Privacy Policy

International Book of Organizations Index

A Product and Global Initiative of the World Council of Indigenous Games (WIG)

Last Updated: 21 September 2026

Introduction

This Privacy Policy explains how the International Book of Organizations Index ("IBOX") collects, uses, stores, processes, displays, shares, and protects personal and organizational information.

IBOX is a product and global initiative of the World Council of Indigenous Games (WIG).

This Privacy Policy applies to the IBOX website, IBOX Android mobile application, organization and member registration processes, organization submission forms, member portal, account workflows, profile update requests, digital reference directories, e-books, certificates, contact records, volunteer applications, communications, and other related IBOX services.

IBOX is designed as a global reference directory, organization indexing platform, documentation platform, and digital e-book initiative supporting the development of the World Council of Indigenous Games (WIG) and participating organizations and members.

By accessing or using IBOX or submitting information through the platform, you acknowledge the practices described in this Privacy Policy.

1. Information We Collect

IBOX may collect information that is voluntarily submitted by users, organizations, authorized representatives, or generated through the normal operation and security of the platform.

Depending on the services used, this information may include the following.

1.1 Organization Information

IBOX may collect organizational information such as:

official organization name;
acronym or abbreviation;
organization registration number, where applicable;
IBOX Registration Number, where assigned;
WIG or other relevant identification number, where applicable;
year founded;
country, state, district, city, and address;
postal or ZIP code;
website and official online information;
organization type and category;
legal or registration details, where applicable;
registration authority information, where submitted;
organizational status; and
other information relevant to organizational indexing.

1.2 Organization Background and Activity Information

IBOX may collect information relating to:

organizational history;
mission, vision, aims, and objectives;
organizational structure;
languages;
staff and volunteer information;
activities and programmes;
areas or countries of operation;
events and initiatives;
achievements;
publications;
partnerships and affiliations;
relationships with NGOs, IGOs, or other organizations;
comments and descriptive information; and
other information submitted for directory, indexing, reference, or e-book purposes.

1.3 Contact and Representative Information

IBOX may collect:

name;
professional or organizational title;
email address;
telephone number;
address;
main contact information;
authorized representative information;
verifier information and relationship to the organization; and
other contact information voluntarily submitted.

1.4 Registration and Supporting Information

Where applicable, IBOX may collect:

registration-related information;
legal or organizational documents;
approval-related information;
supporting documents;
uploaded certificates or records;
images of documents; and
other information submitted to support an organization registration, review, or indexing process.

1.5 Account and Member Portal Information

Where users create or receive access to an IBOX account or member portal, IBOX may collect:

username;
email address;
account identification details;
password credentials stored in protected or hashed form, where applicable;
registration dates;
account status;
profile information;
profile images;
organization profile updates;
renewal or administrative information, where applicable; and
other information necessary to operate account and portal services.

1.6 Authentication and Security Information

IBOX may process information related to security and authentication, including:

login information;
session information;
verification status;
OTP or verification workflows;
password reset requests and codes;
CAPTCHA or similar security checks;
timestamps; and
related security notifications.

1.7 Contact and Volunteer Information

Where relevant services are used, IBOX may collect:

name;
email address;
telephone number;
address;
subject and message;
skills;
availability;
selected opportunities; and
application or submission status.

1.8 Technical and Operational Information

IBOX may automatically generate or record limited technical and operational information, such as:

timestamps;
account or submission status;
login and session information;
technical logs;
uploaded file information;
IP address information where captured for security or operational purposes; and
other information reasonably necessary for platform administration and security.

2. How We Use Information

IBOX may use collected information to:

receive and process organization and member submissions;
review and index eligible organizations;
identify duplicate or potentially duplicate records;
create and manage organization or member accounts;
provide member portal access;
communicate with users and organizations;
send submission confirmations;
support login verification and authentication;
manage OTP and password reset workflows;
process profile update requests;
assign or manage IBOX Registration Numbers, where applicable;
prepare or manage WIG Certificates, where applicable;
display approved organization information;
prepare directories, indexes, reference publications, and digital e-books;
maintain organizational and administrative records;
respond to inquiries and requests;
manage contact and volunteer information;
prevent fraud, misuse, unauthorized access, or security risks;
troubleshoot technical issues;
enforce applicable policies and Terms of Use; and
support the objectives, development, and operation of IBOX and the World Council of Indigenous Games (WIG).

IBOX will use information only for purposes reasonably connected with the operation, administration, development, and improvement of its services, subject to applicable law.

3. Publicly Displayed Organization Information

IBOX is an international organization indexing, reference directory, documentation, and digital e-book platform.

Where an organization is approved or accepted for publication, relevant organization-level information may be publicly displayed through:

IBOX directories;
public organization profiles;
organization indexes;
reference publications;
digital e-books;
certificates or recognition materials, where applicable;
IBOX or WIG publications; and
other relevant platform features.

