The Student Grant Scheme is administered by the SUSI Unit of City of Dublin Education Training Board (CDETB) as the student grant awarding authority designated by the Minister for Education and Skills under the Student Support Act 2011. CDETB is the Data Controller for student grant applications under the Student Grant Scheme.
We process information that you or other parties to this application (for example, parents/ guardians, partners, spouses of applicant students) provide to assess your eligibility for or entitlement to student financial support in a particular academic year.
The categories of personal data provided by you and collected by SUSI for the purpose assessment are:
As part of conducting that assessment, we may share some or all of the data that you or other parties to this application provide with other Government bodies and agencies set out in Schedule 2 of the Student Support Act 2011, including the Revenue Commissioners, the Department of Social Protection, the Department of Agriculture, the Department of Justice, Equality and Law Reform, and further and higher education institutions. The purposes for such information sharing include:
The application process requires you and other parties to the application to provide contact information. We will use this information contact you for the following purposes:
In order to support efficient processing of the application, we may also need to share this contact information with other organisations such as the Department of Education and Skills or other student grant awarding bodies for validation and to ensure SUSI can access data necessary to process grant applications. The list of organisations we share information with is in the next section. Purposes for sharing information include:
To assist in the evaluation and processing of grant applications, SUSI may also receive data from other Government bodies and agencies as set out in Schedule 2 of the Student Support Act 2011. Data may be received in batch transfers or on a case by case basis. We may use this data to confirm the accuracy of information provided by applicants or to replace legacy paper-based data sources to improve the timeliness and efficiency of application processing. These external sources include:
|General Register Office (GRO)||Validation of date of birth and nationality for applicants born in Ireland prior to 2005||Batch|
|Department of Education and Skills||Post Primary Pupil Database is used to validate residency requirements for grant applications.||Batch|
|Revenue Commissioners||Confirmation of employment/self-employment income details (where available)||Batch|
|Department of Social Protection||To validate information where applicants and parties to applications indicate they are in receipt of social welfare payments||Direct Access|
|Department of Agriculture||To validate information where applicants and parties to applications indicate they are in receipt of income from farming||Batch|
|QQI (Quality and Qualifications Ireland)||To verify information regarding applicant’s prior education and/or equivalence of qualifications from other jurisdictions||Case by Case requests|
|Higher Education Authority (HEA)||To verify and validate details of previous academic history||Batch|
|Other grant awarding authorities (Local Authorities and Education and Training Boards)||To verify and validate details of previous grant support history||Batch and Case by Case requests|
|TUSLA – the child and family agency||To assist in the identification and processing of applications by persons in receipt of certain State payments||Batch|
|CAO- Central Application Office||To assist in the identification of accepted college places||Batch|
It is necessary to process certain personal data provided by the applicant and other individuals connected to them or related to them in order to correctly assess entitlement to student support funding. Therefore the process of applying for a student grant and providing personal data to SUSI for that purpose constitutes consent to the processing of that data.
To ensure efficient, accurate, and equitable processing of applications, we may take into account any information provided that related household members have applied for student support. If an applicant provides information that another party to the application or member of the household is also an applicant for, or is in receipt of, a student grant, SUSI will record the link using applicants’ PPS numbers in order to assist efficiency and consistency in processing of grant applications.
You or other parties to your application can contact the SUSI support centre to make enquiries about the status of an application. In order to facilitate such enquiries, you consent to SUSI sharing information about the status of your application with other parties to the application. Contact centre staff will ask verification questions to ensure that we only share information with a party to the application.
We will not provide personal data of a party to an application to other parties to the application. We will limit the information that we share to the status of the application and clarification of any outstanding supporting documentation or actions that are required to progress the application. In circumstances where disclosure of such information to another party to the application is not desired for personal reasons, the applicant should alert SUSI to this so that we can put appropriate controls in place on a case by case basis.
In circumstances where a third party (not a party to the application) requests information, personal data will not be shared without the written consent of the subject of the information.
Pursuant to Section 3 and Section 4 of the Data Protections Acts, individuals may access their personal data and request a copy of their data held by SUSI.
SUSI will keep the data provided on a secure Students Grants Database for the purpose of on-going administration, audit and review. Audits will involve matching sample data sets provided by applicants and parties to the applications. SUSI will not keep personal data for any longer than is necessary and/or as required by law, whether under the Data Protection Acts 1988 and 2003 or otherwise. SUSI may share the data submitted via the application process with authorised agents or third parties who act on behalf of SUSI pursuant to a contractual relationship. SUSI continues to be the Data Controller for this data and these authorised agents act as Data Processors on our behalf. Such agents or third parties are only permitted to use the personal data as instructed by SUSI. They are also required to keep the data safe and secure.
Applicants and parties to applications may speak to employees of SUSI (or agents acting on its behalf) by telephone. To ensure that SUSI provides a quality service, the telephone conversations may be recorded. SUSI will treat the recorded information as confidential and will only use it for staff training/quality control purposes, and for confirming details of the conversations with SUSI. If applicants and parties to applications requests that SUSI communicates with him/her by email, the applicant is solely responsible for the security and integrity of their own email account. The transmission of information via the internet is not completely secure and consequently, while SUSI will take all reasonable security measures, it cannot guarantee the privacy or confidentiality of information being passed via the Internet; any transmission is entirely at the applicants own risk.
Records of all personal information are stored in centralised databases (including computerised and manual files) in the SUSI data centres which are located in Ireland. SUSI take appropriate security measures against unauthorised access to, or alteration, disclosure or destruction of the data and against their accidental loss or destruction.
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