At Apex Book of Records (“Apex”, “we”, “our”, or “us”), we respect your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, store, protect, and disclose information when you use our website, apply for recognition, nominate achievers, participate in events, or interact with our services.

By using our website and services, you agree to the practices described in this Privacy Policy.

1. About Apex Book of Records

Apex Book of Records is an independent global recognition platform that honours achievements across talent, education, innovation, business, sports, social impact, culture, and more.

World record recognitions are conducted under the guidelines and verification framework of the International Council of World Records (ICWR) where applicable.

2. Information We Collect

We may collect the following types of information:

2.1 Personal Information

When you apply, nominate, contact us, or participate in our services, we may collect:

• Full name
• Email address
• Phone number
• Country and address information
• Date of birth (where applicable)
• Organisation or institution details
• Social media or website links

2.2 Achievement & Submission Information

To evaluate recognitions and world record claims, we may collect:

• Achievement descriptions
• Photos and videos
• Certificates and supporting documents
• Witness statements
• Media links and references
• Event participation details

2.3 Technical & Usage Information

When you visit our website, we may automatically collect:

• IP address
• Browser type and device information
• Pages visited and interaction data
• Cookies and analytics information
• Referral sources and session data

This helps us improve website performance, security, and user experience.

3. How We Use Your Information

We use collected information to:

• Process applications and nominations
• Verify achievements and world record claims
• Communicate updates and support responses
• Issue certificates and recognition materials
• Publish approved recognition profiles (with consent where required)
• Improve website functionality and services
• Send newsletters, updates, and event information (where subscribed)
• Prevent fraud, misuse, and security risks

4. World Record Recognition & ICWR Alignment

For achievements evaluated as potential world records, relevant information may be reviewed under ICWR-aligned verification standards to ensure transparency, credibility, and consistency.

Only necessary information is used for verification purposes.

5. Public Recognition & Media Usage

If your recognition is approved, Apex Book of Records may publish:

• Your name
• Achievement title and summary
• Country or organisation name
• Approved photos or media
• Recognition category and year

This may appear on:

• Our website
• Social media platforms
• Press releases and publications
• Event materials and promotional content

Sensitive personal information will not be publicly disclosed without consent.

If you wish to limit publicity usage, you must contact us in writing before recognition issuance.

6. Data Protection & Security

We implement reasonable security measures to protect your information from:

• Unauthorized access
• Data misuse
• Loss or disclosure
• Alteration or destruction

Security measures may include:

• Secure servers and encrypted connections
• Limited administrative access
• Internal confidentiality controls

While we strive to protect your data, no internet transmission or storage system can be guaranteed 100% secure.

7. Cookies & Analytics

Our website may use cookies and analytics tools to:

• Improve website functionality
• Understand visitor behavior
• Enhance user experience
• Measure website performance

You can manage cookie preferences through your browser settings.

Disabling cookies may affect some website functionality.

8. Sharing of Information

We do not sell personal information to third parties.

We may share limited information only when necessary:

• With verification experts or review panels
• For event coordination and certificate processing
• When legally required
• With trusted service providers assisting website operations

All third-party service providers are expected to maintain confidentiality and security standards.

9. International Data Usage

As a global recognition platform, information submitted may be processed or accessed internationally by authorized teams and partners involved in verification and recognition processes.

By using our services, you consent to such international processing where necessary.

10. Children & Minor Participants

Applications involving minors may require:

• Parent or legal guardian consent
• Additional safety and privacy considerations

We do not knowingly collect unnecessary personal information from children without appropriate consent.

11. Email Communications & Newsletters

If you subscribe to updates or submit forms, you may receive:

• Recognition updates
• Event announcements
• Newsletters and promotional communications

You can unsubscribe at any time using the unsubscribe link or by contacting us directly.

12. Your Rights & Choices

Depending on applicable laws, you may have the right to:

• Access your personal information
• Request corrections to inaccurate data
• Request deletion of certain information
• Withdraw consent for specific uses
• Opt out of communications

Requests may be subject to verification and legal or operational obligations.

13. Data Retention

We retain information for as long as necessary to:

• Complete verification and recognition processes
• Maintain records and certificate authenticity
• Meet legal, operational, and security obligations

Information may be securely deleted or anonymized when no longer required.

14. Third-Party Websites & Links

Our website may contain links to external websites or services. Apex Book of Records is not responsible for:

• Third-party privacy practices
• External content or policies
• Third-party data handling

Users should review external privacy policies separately.

15. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect:

• Service updates
• Legal or operational changes
• Improved privacy practices

Updated versions will be published on this page with the revised effective date.

Continued use of our services after updates constitutes acceptance of the revised policy.

16. Contact Us

If you have questions about this Privacy Policy or your personal information, contact us:

📧 contact@apexbookofrecords.org
🌐 Apex Book of Records – Official Support Team