Annual canvass

Each year our electoral services team, on behalf of our Electoral Registration Officer (ERO), is required by law to carry out a canvass of every residential property in the Arun district.

We do this to check the details we hold are correct and to ensure that anyone who is eligible is included in the new register of electors which we publish on 1 December each year.

Last year the government improved the annual canvass process to make it more efficient. We carry out a lot of checks before we contact you which means that you may not need to respond.

Step 1: the data matching process

Before we send out canvass letters, each registered elector is nationally data matched against the data held by the Department for Work and Pensions (DWP).

We then carry out local data matching against our own records such as Council Tax, although we cannot use this information to add you to the electoral register.

We only use data belonging to you that is required by the legislation; your full name and address, the unique property reference number (UPRN) of your address and if we have it, your date of birth.

Step 2: after the data match

After the data matching process, your property will be allocated what is known as a route number:

  • Route 1 – everyone at your property has matched
  • Route 2 – not everyone at your property has matched
  • Route 3 – these are properties such as nursing homes, residential care homes and HMOs which we will contact separately to verify their details

Why data does not match

We do not get told why data has not matched but it could be as simple as we have your name as ‘John Smith’ on the electoral register but the DWP or our Council Tax records show you as ‘J Smith’.

Please note: any electors added to the electoral register since 22 July 2021 will not appear on the forms.

Route 1 – Canvass letter Ref: CCA

If all the data matches successfully you will be sent a canvass letter (CCA) or an email (if you have provided us with your email address - it will be sent from arun.district.council.electoral.services@notifications.service.gov.uk). It means our records are correct and those people listed are on the electoral register.

You do not need to respond to this letter unless you need to notify us of a change.

To notify us of a change please see if information is incorrect or missing.

 

Route 2 – Canvass letter Ref: CCB

If one or more of individuals currently registered at your property has not matched you will be sent a canvass letter (CCB)

You must respond to this letter even if all the information is correct.

If there are no changes needed to the details we hold you can respond using your unique security code found on your letter either:

If you do not respond to us by the deadline on the letter we are required by law to contact you again. This contact may be by letter, email, phone or a visit by one of our canvassers. 

To notify us of a change please see if information is incorrect or missing.

If information is incorrect or missing

If any of the details on your canvass letter (CCA or CCB) are incorrect, you should do the following:

If there is a name missing

The easiest and quickest way to let us know is to: 

  1. Visit the website: https://www.householdresponse.com/arun
  2. enter your unique security code found on your canvass letter (CCA or CCB)
  3. update your household information and submit

Alternatively you can email us at canvassresponse@arun.gov.uk giving your name and address and details of any changes or phone us on 01903 737616.

Anyone living at the property who is over the age of 16, a British, Commonwealth or European Citizen and is not already listed as an elector at the property is required to be registered to vote. 

If you are a non UK citizens you can check to see if you are eligible to vote on the Electoral Commission website.

If a name is incorrect and needs to be changed

The easiest and quickest way to let us know is to:

  1. Visit the website: https://www.householdresponse.com/arun
  2. Enter your unique security code found on your canvass letter (CCA or CCB)
  3. Amend the name and submit

We will then send a Change of Name form to complete which will need to be returned to us with evidence of the name change, such as a marriage certificate, civil partnership certificate, Deed Poll or an amended birth certificate.

Please note: we cannot update name changes until we have received this information.

There is a named person who does not live at your address

If your details are correct but the letter shows the name of someone who does not live at your address the easiest and quickest way to let us know is to:

  1. Visit the website: https://www.householdresponse.com/arun
  2. Enter your unique security code found on your canvass letter (CCA or CCB)
  3. Remove the name/s and submit

My spouse is now in a residential home

If your spouse is to be in the residential home long term they should be included on the register at the residential home address.

The easiest way to remove them from being registered at your address is to:

  1. Visit the website: https://www.householdresponse.com/arun
  2. Enter your unique security code found on your canvass letter (CCA or CCB)
  3. Select that they no longer live at your address and submit

Alternatively you can email us at canvassresponse@arun.gov.uk or phone us on 01903 737616 to let us know.

If your spouse will not be able to get to the polling station on voting day they may want to consider asking for a postal vote or proxy vote.

I wish to opt out of the open register

There are 2 versions of the register; the electoral register and the open register.

To opt out of the open register you will need to notify us in writing. The easiest way to do this is to send an email to canvassresponse@arun.gov.uk. Please include your full name, address and that you wish to opt out of the open register.

Alternatively you can write to us at:

Electoral Services

Arun District Council

Arun Civic Centre

Maltravers Road

Littlehampton

BN17 5LF

I am now aged over 76

People who are aged over 76 do not have to do jury service.  We ask for this information as the Jury Service use the electoral register to choose people to do jury service.

The easiest way to update this information is to:

  1. Visit the website: https://www.householdresponse.com/arun
  2. Enter your unique security code provided on the canvass letter (part 1 is 6 digits and part 2 is 8 digits).
  3. Tick the box to say you are aged over 76 and submit

Alternatively, you can email us at canvassresponse@arun.gov.uk.

My children are not listed on the canvass letter

If your children are aged under 16 then they will not be included on the register and you do not need to do anything further.

Anyone living at the property who is over the age of 16, a British, Commonwealth or European Citizen and is not already listed as an elector at the property is required to register to vote. 

