SUSI Data Protection Statement

SUSI respects individuals’ right to privacy and processes personal data securely and confidentially in accordance with data protection legislation.

When submitting a grant application, applicants and other parties to their applications are required to confirm that they have read and understood this SUSI Data Protection Statement.

Who We Are

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 a joint data controller with the Department of Education and Skills for student grant applications under the Student Grant Scheme.

The Information you provide: what we use it for and who we share it with

SUSI processes information, including personal data,that grant applicants provide about themselves and other parties and persons relevant to their applications (including parents, legal guardians, spouses, civil partners, cohabitants, siblings, dependent children and other relevant persons) for the purpose of assessing applicants’ eligibility to receive student grant funding.

The categories of personal data processed by SUSI for this purpose are:

  • name
  • address
  • e-mail address
  • telephone number
  • date of birth
  • maiden name
  • PPS number
  • marital, personal and family status
  • citizenship
  • nationality
  • residency
  • details of previous/current/future education
  • employment details
  • medical/personal circumstances
  • death records
  • bank details.

Data Sharing

SUSI exchanges data with other Government bodies and agencies subject to data processing agreements. This data is processed for the purposes of –

  • verifying and validating information provided in grant applications,
  • administering grant applications and payments,
  • confirming students’ registration and attendance at approved institutions,
  • reviews on appeal,
  • audit and verification of the grant administration process,
  • the prevention and detection of fraud and supporting criminal investigations or prosecutions.
Agency / BodyPurposeInformation exchangedFormat
General Register Office (GRO)Validation of nationality, date of birth and death records SUSI Reference
PPSN
First name
Last name
DOB
Mother’s maiden name
Batch
Department of Education and SkillsValidation of residency (Post Primary Pupil Database)
Clarify eligibility for a grant
Ensure accurate interpretation and operation of grant scheme
Ensure provision of the appropriate financial support
Prevention and detection of fraud, including the provision of information to support criminal investigations or prosecutions
Facilitate audits
All information pertaining to the applicationBatch and Direct Access
Revenue CommissionersValidation of income
Prevention and detection of fraud, including the provision of information to support criminal investigations or prosecutions
PPSN
Name
YEAR
Income details

Batch
Department of Employment Affairs and Social ProtectionValidation of income
Prevention and detection of fraud, including the provision of information to support criminal investigations or prosecutions
PPSN
DOB
YEAR
Payment name
Entitlements
Allowance information
Direct Access
Department of Employment Affairs and Social Protection – MyGovIDVerification of identity
Facilitating registration and login to online SUSI account
Contacting applicant in order to process application for a student grant
PPSN
DOB
First name
Last name
Email address
Telephone number
Secure Token Service (STS) and real time Application Programming Interface (API)
Department of Agriculture, Food and the MarineValidation of information where applicants are in receipt of income from farming
Prevention and detection of fraud, including the provision of information to support criminal investigations or prosecutions
Business Identifier number
PPSN
Reference year
Name of payment
Dates of payments
Batch
Department of Justice and EqualityValidation of citizenship and nationalityPerson ID
SUSI Reference
Application ID
Legacy No
Permission to remain in the State
Date permission valid until
Case by case requests
Department of Housing, Planning and Local GovernmentValidation of certain State paymentsName(s)
SUSI Reference
Address
PPSN
Details of payments
Case by case requests
QQI (Quality and Qualifications Ireland)Verification of qualifications and/or equivalence of qualifications from other jurisdictionsApplication no.
Full title of course
Name of Relevant Awarding Institution
Year of Award
Details of attachment
Details of query
Copy of qualification
NFQ level
Case by Case requests
Higher Education Authority (HEAVerification and validation of details of previous academic history of a studentPPSN SUSI
SUSI Reference
DOB
NFQ level of course
Course Title
Return year
Year of graduation
Graduating Institution
Batch
Other grant awarding authorities (Local Authorities and Education and Training Boards)Verification and validation of previous grant support historyName
Date of Birth
PPSN
Payment amount and name
Batch and Case by Case requests
HSE (TUSLA – the child and family agency)Validation of certain State paymentsName
DOB
SUSI Reference
Information on documents required
Batch
CAO- Central Application OfficeNotification of accepted college placesCAO application no.
Surname of Applicant
First name of Applicant
Date of Birth of Applicant
CAO Course code
Level of course
Name of course
Name of Institution
Batch
Approved Further and Higher Education InstitutionsVerification that the student has registered on and is continuing to attend an approved course in an approved institutionSUSI Reference
College Code
CAO number
PPSN
Surname
Forename
DOB
Graduate Type
Student ID
Course code
Code Description
Course Year Last
Course Year This
Course Type
Course Level
Eligible for Free Fees
Rate last
Rate this
Percentage Fees Payable
Fees Payable Value
Registered and Progressing
Student Attendance
Other funding
File ID
Batch
Student Grants Appeals BoardProcessing and adjudication of any appeal to the Student Grants Appeals BoardAll information pertaining to the application. Batch
SOLASVerification and validation of previous academic history of a student PPSN
First Name
Last Name
Date of Birth
Provider Name
Local Course Title
Target Award level
Awarding Body
Course Type Fulltime/Part-time
Learner Start Date
Learner End Date
Batch
Abtran - outsourced contract service provider for SUSISub-processing of grant applications and payments, inbound/outbound post, hard copy documents, letters, e-mails, social media and phone calls.All information pertaining to the application.Batch, Direct Access and Case by case requests

Contact

SUSI uses contact and identification information of grant applicants and other parties to their applications for the following purposes:

  • to request from applicants any information about themselves and other parties to their applications that is required to process their applications,
  • to inform applicants of decisions on their applications and of the basis for those decisions,
  • to discuss with applicants, with other parties to their applications and with other third parties whom applicants and other parties may authorise, the status of the application and any documentary evidence or actions required to progress it,
  • to administer an application,
  • to administer grant payments.

