On this page
1. Who we are
Oak & Ember Kitchen LLC is a Texas limited liability company providing kitchen and hospitality design, equipment sourcing, venue management, menu engineering and consulting services. Our registered office is 3128 Reuter Ave, Waco, TX 76708, United States. In this policy, "we", "us" and "our" refer to Oak & Ember Kitchen LLC, and "you" refers to any person who visits this website, contacts us, or engages our services.
We are the party responsible for deciding how the personal information described in this policy is handled.
2. Information we collect
We collect only what we need in order to answer an enquiry and deliver work that has been agreed. That falls into three groups.
Information you give us directly
- Your name and the name of your business
- Email address, telephone number and business address
- The city and state in which your venue operates
- Details you choose to include about your project, budget and timeline
- Documents you send us, such as floor plans, menus, invoices, payroll summaries and trading figures
- Correspondence with our team by email, telephone or in person
Information created during an engagement
- Contracts, scopes of work, invoices and payment records
- Site survey notes, photographs of your premises and measured drawings
- Operating data we process on your behalf, such as inventory counts, cost reports and rotas
- Records of training sessions delivered to your staff
Information collected automatically
- Basic technical data such as browser type, device type and approximate region, where our hosting provider records it in standard server logs
- Pages visited and time of visit, where analytics is in use as described in section 5
We do not seek or want special category information such as health data, and we ask that you do not send it. If information about your employees reaches us during a management engagement, it is handled under the terms of the service agreement signed with you.
3. How we use information
We use personal information for the following purposes only.
- To respond to enquiries and prepare proposals and scopes of work
- To deliver the services set out in a signed agreement
- To invoice you and keep the accounting records we are required by law to keep
- To communicate about live projects, including scheduling and reporting
- To maintain internal records and improve how we scope and deliver work
- To comply with legal, tax, insurance and regulatory obligations
- To establish, exercise or defend legal claims where that becomes necessary
We do not sell personal information. We do not share it with advertisers. We do not use it to build marketing profiles, and we do not add enquirers to a mailing list unless they have asked to be added.
4. The contact form and email
The enquiry form on our contact page does not transmit anything to a server of ours. When you press the send button, your browser assembles the details you typed into a message and hands that message to whichever email application your device uses. Nothing is stored on this website, and nothing leaves your device until you press send inside your own email application.
Once you send that message it reaches our business mailbox at order@oakember.kitchen and is handled like any other business correspondence, under the retention rules in section 7. The transmission itself is subject to the privacy practices of your own email provider and ours, not to this website.
If your device has no default email application configured, the form will appear to do nothing. In that case please write to us directly or telephone the studio.
5. Cookies and analytics
This website sets no advertising cookies, no tracking pixels and no third party marketing tags. It does not require a cookie banner because it does not place cookies on your device for its own purposes.
The site loads a web font from a third party font service so that pages display as designed. That request is made by your browser and may expose your internet protocol address to the font provider under the provider's own privacy terms.
If we introduce privacy respecting analytics in future, we will record aggregate page views only, without cookies and without any attempt to identify individual visitors, and we will update this section before doing so.
6. Sharing with third parties
We share personal information only where it is necessary, and only with parties who are bound to protect it.
- Suppliers and contractors on your project. With your knowledge, we pass relevant details to equipment dealers, installers and trades so that quotes can be prepared and deliveries scheduled.
- Professional advisers. Our accountants, insurers and legal advisers, where they need the information to advise us.
- Service providers. Our website host, email provider, document storage and accounting software providers, who process information on our instructions.
- Authorities. Where we are required to disclose information by law, by a court, or by a regulator with proper authority.
We do not transfer client information outside the United States other than through mainstream business software providers whose data centres may be located elsewhere. We do not disclose your trading figures, recipes, concepts or site plans to any other client, and confidentiality obligations survive the end of an engagement.
7. How long we keep information
- Enquiries that do not become projects: up to 24 months, then deleted
- Project records and correspondence: 7 years after the engagement ends
- Contracts, invoices and accounting records: 7 years, as required for tax purposes
- Drawings and design files: retained indefinitely in our archive, because clients regularly return years later needing the original set, unless you ask us in writing to delete them
- Server logs: as retained by our hosting provider, typically no more than 90 days
8. How we protect information
We use access controlled cloud storage with multi factor authentication, encrypted transmission for email and file sharing, device encryption on studio laptops, and a policy of granting each team member access only to the client files their work requires. Physical documents held at the Waco office are stored in a locked room.
No system is perfectly secure, and we do not claim otherwise. If a breach occurs that presents a real risk to you, we will tell you promptly and describe what happened, what information was involved and what we are doing about it.
9. Your rights and choices
Whatever jurisdiction you are in, we will honour the following requests where we are lawfully able to.
- Ask what personal information we hold about you and receive a copy
- Ask us to correct information that is wrong or out of date
- Ask us to delete information, where we are not required to keep it
- Ask us to stop using your details for any purpose other than delivering agreed work
- Withdraw consent where our use of information rests on consent
- Ask us not to sell or share your personal information, which we already do not do
Texas residents have rights under the Texas Data Privacy and Security Act, and residents of other states may have comparable rights under their own laws. To exercise any of these, write to order@oakember.kitchen with enough detail for us to find your records. We respond within 30 days and will not charge a fee or treat you differently for asking.
10. Children
Our services are provided to businesses, and this website is not directed at children. We do not knowingly collect personal information from anyone under 16. If you believe a child has provided us with information, contact us and we will delete it.
11. Changes to this policy
We update this policy when our practices change or when the law requires it. The date at the top of the page shows the most recent revision. Where a change materially affects clients with a live engagement, we notify them by email rather than relying on the website alone.
12. Contact us
Questions, requests and complaints about privacy should go to:
Oak & Ember Kitchen LLC
3128 Reuter Ave, Waco, TX 76708, United States
Email: order@oakember.kitchen
Telephone: +1 539 230 9038
If you are not satisfied with our response, you may contact the Office of the Attorney General of Texas, or the equivalent authority in your own state.