Intellectual Property, Media & Recording Policy

(Applicable to all members, visitors, staff, coaches, contractors, and affiliates)

1. Purpose & Spirit of This Policy:

QuanWessels Brazilian Jiu-Jitsu & MMA Academy (“QW Academy”) has been built over more than 20 years through dedication, discipline, respect, and a deep commitment to the martial arts. This policy is written in that same spirit. Its purpose is to protect our people, our culture, and the Academy, while ensuring that training remains focused, safe, and respectful for everyone on the mat. We ask all members, coaches, staff, and visitors to approach this policy with the same values we train by:

  • Mutual respect
  • Personal responsibility
  • Awareness of how our actions affect others 

2. Respect for the QW Academy Identity & Intellectual Property

Over two decades, QW Academy has developed its:

  • Name, logo, and branding
  • Teaching systems, class structures, and training methods
  • Culture, reputation, and standing within the martial arts community

These elements form the intellectual property and identity of QW Academy. For this reason, the QW name, logo, branding, teaching content, and Academy materials may not be used, copied, recorded, or represented without prior written permission from QW Academy management.

3. Use of Logos, Branding & Uniforms

To protect the integrity of the Academy and its reputation: QW logos, branding, and visual identity may not be used without prior written approval. Use of QW-branded uniforms, logos, or identity for personal promotion, online content, or business purposes is not permitted without approval.

QW uniforms (gi, rash guards, apparel) displaying Academy logos may not be filmed, photographed, or used outside of:

  • QW Academy training
  • Official team training
  • Approved competitions

4. Filming, Photography & Recording

To maintain safety, focus, and respect on the mats, filming or recording is not permitted without explicit prior permission from QW Academy management.

This includes:

  • Filming or photographing classes
  • Recording coaches while teaching or instructing
  • Recording techniques, drills or class content
  • Personal filming for social media, online platforms, instruction, or business use

Even where filming may be common elsewhere, no filming is assumed or implied at QW Academy.

5. Use of Likeness & Privacy

The likeness, image, voice, or identity of:

  • Coaches
  • Staff
  • Students
  • Owners

May not be used in any form (photo, video, audio, written reference) without prior written consent from both the individual concerned and QW Academy. This applies to private use, social media, promotional content, and commercial activity.

6. Protection of Minors

QW Academy places the highest importance on the safety and privacy of minors. Because of the sensitive nature of recording children and youth:

  • No filming or photography of minors is permitted without explicit written consent from QW Academy and the minor’s parent or legal guardian
  • Indirect filming (where minors appear in the background) is treated the same as direct filming
  • Any unauthorised recording involving minors will be addressed with immediate seriousness 

These measures exist to protect children, families, and the Academy.

7. Online & Public Representation

No individual may, without prior written authorisation from the Academy:

  • Speak on behalf of QW Academy
  • Represent training methods as official QW curriculum
  • Publish or distribute QW-related content

This helps ensure the Academy is represented accurately and with integrity.

8. Breach of Policy – Good Faith Consequences

QW Academy is committed to resolving any breach of this policy calmly, fairly, and in good faith, while also protecting the Academy, its people, and its reputation.

8.1 Review & Investigation Process

If a potential breach occurs, the Academy will generally follow these steps:

  • Initial Review: The matter will be reviewed to understand what occurred, including context, intent, and impact.
  • Information Gathering: This may include reviewing content, speaking with those involved, and assessing any relevant records or communications.
  • Fair Consideration – The Academy will consider:  
        • Whether the breach was accidental or deliberate
        • Whether prior warnings or guidance have been issued
        • The impact on individuals, minors, and the Academy
  • Decision & Communication: A clear decision will be made and communicated respectfully to the person(s) involved.

Each matter is handled individually and proportionally.

8.2 Possible Consequences

Depending on severity, intent, repetition, and prior warnings, consequences may include one or more of the following:

  • Request for immediate removal of content or cessation of unauthorised use
  • Verbal or written warning 
  • Temporary suspension of training, membership, or duties
  • Revocation of coaching, staff or affiliate privileges
  • Termination of membership, employment, of affiliation
  • Escalation to legal remedies where necessary to protect rights, people, or reputation

Repeated breaches or disregard of prior warnings may result in escalation to formal legal action.

8.3 Recovery of Investigation & Administrative Costs

Where a breach requires investigation, administrative work, or external professional assistance, QW Academy reserves the right to recover reasonable costs incurred, including:

  • Investigation and administrative time (charged at R2,500 per hour)
  • Legal consultation or professional fees where required

These costs reflect actual time and resources spent resolving the matter and are applied conservatively and in good faith.

9. Open Communication

Asking for permission, clarification, or guidance is always welcome and will never result in penalty.

Open communication helps protect everyone and strengthens our community.

10. Acknowledgement

By training, working, or participating at QW Academy, you acknowledge and agree to follow this policy.

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