Public information may include:

organization name;
acronym;
country and city;
website;
IBOX Registration Number, where applicable;
WIG or other relevant identification number, where applicable;
organization status or relevant labels;
activities and objectives;
descriptive profile information;
achievements and initiatives; and
other organization-level information submitted or approved for indexing or publication.

IBOX will make reasonable efforts not to publicly display sensitive personal information unless:

the information is intentionally submitted for publication;
publication is clearly connected with the relevant IBOX service;
the individual or organization has provided appropriate authorization; or
publication is otherwise permitted or required by applicable law.

4. Information Submitted by Users

Users and organizations are responsible for ensuring that information submitted to IBOX is accurate, lawful, and appropriately authorized.

By submitting information, you confirm that you have the necessary authority, rights, permissions, and consent to provide:

personal information;
organizational information;
photographs and images;
documents and publications;
logos and trademarks;
contact information; and
other submitted materials.

Users should not submit personal or sensitive information that is unnecessary for the relevant IBOX service.

IBOX may request clarification, correction, additional information, or appropriate authorization where reasonably necessary.

5. Data Sharing and Access

IBOX does not sell personal information as part of its normal platform operations.

IBOX may provide access to or share information only where reasonably necessary to operate and administer its services.

This may include:

authorized IBOX or WIG administrators;
authorized reviewers involved in submission or profile processes;
technical service providers supporting website or email operations;
hosting, database, or file storage services;
email systems used for confirmations, communications, OTPs, and password resets;
service providers supporting security or technical operations; and
authorities or other parties where disclosure is required or permitted by applicable law.

IBOX may also disclose information where reasonably necessary to:

protect users or the platform;
investigate suspected misuse or fraud;
respond to lawful requests;
protect legal rights;
enforce the Terms of Use or other policies; or
address security or technical incidents.

IBOX will seek to limit access to information to persons or service providers who reasonably require it for legitimate operational purposes.

6. IBOX Registration Numbers and WIG Certificates

Where applicable, IBOX may assign an IBOX Registration Number to an approved organization or member within the IBOX system.

IBOX may also facilitate the issuance of a WIG Certificate, where applicable, in connection with a relevant registration, participation, recognition, programme, or approval process.

For administrative and verification purposes, certain information connected with an IBOX Registration Number or WIG Certificate may be maintained in IBOX or WIG records.

Relevant information may also be displayed publicly where the purpose of the number, certificate, directory, reference publication, or verification feature requires public identification.

An IBOX Registration Number or WIG Certificate does not automatically constitute government registration, legal incorporation, statutory approval, accreditation, licensing, or official recognition by a government authority.

7. Security of Information

IBOX uses reasonable administrative, organizational, and technical measures to help protect information against unauthorized access, misuse, alteration, or loss.

Depending on the platform and services used, security measures may include:

protected authentication systems;
hashed or otherwise protected password storage, where applicable;
login verification processes;
session management;
CSRF and form-security protections;
CAPTCHA or similar security checks;
OTP workflows;
password reset procedures;
duplicate validation processes;
administrative review;
access controls; and
upload validation or file processing measures, where applicable.

However, no website, database, electronic transmission, or online service can guarantee absolute security.

Users are responsible for:

protecting their passwords and account credentials;
using trusted devices where possible;
not sharing OTPs or verification codes with unauthorized persons; and
promptly reporting suspected unauthorized access.

8. Data Retention

IBOX may retain information for as long as reasonably necessary to:

operate and maintain the platform;
maintain organization and member records;
provide directory and indexing services;
manage accounts and member portals;
prepare reference directories and digital e-books;
support IBOX Registration Numbers and WIG Certificates;
process profile updates;
maintain security;
prevent misuse or fraud;
resolve disputes;
respond to legal or administrative requirements; and
support the continuing development and administration of IBOX and WIG.

The retention period may vary depending on the nature of the information and the purpose for which it was collected.

Authentication information such as OTPs, temporary session values, and password reset codes may be intended for short-term security purposes, although certain associated administrative or security records may remain for longer periods where reasonably necessary.

9. User Privacy Rights and Information Requests

Depending on your location and applicable law, you may have rights regarding your personal information, including the right to request:

access;
correction;
updating;
deletion;
restriction of processing;
objection to certain processing; or
other rights provided by applicable law.

Approved organizations may also use available IBOX processes or member portal features to request updates to their organization profile.

IBOX may need to verify the identity and authority of a person making a request.

Certain information may need to be retained where reasonably necessary for:

organizational records;
security;
legal obligations;
dispute resolution;
fraud prevention;
verification; or
legitimate operational purposes.

Requests may be subject to applicable legal requirements and limitations.

9.1 Account and Data Deletion

Users with an IBOX account may request deletion of their account and associated personal information.

