OSM Complete
1002 Acting Up 17/7/2019 OSM Complete
1003 Authorisation List 17/7/2019 OSM Complete
1004 Employee Class Change 17/7/2019 OSM Complete
1005 External Transfer Non HRSS to HRSS 17/7/2019 OSM Complete
1006 External Transfer HRSS to non HRSS 17/7/2019 OSM Complete
1007 New Hire 17/7/2019 OSM Complete
1008 Position Change 23/7/2019 OSM Complete
1009 PPSN Change 23/7/2019 OSM Complete
1010 Promotion 23/7/2019 OSM Complete
1011 Re-Designation 23/7/2019 OSM Complete
1012 External Transfer HRSS to HRSS 17/7/2019 OSM Complete
1001 Secondment 17/7/2019 OSM Complete
1002 Acting Up 17/7/2019 OSM Complete
1003 Authorisation List 17/7/2019 OSM Complete
1004 Employee Class Change 17/7/2019 OSM Complete
1005 External Transfer Non HRSS to HRSS 17/7/2019 OSM Complete
1006 External Transfer HRSS to non HRSS 17/7/2019 OSM Complete
1007 New Hire 17/7/2019 OSM Complete
1008 Position Change 23/7/2019 OSM Complete
1009 PPSN Change 23/7/2019 OSM Complete
1010 Promotion 23/7/2019 OSM Complete
1011 Re-Designation 23/7/2019 OSM Complete
1012 External Transfer HRSS to HRSS 17/7/2019 OSM Complete
1001 Secondment 17/7/2019 OSM Complete
1002 Acting Up 17/7/2019 OSM Complete
1003 Authorisation List 17/7/2019 OSM Complete
1004 Employee Class Change 17/7/2019 OSM Complete
1005 External Transfer Non HRSS to HRSS 17/7/2019 OSM Complete
1006 External Transfer HRSS to non HRSS 17/7/2019 OSM Complete
1007 New Hire 17/7/2019 OSM Complete
1008 Position Change 23/7/2019 OSM Complete
1009 PPSN Change 23/7/2019 OSM Complete
1010 Promotion 23/7/2019 OSM Complete
1011 Re-Designation 23/7/2019 OSM Complete
1012 External Transfer HRSS to HRSS 17/7/2019 OSM Complete
1001 Secondment 17/7/2019 OSM Complete
1002 Acting Up 17/7/2019 OSM Complete
1003 Authorisation List 17/7/2019 OSM Complete
1004 Employee Class Change 17/7/2019 OSM Complete
1005 External Transfer Non HRSS to HRSS 17/7/2019 OSM Complete
1006 External Transfer HRSS to non HRSS 17/7/2019 OSM Complete
1007 New Hire 17/7/2019 OSM Complete
1008 Position Change 23/7/2019 OSM Complete
1009 PPSN Change 23/7/2019 OSM Complete
1010 Promotion 23/7/2019 OSM Complete
1011 Re-Designation 23/7/2019 OSM Complete
1012 External Transfer HRSS to HRSS 17/7/2019 OSM Complete
1001 Secondment 17/7/2019 OSM Complete
1002 Acting Up 17/7/2019 OSM Complete
1003 Authorisation List 17/7/2019 OSM Complete
1004 Employee Class Change 17/7/2019 OSM Complete
1005 External Transfer Non HRSS to HRSS 17/7/2019 OSM Complete
1006 External Transfer HRSS to non HRSS 17/7/2019 OSM Complete
1007 New Hire 17/7/2019 OSM Complete
1008 Position Change 23/7/2019 OSM Complete
1009 PPSN Change 23/7/2019 OSM Complete
1010 Promotion 23/7/2019 OSM Complete
1011 Re-Designation 23/7/2019 OSM Complete
1012 External Transfer HRSS to HRSS 17/7/2019 OSM Complete
1001 Secondment 17/7/2019 OSM Complete
1002 Acting Up 17/7/2019 OSM Complete
1003 Authorisation List 17/7/2019 OSM Complete
1004 Employee Class Change 17/7/2019 OSM Complete
1005 External Transfer Non HRSS to HRSS 17/7/2019 OSM Complete
1006 External Transfer HRSS to non HRSS 17/7/2019 OSM Complete
1007 New Hire 17/7/2019 OSM Complete
1008 Position Change 23/7/2019 OSM Complete
1009 PPSN Change 23/7/2019 OSM Complete
1010 Promotion 23/7/2019 OSM Complete
1011 Re-Designation 23/7/2019 OSM Complete
1012 External Transfer HRSS to HRSS 17/7/2019 OSM Complete
1001 Secondment 17/7/2019 OSM Complete
1002 Acting Up 17/7/2019 OSM Complete
1003 Authorisation List 17/7/2019 OSM Complete
1004 Employee Class Change 17/7/2019 OSM Complete
1005 External Transfer Non HRSS to HRSS 17/7/2019 OSM Complete
1006 External Transfer HRSS to non HRSS 17/7/2019 OSM Complete
1007 New Hire 17/7/2019 OSM Complete
1008 Position Change 23/7/2019 OSM Complete
1009 PPSN Change 23/7/2019 OSM Complete
1010 Promotion 23/7/2019 OSM Complete
1011 Re-Designation 23/7/2019 OSM Complete
1012 External Transfer HRSS to HRSS 17/7/2019 OSM Complete
1001 Secondment 17/7/2019 OSM Complete
1002 Acting Up 17/7/2019 OSM Complete
1003 Authorisation List 17/7/2019 OSM Complete
1004 Employee Class Change 17/7/2019 OSM Complete
