Privacy Policy and Terms of Service
Effective Date: Sept. 8, 2026
Privacy Policy for White Oak 1838
This Privacy Policy describes how White Oak 1838, doing business as “White Oak” (“White Oak,” “we,” “us,” or “our”), collects, uses, discloses, and protects personal information through www.whiteoak1838.com, related lead forms, and communications concerning White Oak’s event-space services.
1. Information We Collect
Depending on how you interact with White Oak, we may collect:
Information you provide
- Name;
- Email address;
- Telephone number;
- Mailing or billing address;
- Event type, proposed date, guest count, and event preferences;
- Appointment, venue-tour, and scheduling details;
- Inquiry and questionnaire responses;
- Communications and correspondence;
- Quote and contract information; and
- Payment and transaction information associated with contracted services.
Payment-card information may be collected and processed directly by Stripe or another payment processor. White Oak may receive transaction details, such as payment status and amount, without receiving complete payment-card credentials.
Information collected automatically
When you use the Website, White Oak and its providers may automatically collect:
- IP address;
- Browser and device type;
- Operating system;
- Pages viewed and referring pages;
- Dates, times, and duration of visits;
- Approximate location derived from an IP address; and
- Cookie, log, and similar technical data.
SMS information
If you voluntarily opt in to SMS communications, we may collect:
- Your mobile telephone number;
- The date, time, and source of consent;
- Records demonstrating the consent language presented;
- SMS communications and delivery information; and
- STOP, HELP, and other message responses.
2. How We Use Information
White Oak may use personal information to:
- Respond to inquiries;
- Provide information about the venue and its availability;
- Schedule and confirm consultations or venue tours;
- Prepare and follow up on quotes;
- Administer event contracts and client relationships;
- Provide appointment confirmations and schedule updates;
- Communicate directly with prospective and current clients;
- Process or confirm payments through third-party processors;
- Maintain records of consent and communications;
- Operate, secure, troubleshoot, and improve the Website;
- Prevent fraud, misuse, and security incidents;
- Enforce contracts and Website terms;
- Comply with legal obligations; and
- Establish, exercise, or defend legal claims.
White Oak’s SMS program is used only for operational and service-related messages, not marketing or promotional messages.
3. SMS/Mobile Information and Consent
Participation in White Oak’s SMS program is optional. Users opt in by affirmatively selecting a separate SMS consent checkbox through the 17hats lead form questionnaire or another clearly disclosed method. The checkbox is not selected by default, and SMS consent is separate from acceptance of general Website terms.
Consent to receive SMS messages is not a condition of purchasing services, receiving a quote, or entering into an event contract.
White Oak may send appointment confirmations, schedule reminders or changes, quote follow-ups, responses to inquiries, event-service updates, and direct client communications.
Message frequency may vary based on your inquiries and appointment scheduling.
Message and data rates may apply.
To stop receiving messages, reply STOP to any text message.
Reply HELP for assistance, or contact us at whiteoak1838@gmail.com or 304-290-8261.
Carriers are not liable for delayed or undelivered messages.
You must be 18 years of age or older to use this SMS service.
Mobile information no-sharing policy
No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. Information sharing to subcontractors in support services, such as customer service, is permitted. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
4. How We Disclose Information
White Oak does not sell personal information.
Subject to the specific restrictions on mobile information and SMS opt-in data above, White Oak may disclose relevant information:
- To service providers that support hosting, forms, client management, scheduling, communications, payment processing, security, and professional services;
- To 17hats to administer lead forms, inquiries, client workflows, and related communications;
- To Stripe to process or support payments;
- To accountants, insurers, attorneys, and other professional advisers;
- When required by law, subpoena, court order, or valid governmental request;
- To protect the rights, property, safety, or security of White Oak or others;
- In connection with a merger, financing, reorganization, sale, or transfer of all or part of the business; or
- At your direction or with your consent.
Service providers are permitted to use information only as necessary to provide their contracted services or as otherwise allowed by law. White Oak does not disclose mobile information to third parties or affiliates for their marketing or promotional purposes.
5. Cookies and Similar Technologies
The Website may use cookies and similar technologies that are necessary for Website functionality, security, performance, and analytics. Browser settings may allow you to block or delete cookies, but doing so could affect Website functionality.
White Oak does not presently state that it responds to browser “Do Not Track” signals. If White Oak later uses advertising pixels, cross-context behavioral advertising, or targeted advertising technologies, this Policy and any required cookie controls should be updated before those technologies are deployed.
6. Data Retention
White Oak retains personal information only for as long as reasonably necessary for the purposes described in this Policy, including responding to inquiries, administering prospective or contracted events, maintaining transaction and consent records, resolving disputes, and meeting legal, tax, insurance, and accounting obligations.
Retention periods vary according to the type of information and applicable requirements. White Oak may retain records of SMS consent and opt-out requests as necessary to document compliance and honor communication preferences.
7. Data Security
White Oak uses reasonable administrative, technical, and physical measures designed to protect personal information. No Internet transmission, electronic storage system, or security measure is completely secure, and White Oak cannot guarantee absolute security.
