The annual canvass is carried out by sending a Household Enquiry Form (HEF) to every household in Ceredigion. The form will be addressed to the “occupier” and will contain the details of all those in the household who are already registered to vote.  Each household is required by law to make sure that the details on the form are correct every year.

Most HEFs will list the details of who we think lives at your property. Properties, where no one is registered to vote, will receive a blank HEF. All eligible residents need to be included on the HEF when you return it to us. Eligible residents are:

  • Resident (usually live) in the UK and aged 16 or over (but you will not be able to vote until you are 18).
  • British, Irish or EU citizens, or
  • A Commonwealth citizen who has leave to remain in the UK or who does not require leave to remain in the UK

Do I need to do anything if the details have not changed on my HEF?

Yes. You must confirm with us that your details have not changed using one of the methods below:

Online

Household enquiry response website https://www.registersecurely.com/ceredigion. Where it asks enter part 1 and part 2 of your security code.

Post

Using the HEF we posted out to you. You need to sign the form on page 2 before you return it to us using the pre-paid envelope supplied. Further details of where to return it to are on the form.

Household Enquiry Form (HEF)

Yes. As this is part of the annual canvass, you must respond to the form to confirm whether the details are correct or not.

If anyone listed on the HEF is not living at your address, their name/s should be clearly crossed through.

You need to include the name and nationality of everyone aged 16 or over who is resident and eligible to register to vote. If there are no eligible residents, you should state why this is the case.

By law, you need to provide the information requested on the HEF.

There is a criminal penalty for failing to provide the information required on the HEF form to the Electoral Registration Officer of a maximum of £1,000. The penalty for providing false information to an Electoral Registration Officer is imprisonment of up to six months or an unlimited fine.

Person doesn’t live there
If anyone listed on the HEF is not living at your address, their name can be crossed out.

Names missing
The name and nationality of everyone aged over 16 who is resident and eligible to register to vote should be added if they are missing. Anyone who is added to the HEF will be sent an Invitation to Register Form see below.

Changes
If your nationality has changed, (and in England and Wales ‘or you are now over 76), correct and return the form and we will make the change. The form will have instructions on how to change your open register choice. For more information about the open register go to Security and privacy FAQs section below and read about “How do I join or get removed from the open (edited) register.”

You are invited to include them, but you do not have to. We will use this information only in connection with your registration, and it helps us to contact you if there is a problem.

You should complete and return the registration form or register online at www.gov.uk/register-to-vote. The HEF is not a registration form, but instead provides us with information on who lives in your household. This means we can invite other residents to register to vote if we need to. The HEF is the initial part of the process. Once the HEF is returned, we will send any new occupants an Invitation to Register (ITR), which can also be completed online.

You should complete and return the HEF even if you registered to vote online or by returning a completed paper form. The HEF provides us with information on who else lives in your household. We can then invite other residents to register to vote if we need to.

Invitation to Register (ITR)

Yes. You have been sent this second form, the ITR, because you were newly added to the HEF. You need to complete and return this form in order to complete your registration. There is a potential £80 fine if the form is not completed.

No. You can complete the form online at www.gov.uk/register-to-vote or you can fill in the form and return it by post in the envelope provided. We will write to you to confirm once your registration is successful.

Yes. As with the HEF, failure to respond to the form could be met with a fine. In the case of ITRs, the fine is £80.

Security and privacy

GDPR - Privacy statement

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 in this form 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.

You should refer to the Privacy Notice at for further information relating to the processing of personal data

Date of birth and National Insurance numbers are checked against government records to verify the person’s identity. This is intended to make the system more secure.

Using information received from the public, registration officers keep two registers – the Full Register and the Open Register (also known as the edited register).

Full Register
The electoral register lists the names and addresses of everyone who is registered to vote in public elections. The register is used for electoral purposes, such as making sure only eligible people can vote. It is also used for other limited purposes specified in law, such as detecting crime (e.g. fraud), calling people for jury service and checking credit applications.

Open Register (edited)
The open register is an extract of the electoral register, but is not used for elections. It can be bought by any person, company or organisation. For example, it is used by businesses and charities to confirm name and address details. Your name and address will be included in the open register unless you ask for them to be removed. Removing your details from the open register does not affect your right to vote. You can change your opt-out preference at any time by making a request with your full name, address and an indication of whether you wish to be included in or omitted from the edited register. You can do this in writing or over the phone by contacting Electoral Services, Ceredigion County Council, Penmorfa, Aberaeron, Ceredigion SA46 0PA; email electoralservices@ceredigion.gov.uk; telephone 01545 572032. We will also write to you to confirm any change.