1005 External Transfer Non HRSS to HRSS 17/7/2019 OSM Complete
1006 External Transfer HRSS to non HRSS 17/7/2019 OSM Complete
1007 New Hire 17/7/2019 OSM Complete
1008 Position Change 23/7/2019 OSM Complete
1009 PPSN Change 23/7/2019 OSM Complete
1010 Promotion 23/7/2019 OSM Complete
1011 Re-Designation 23/7/2019 OSM Complete
1012 External Transfer HRSS to HRSS 17/7/2019 OSM Complete
1001 Secondment 17/7/2019 OSM Complete
1002 Acting Up 17/7/2019 OSM Complete
1003 Authorisation List 17/7/2019 OSM Complete
1004 Employee Class Change 17/7/2019 OSM Complete
1005 External Transfer Non HRSS to HRSS 17/7/2019 OSM Complete
1006 External Transfer HRSS to non HRSS 17/7/2019 OSM Complete
1007 New Hire 17/7/2019 OSM Complete
1008 Position Change 23/7/2019 OSM Complete
1009 PPSN Change 23/7/2019 OSM Complete
1010 Promotion 23/7/2019 OSM Complete
1011 Re-Designation 23/7/2019 OSM Complete
1012 External Transfer HRSS to HRSS 17/7/2019 OSM Complete
1001 Secondment 17/7/2019 OSM Complete
1002 Acting Up 17/7/2019 OSM Complete
1003 Authorisation List 17/7/2019 OSM Complete
1004 Employee Class Change 17/7/2019 OSM Complete
1005 External Transfer Non HRSS to HRSS 17/7/2019 OSM Complete
1006 External Transfer HRSS to non HRSS 17/7/2019 OSM Complete
1007 New Hire 17/7/2019 OSM Complete
1008 Position Change 23/7/2019 OSM Complete
1009 PPSN Change 23/7/2019 OSM Complete
1010 Promotion 23/7/2019 OSM Complete
1011 Re-Designation 23/7/2019 OSM Complete
1012 External Transfer HRSS to HRSS 17/7/2019 OSM Complete
1001 Secondment 17/7/2019 OSM Complete
1002 Acting Up 17/7/2019 OSM Complete
1003 Authorisation List 17/7/2019 OSM Complete
1004 Employee Class Change 17/7/2019 OSM Complete
1005 External Transfer Non HRSS to HRSS 17/7/2019 OSM Complete
1006 External Transfer HRSS to non HRSS 17/7/2019 OSM Complete
1007 New Hire 17/7/2019 OSM Complete
1008 Position Change 23/7/2019 OSM Complete
1009 PPSN Change 23/7/2019 OSM Complete
1010 Promotion 23/7/2019 OSM Complete
1011 Re-Designation 23/7/2019 OSM Complete
1012 External Transfer HRSS to HRSS 17/7/2019 OSM Complete
1001 Secondment 17/7/2019 OSM Complete
1002 Acting Up 17/7/2019 OSM Complete
1003 Authorisation List 17/7/2019 OSM Complete
1004 Employee Class Change 17/7/2019 OSM Complete
1005 External Transfer Non HRSS to HRSS 17/7/2019 OSM Complete
1006 External Transfer HRSS to non HRSS 17/7/2019 OSM Complete
1007 New Hire 17/7/2019 OSM Complete
1008 Position Change 23/7/2019 OSM Complete
1009 PPSN Change 23/7/2019 OSM Complete
1010 Promotion 23/7/2019 OSM Complete
1011 Re-Designation 23/7/2019 OSM Complete
1012 External Transfer HRSS to HRSS 17/7/2019 OSM Complete
1001 Secondment 17/7/2019 OSM Complete
1002 Acting Up 17/7/2019 OSM Complete
1003 Authorisation List 17/7/2019 OSM Complete
1004 Employee Class Change 17/7/2019 OSM Complete
1005 External Transfer Non HRSS to HRSS 17/7/2019 OSM Complete
1006 External Transfer HRSS to non HRSS 17/7/2019 OSM Complete
1007 New Hire 17/7/2019 OSM Complete
1008 Position Change 23/7/2019 OSM Complete
1009 PPSN Change 23/7/2019 OSM Complete
1010 Promotion 23/7/2019 OSM Complete
1011 Re-Designation 23/7/2019 OSM Complete
1012 External Transfer HRSS to HRSS 17/7/2019 OSM Complete
1001 Secondment 17/7/2019 OSM Complete
1002 Acting Up 17/7/2019 OSM Complete
1003 Authorisation List 17/7/2019 OSM Complete
1004 Employee Class Change 17/7/2019 OSM Complete
1005 External Transfer Non HRSS to HRSS 17/7/2019 OSM Complete
1006 External Transfer HRSS to non HRSS 17/7/2019 OSM Complete
1007 New Hire 17/7/2019 OSM Complete
1008 Position Change 23/7/2019 OSM Complete
1009 PPSN Change 23/7/2019 OSM Complete
1010 Promotion 23/7/2019 OSM Complete
1011 Re-Designation 23/7/2019 OSM Complete
1012 External Transfer HRSS to HRSS 17/7/2019 OSM Complete
1001 Secondment 17/7/2019 OSM Complete
1002 Acting Up 17/7/2019 OSM Complete
1003 Authorisation List 17/7/2019 OSM Complete
1004 Employee Class Change 17/7/2019 OSM Complete
1005 External Transfer Non HRSS to HRSS 17/7/2019 OSM Complete
1006 External Transfer HRSS to non HRSS 17/7/2019 OSM Complete