Page 222

EAP Policy Manual FFY24 Chapter 11 Data Practices and Records Page 6 • Auditing letters and resolution documents. • Audit records, work reports, financial records, supporting documents and all other records pertinent to the Service Provider's agreement with the state energy programs. • A dispute, complaint, investigation or litigation for six years after the action is resolved. Destruction of Records When disposing of records containing private data, the records must be destroyed in a way that prevents their contents from being determined, under Minn. Stat. § 138.17. Providing Information Allowed by the Privacy Notice The Privacy Notice in the Privacy Notice and Your Rights and Responsibilities document attached to the application describes who may use private data about individuals collected, created or maintained from the EAP application and program processes for EAP administration, research and evaluation. Service Provider and energy vendor staffs have access to private EAP data they need to carry out job responsibilities for EAP administration, research and evaluation. eHEAT and its security administrators manage distribution and control of private data to the following authorized persons: • Service Provider staff and auditors. • Commerce EAP and WAP staff. • Energy vendor staff providing heating fuel or electricity to at least one EAP applicant. • Staff of agents who act on the behalf of energy vendors to provide call center or direct shut off/reconnection services to EAP households for energy vendors. • Energy vendor staff operating MN Public Utilities Commission approved affordability programs. Staff of the following organizations may also have access to private EAP application data if: (i) they need access to the application information to do their jobs in connection with the Energy Programs (EAP, WAP, and CIP), or (ii) they are otherwise authorized by federal or state law to receive it, or (iii) they use the information for reports, to measure outcomes, and for referrals and eligibility purposes: • Local Energy Programs Service Providers under contract with Commerce. • Community Services Block Grant and Minnesota Community Action Grant Service Providers under contract with Commerce. • Program auditors as required or permitted by Federal Guidance.