You should not transmit sensitive financial information through ordinary email or SMS unless White Oak expressly directs you to an appropriate secure service.
8. Your Choices
You may:
- Decline to provide optional information, although this may limit White Oak’s ability to respond;
- Unsubscribe from SMS messages by replying STOP;
- Request SMS assistance by replying HELP;
- Adjust cookie settings through your browser; or
- Contact White Oak to request access to, correction of, or deletion of personal information.
White Oak will consider privacy requests in accordance with applicable law and may need to verify your identity. Certain information may be retained when required by law or reasonably necessary for contracts, transactions, security, opt-out compliance, or legal claims.
9. Children’s Privacy
The Website and White Oak’s services are not directed to children under 13. White Oak does not knowingly collect personal information from children under 13.
If White Oak learns that it has collected personal information from a child under 13 without legally valid authorization, it will take reasonable steps to delete that information. A parent or guardian who believes a child has provided personal information may contact White Oak at whiteoak1838@gmail.com.
The SMS service is restricted to persons 18 years of age or older.
10. Third-Party Websites and Services
The Website may contain links to or integrations with third-party services. Their collection and use of information are governed by their own privacy policies, not this Policy. White Oak encourages users to review the policies of 17hats, Stripe, and other third-party services they use.
11. United States Processing
White Oak operates in West Virginia. Information may be processed and stored in the United States or in other locations where White Oak’s service providers operate, subject to their contractual obligations and applicable law.
12. Changes to This Privacy Policy
White Oak may update this Policy periodically. The updated version will be posted at
www.whiteoak1838.com
with a revised effective date. If a change materially affects how White Oak uses information, White Oak will provide any additional notice or obtain consent required by law.
13. Contact Us
Questions, privacy requests, or concerns may be directed to:
White Oak 1838
560 Tyrone Road, Morgantown, West Virginia 26508, United States
WEBSITE Terms AND CONDITIONS
Effective Date: Sept. 8, 2026
These Website Terms and Conditions (“Terms”) govern your access to and use of www.whiteoak1838.com (the “Website”), operated by White Oak 1838, a West Virginia limited liability company doing business as “White Oak” (“White Oak,” “we,” “us,” or “our”).
By accessing or using the Website, you agree to these Terms and our Privacy Policy. If you do not agree, do not use the Website.
1. About White Oak
White Oak provides event-space services for weddings and other events. The Website provides general information about White Oak, its venue, and its services. It may also allow prospective clients to submit inquiries through forms provided by White Oak or its service providers, including 17hats.
Submitting an inquiry does not create a reservation, guarantee venue availability, or obligate White Oak to provide services.
Contact information:
White Oak 1838
Website: www.whiteoak1838.com
Email: whiteoak1838@gmail.com
Mailing Addres: 560 Tyrone Road, Morgantown, West Virginia 26508, United States
2. Venue Information and Availability
Photographs, descriptions, floor plans, capacities, amenities, pricing references, availability information, and other Website content are provided for general informational purposes. Although White Oak attempts to keep this information accurate, venue features, availability, policies, pricing, and services may change without notice.
Website content does not constitute an offer, quote, reservation, or binding commitment. Event dates and services are not reserved until the parties complete White Oak’s required booking process and enter into a written contract.
3. Quotes, Contracts, Payments, and Event Policies
White Oak does not offer event booking, contract execution, deposits, or payments directly through the Website.
Prospective clients must accept a formal quote before White Oak provides an event contract. A booking becomes binding only when the requirements stated in the applicable event contract have been satisfied.
All event-specific matters—including pricing, deposits, payment schedules, cancellation, rescheduling, refunds, venue rules, and the parties’ respective responsibilities—are governed exclusively by the applicable written quote and event contract. If these Terms conflict with a signed event contract, the signed event contract controls with respect to the event services.
Payment processing may be provided by Stripe or another third-party processor. White Oak does not control and is not responsible for a payment processor’s independent terms, security practices, or privacy practices.
4. Permitted Use
You may use the Website only for lawful, personal, and legitimate business-inquiry purposes.
You may not:
- Use the Website in violation of any law or regulation;
- Submit false, fraudulent, misleading, or unauthorized inquiries;
- Attempt to interfere with the Website’s operation or security;
- Introduce malware, automated scripts, or harmful code;
- Scrape, copy, or systematically extract Website content;
- Impersonate another person or misrepresent your affiliation;
- Use Website content for unauthorized commercial purposes; or
- Attempt to gain unauthorized access to any system or account.
White Oak may restrict or terminate access to the Website for conduct that violates these Terms or threatens the Website, White Oak, or another person.
5. Intellectual Property
The Website and its photographs, graphics, text, logos, designs, videos, layout, and other content are owned by or licensed to White Oak and are protected by intellectual property laws.
White Oak grants you a limited, revocable, nonexclusive, nontransferable license to view the Website for personal purposes and to evaluate White Oak’s services. You may not reproduce, distribute, modify, publish, display, sell, license, or commercially exploit Website content without prior written permission from White Oak or the applicable rights holder.