An account deletion request may be submitted through the Account Deletion option available within the IBOX Member Portal. Members are required to authenticate using their IBOX account credentials before submitting a deletion request.

Upon receiving a valid deletion request, IBOX may verify the identity or authority of the requester before processing the request.

Following verification, the user's account and associated personal information will be deleted or anonymized where appropriate, subject to information that must be retained for legitimate operational, security, fraud-prevention, verification, legal, regulatory, dispute-resolution, or record-keeping purposes.

Where certain information must be retained, IBOX will limit its use to the purpose for which retention is required.

Users may also contact IBOX at info@indigenousgames.org for questions regarding account or personal data deletion.

10. Cookies and Sessions

IBOX may use cookies, session storage, and similar technologies necessary for the proper operation and security of the website.

These may include technologies used for:

login and authentication;
member portal access;
session management;
OTP verification;
CAPTCHA or security workflows;
signup and registration processes;
password reset processes;
form security;
language preferences; and
other essential website functions.

IBOX may also introduce additional technologies in the future to improve security, performance, functionality, or user experience.

Where required by applicable law, appropriate notice or consent mechanisms may be provided.

11. Children's Privacy

IBOX is primarily designed for organizations, authorized representatives, adult members, and other persons authorized to submit information on behalf of an organization or initiative.

IBOX is not intended to encourage children to independently submit personal information without appropriate authorization or supervision.

If you believe that a child has submitted personal information to IBOX without appropriate authorization, please contact the IBOX administration team so that the matter can be reviewed.

Where appropriate and required, reasonable steps may be taken to remove or restrict the relevant information.

12. International Users and Global Data Processing

IBOX is intended to serve organizations and users from different countries and regions around the world.

Information may be submitted, accessed, stored, processed, or managed in countries other than the country where the user or organization is located.

This may occur through the operation of:

website infrastructure;
databases;
hosting services;
email systems;
authorized administrators;
technical service providers; or
other operational services.

By using IBOX, users understand that information may be processed across international borders, subject to applicable laws, safeguards, and operational requirements.

IBOX will make reasonable efforts to handle international information processing responsibly and in accordance with applicable requirements.

13. Respect for Indigenous Rights and Cultural Information

IBOX and the World Council of Indigenous Games (WIG) recognize the importance of respecting Indigenous Peoples, Indigenous communities, cultural heritage, traditional knowledge, traditional cultural expressions, customs, traditions, and community rights.

Users should carefully consider whether information relating to Indigenous communities or cultural heritage is appropriate for public submission or publication.

Users must not submit information, images, recordings, documents, or other materials without appropriate rights, permissions, or consent where required.

IBOX may review concerns regarding:

culturally sensitive information;
unauthorized content;
inaccurate information;
inappropriate publication; or
potential misuse of Indigenous cultural information.

Where appropriate, IBOX may restrict, modify, or remove relevant information.

The collection or publication of information through IBOX does not transfer ownership or control of Indigenous cultural heritage, traditional knowledge, or traditional cultural expressions to IBOX or WIG.

14. Third-Party Websites and Services

IBOX may contain links to third-party websites, organization websites, social media platforms, maps, or external services.

This Privacy Policy does not necessarily apply to third-party websites or services.

Third parties may have their own privacy policies, terms, and data practices.

Users are encouraged to review the applicable policies of third-party services before submitting personal information through those platforms.

IBOX and WIG are not responsible for the privacy practices or content of independent third-party websites.

15. Policy Changes

IBOX may update this Privacy Policy from time to time to reflect changes in:

IBOX services;
operational practices;
technology;
security requirements;
legal or regulatory requirements; or
other relevant developments.

Updated versions will be published on this page with a revised Last Updated date.

Where required by applicable law, additional notice may be provided for significant changes.

Continued use of IBOX after the updated Privacy Policy becomes effective may indicate acceptance of the revised policy, to the extent permitted by applicable law.

Users are encouraged to review this Privacy Policy periodically.

16. Contact Information

For privacy questions, concerns, corrections, or requests relating to personal or organizational information, please contact:

International Book of Organizations Index (IBOX)

A Product and Global Initiative of the World Council of Indigenous Games (WIG)

World Council of Indigenous Games (WIG)

Email: info@indigenousgames.org

Final Statement

The International Book of Organizations Index (IBOX) is a product and global initiative of the World Council of Indigenous Games (WIG).

IBOX operates as an international reference directory, organization indexing platform, documentation platform, and digital e-book initiative.

The collection and use of information are intended to support the responsible operation, administration, visibility, documentation, indexing, networking, development, and growth of IBOX, WIG, participating organizations, and members.

IBOX will make reasonable efforts to respect privacy, protect information, and handle personal and organizational data responsibly in accordance with this Privacy Policy and applicable requirements.

International Book of Organizations Index (IBOX)

Connecting Organizations • Building Visibility • Supporting Global Development