Consent

The consent of grant applicants and other parties to their applications is not required for SUSI to process their personal data for the purposes of the statutory basis on which grant applications are administered.

SUSI communicates directly with grant applicants, only, for these purposes, in line with the specific requirement of the Student Grant Scheme that an applicant shall furnish such information and evidence to an awarding authority as it requests in order to determine if they are eligible to receive a grant.

Where it is necessary for another party to an application to communicate with SUSI about this personal data, the applicant and each other party to their application can consent to this at the point of making an online application and thereafter in the applicant’s online SUSI account.

In circumstances where a third party (not a party to the application) requests information on an application, personal data will not be shared without the consent of the subject of the information. In this instance the applicant and each other party to their application must consent to this either:

  • at the point of making an online application and thereafter in the applicant’s online SUSI account.

 

 

Where an applicant provides information that any person relevant to their application is also an applicant, and where both applicants consent to the cross-referencing of their applications in this context, SUSI will cross-reference both applications in order to ensure that any increased entitlement to grant funding can be applied and to ensure efficiency and consistency in the processing of grant applications.

SUSI may otherwise cross-reference grant applications generally and without consent for the purposes of audit and for the prevention and detection of fraud.

Enquiry Handling

Application Status, etc. Enquiries

Applicants and other parties to their applications can contact the SUSI Support Desk to make enquiries about the status of an application and about any documents or actions required to progress it.

Where disclosure of such information to another party to an application is not desired, applicants should inform SUSI of this so that appropriate controls can be put in place on a case by case basis.

In order to facilitate such enquiries, SUSI will discuss, with all parties to an application, information about the status of the application and any documents or actions required to progress it. SUSI Support Desk staff will ask verification questions to ensure that SUSI only shares this information with a party to the application.

Discussing Personal Data

SUSI will not discuss personal data of a party to an application with other parties to the application, or with a third party outside the application, without their consent.

Where it is necessary for another party to an application, or a third party outside the application, to communicate with SUSI about this personal data, the applicant and each other party to their application can consent to this:

  • at the point of making an online application and thereafter in the applicant’s online SUSI account, or
  • via e-mail or post by downloading, completing and submitting a Third-Party-Authorisation-19 20 form available at www.susi.ie.

Access, Rectification and Erasure

Pursuant to data protection legislation, individuals may access or request a copy of their personal data held by SUSI, or they may request its rectification, by downloading, completing and submitting a Subject Access Form (SAR Procedure and Form)  available at www.susi.ie.

Subject to data retention requirements, individuals may request the erasure of their personal data held by SUSI where the data is no longer required for the purposes for which was processed.

Data Retention & Processing

SUSI retains data securely for the purposes of grant administration, audit and case reviews and does not retain personal data for longer than is necessary and/or as required by law.

SUSI may share personal data with authorised agents or third parties as data processors who act on behalf of SUSI for the purposes of grant administration and who process data securely pursuant to its instruction under a contractual relationship and subject to data processing agreements. CDETB continues to be the data controller of this data.

Applicants and other parties to their applications may contact SUSI, or agents acting on its behalf, by telephone. To ensure that SUSI provides a high quality customer service, telephone conversations are recorded for staff training and quality control purposes and for reviewing and confirming details of conversations with SUSI, where necessary.

Where applicants or other parties to their applications agree, accept or request that SUSI communicates with them by e-mail, they are solely responsible for ensuring the availability, security and integrity of their own email account. The transmission of information via the internet is not completely secure and, consequently, while SUSI takes all reasonable security measures, it cannot guarantee the privacy or confidentiality of information transmitted by e-mail..

Security

Data retained by SUSI, including computer and paper records, is stored in secure facilities. SUSI takes appropriate security measures against unauthorised access to, or alteration, disclosure or destruction of, data and against accidental loss or destruction. Data processing agreements entered into between SUSI and those persons or bodies with whom it exchanges data take account of the security requirements and measures necessary to protect the data that is exchanged.

Use of Cookies

‘Cookies’ are small text files that may be written to a website user’s computer for a variety of purposes. See AllAboutCookies.org for more information on cookies and how to control them. Consent is required where the cookies being written are not essential for the information age service being availed of.

The SUSI website and the SUSI online grant application system make use of cookies. When users have accessed the secure application pages (https://grantsonline.ie), the cookies that are written are essential for the information age service provided by SUSI. They control the security of user sessions, support accessibility settings for visually impaired users and support translation of the user interface for applications in the Irish language.

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