The easiest and quickest way to let us know is to:

  1. Visit the website: https://www.householdresponse.com/arun
  2. enter your unique security code found on your canvass letter (CCA or CCB)
  3. update your household information and submit

Alternatively you can email us at canvassresponse@arun.gov.uk giving your name and address and details of any changes or phone us on 01903 737616.

Someone who lives here has learning difficulties or dementia

Every adult in the household should have their name listed on the canvass letter to have the chance to register to vote.

The Mental Capacity Act 2005 explains how carers and family members can decide if someone with dementia is able to make decisions for themselves.

We cannot tell you if someone has the capacity to vote as we do not know them, so you need to decide for yourself.

You may find more information and advice from these websites relating to dementia:

You can also find help and advice for those with learning difficulties from:

If the person with learning difficulties or dementia will not be able to get to the polling station on voting day they may want to consider asking for a postal vote or proxy vote.

How to apply for a postal vote or cancel one

There are a number of ways to vote, voting by post means you can vote without needing to visit your polling station on election day. Apply for a postal vote.

If you wish to cancel an existing postal vote you will need to advise us in writing. The easiest way to do this is to send an email to canvassresponse@arun.gov.uk.

Please include your full name, address and that you wish to cancel your postal vote.

Alternatively you can write to us at:

Electoral Services

Arun District Council

Arun Civic Centre

Maltravers Road

Littlehampton

BN17 5LF

You live in more than one place

Some people are allowed to register to vote at more than one address.

Students

Students can register to vote at both their home and their college or university address but can only vote once in a UK general election.

If a student’s home and university address are in two different local authority areas, students can vote in both local elections.

If you do not want to register to vote at the address you have received the canvass letter for and your name is listed then you need to:

  1. Visit the website: https://www.householdresponse.com/arun
  2. Enter your unique security code found on your canvass letter (CCA or CCB)
  3. Remove the name/s and submit

Alternatively you can email us at canvassresponse@arun.gov.uk to let us know.

Second homes/holiday homes

You do not have to choose which is your main residence for electoral purposes but a person must have ‘a considerable degree of permanence’.

For instance, if you live in London during the week and return home at weekends, you can register at both addresses.

If both of the addresses are in the Arun district you should only register to vote in one of them.

If you only visit a holiday home occasionally during the year, you would not be eligible to register there.

If you have any questions about registering please email canvassresponse@arun.gov.uk or phone our elections helpline on 01903 737616.

If you do wish to register to vote at the address, even if it is your second home, the easiest and quickest way to let us know is to: 

Alternatively you can email us at canvassresponse@arun.gov.uk giving your name and address and any details of any changes or phone us on 01903 737616.

This will then notify us and we will send you an invitation to register application.

About to move to a new house

If you have received the canvass letter but are about to move to a new house, please let us know by emailing canvassresponse@arun.gov.uk or phone 01903 737616.

We will then remove you from the register at this address.

Once you have moved into your new home you will need to make a new application to register to vote.

My address on the canvass letter is incorrect

If your address is incorrect, for example your property should have a house name or you have recently changed the name of your property.

Let us know by emailing canvassresponse@arun.gov.uk.

We cannot always change your address as we work to national addressing guidelines but we will if we have made a mistake or your official address has changed from what we have on record.

Please note: you will still need to do what is requested on the canvass letter.

Safety concerns about appearing on the register

We appreciate that to ensure their safety some residents do not wish to appear on the register of electors. For example, if they have left an abusive relationship or have a sensitive occupation.

If your name appears on the canvass letter but you feel that this may put you at risk then please contact us as soon as possible to discuss registering anonymously.

You will be required to provide evidence to qualify as an anonymous elector however, the elections team want to support your right to vote.

We are happy to answer any questions you have about registering. The Electoral Commission also provide information about registering to vote anonymously.

You can email us at elections@arun.gov.uk or phone our elections helpline on 01903 737616.

Further help and information

Accessible format

If you would like the canvass letter in an alternative format to meet your individual needs, please email canvassresponse@arun.gov.uk or phone us on 01903 737616

Having trouble responding

The security codes on the canvass letter are time limited, so if you are responding after the deadline on your letter the codes may have changed.

As an alternative you can provide the information by emailing us at canvassresponse@arun.gov.uk giving your name, address and details of any changes or by phoning our elections helpline on 01903 737616.

To return your form by post please send to:

Electoral Services

Arun District Council

Arun Civic Centre

Maltravers Road

Littlehampton

BN17 5LF

How we use the information you give us General Data Protection Regulations (GDPR)

We will only use the information you give us for electoral purposes. We will look after personal information securely and we will follow the data protection legislation.

We will not give personal information about you or any personal information you may provide on other people to anyone else or another organisation unless we have to by law.

The lawful basis to collect the information in this form is that it is necessary for the performance of a task carried out in the public interest and exercise of official authority as vested in the Electoral Registration Officer as set out in Representation of the People Act 1983 and associated regulations.

Some of the information that is collected is classified as special category personal data. This is processed for reason of substantial public interest as set out in Representation of the People Act 1983 and associated regulations.

To process this type of information the Data Controller must have a relevant policy document that sets out how this information will be handled.

The Electoral Registration Officer is the Data Controller: Nigel Lynn, Arun District Council, Arun Civic Centre, Maltravers Road, Littlehampton BN17 5LF.

For further information relating to the processing of personal date please refer to our electoral services privacy notice.