No rights are granted except as expressly stated in these Terms.
6. Third-Party Services and Links
The Website may use or link to third-party services, including 17hats and Stripe. Third-party services are governed by their own terms and privacy policies. A link or integration does not mean White Oak endorses or controls that service.
To the extent permitted by law, White Oak is not responsible for third-party websites, services, content, availability, security, or data practices.
7. SMS/Mobile Messaging Terms
7.1 Program description
White Oak offers an optional SMS/mobile messaging program for individuals who expressly consent through White Oak’s 17hats lead form questionnaire or another consent method clearly identified by White Oak.
The program is used solely for operational and service-related communications, such as:
- Responding to venue inquiries;
- Appointment, consultation, or tour confirmations;
- Appointment and schedule reminders or updates;
- Quote follow-ups;
- Event-planning or service updates; and
- Direct client communications concerning requested or contracted services.
White Oak does not use this SMS program to send marketing or promotional messages.
7.2 Consent and eligibility
By voluntarily selecting the separate, optional, unchecked SMS consent checkbox and providing your mobile telephone number, you authorize White Oak to send operational text messages to that number. Consent is not a condition of purchasing services, obtaining a quote, or entering into an event contract.
You represent that you are the subscriber or customary user of the number provided and are authorized to consent to receiving messages at that number. If your number changes or is reassigned, you must notify White Oak or opt out before discontinuing use of the number.
You must be 18 years of age or older to use this SMS service.
7.3 Frequency and charges
Message frequency may vary based on your inquiries and appointment scheduling.
Message and data rates may apply.
Your mobile carrier’s standard messaging and data charges may apply. White Oak does not charge a separate fee for its SMS service.
7.4 Opting out
To stop receiving messages, reply STOP to any text message.
After you submit a STOP request, White Oak may send one final message confirming that you have been unsubscribed. You will no longer receive messages through the SMS program unless you provide new consent. Opting out of text messages does not prevent White Oak from contacting you through other lawful methods when appropriate.
7.5 Assistance
Reply HELP for assistance, or contact us at whiteoak1838@gmail.com or 304-290-8261.
7.6 Carrier and delivery disclaimer
Message delivery is subject to effective transmission by your mobile carrier and is not guaranteed. Carriers are not liable for delayed or undelivered messages.
The SMS program may not be available through all carriers or on all devices. White Oak may modify, suspend, or discontinue the program, subject to applicable law.
7.7 Privacy
White Oak processes mobile information and SMS consent information as described in its Privacy Policy.
No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. Information sharing to subcontractors in support services, such as customer service, is permitted. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
8. Privacy
Your use of the Website is subject to the Privacy Policy below, which is incorporated into these Terms by reference.
9. Disclaimer of Warranties
To the fullest extent permitted by law, the Website and its content are provided “as is” and “as available.” White Oak disclaims all express and implied warranties relating to the Website, including implied warranties of merchantability, fitness for a particular purpose, title, noninfringement, accuracy, and uninterrupted or error-free operation.
White Oak does not warrant that the Website will always be available, secure, current, or free of harmful components. Nothing in this section excludes a warranty that cannot lawfully be excluded.
10. Limitation of Liability
To the fullest extent permitted by law, White Oak and its owners, officers, employees, contractors, and agents will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages arising from the Website or these Terms, including loss of data, revenue, profits, or business opportunities.
To the fullest extent permitted by law, White Oak’s aggregate liability arising from Website use will not exceed $100. These limitations do not apply to liability that cannot legally be limited or excluded.
Event-related liability is governed by the applicable event contract.
11. Indemnification
To the extent permitted by law, you agree to indemnify and hold harmless White Oak and its owners, officers, employees, contractors, and agents from claims, losses, liabilities, and reasonable expenses arising from your unlawful use of the Website, violation of these Terms, or infringement of another person’s rights.
12. Governing Law and Venue
These Terms are governed by the laws of the State of West Virginia, without regard to conflict-of-laws principles.
Any action arising from these Terms or the Website must be brought exclusively in a state court located in Monongalia County, West Virginia, or, where federal jurisdiction exists, the United States District Court with jurisdiction over Monongalia County. Each party consents to personal jurisdiction and venue in those courts.
13. Changes to These Terms
White Oak may update these Terms from time to time. The revised Terms will be posted on the Website with a new effective date. Changes apply prospectively when posted unless applicable law requires additional notice or consent.
14. Severability; Waiver; Entire Agreement
If any provision is found unenforceable, it will be enforced to the greatest extent permitted, and the remaining provisions will remain effective.
White Oak’s failure to enforce a provision is not a waiver. These Terms and the Privacy Policy constitute the entire agreement concerning use of the Website, except that a separately signed event contract governs the event services covered by that contract.
14. Contact Us
Questions about these Terms may be directed to:
White Oak 18
560 Tyrone Road, Morgantown, West Virginia 26508, United States
whiteoak1838@gmail.com
304-290-8261
www.whiteoak1838.com