Privacy Policy

Effective Date: July 28, 2026
Last Updated: July 28, 2026

Legacy Embers, LLC (“Legacy Embers,” “we,” “us,” or “our”) respects your privacy. This Privacy Policy explains what personal information we collect, how we use and share it, how we protect it, and the choices and rights you have.

This Policy applies to legacyembers.com (the “Site”) and to information we collect in connection with membership, reservations, events, and visits to our lounge at 2400 West End Avenue, Suite 101, Nashville, TN 37203.

Please note: Legacy Embers does not sell tobacco, alcohol, or any other products online, and we do not ship products. We do not collect shipping addresses or process online product orders. What we sell through this Site is membership to our physical establishment.

Our Site and services are intended solely for individuals 21 years of age or older. We do not knowingly collect personal information from anyone under 21. If we learn that we have collected information from a person under 21, we will delete it promptly. If you believe a minor has provided us information, contact us at info@legacyembers.com.

1. Information We Collect

Information you give us directly

Depending on how you interact with us, we may collect:

Waitlist sign-up: your email address.
Contact and enquiry form: your name, email address, phone number, website (optional), how you heard about us, what you are interested in, and the content of your message.
Membership application: your first and last name, date of birth, location, phone number, email address, membership tier selected, your stated preferences (such as favorite pour and favorite cigar), any message you provide, and your acknowledgment of our Membership Rules & Regulations.
Events and private hire: booking details, guest counts, and any preferences or requirements you share.
In-venue interactions: reservation details, membership records, on-premises purchase history, and locker assignment where applicable.

Why we collect date of birth. We collect your date of birth to verify that you are at least 21, as required by federal and Tennessee law for tobacco and alcohol. It is also used for birthday recognition where you are a member.

Payment information

Membership dues and on-premises purchases are processed by third-party payment processors. Your full payment card number is submitted directly to the processor and is not collected or stored on our systems. We receive only limited details such as the card type, the last four digits, and whether the transaction succeeded.

Information collected automatically

Our Site is hosted by Webflow. When you visit, Webflow’s servers automatically log standard technical information including your IP address, browser type and version, device type, operating system, referring page, pages viewed, and the date and time of your visit. This is used for security, fraud prevention, and reliable delivery of the Site.

We do not currently run Google Analytics, Meta Pixel, or any third-party advertising or cross-site tracking technology on this Site. Cookies used are limited to those strictly necessary for the Site to function. Should we add analytics or advertising technologies in future, we will update this Policy and, where required, obtain your consent first.

Information from other sources

We may receive information from our payment processors and from social media platforms when you interact with our pages or tag us.

2. How We Use Your Information

We use personal information to:

Verify that you are 21 or older;
Review and administer membership applications, dues, renewals, and benefits;
Manage reservations, private events, and locker rentals;
Process on-premises purchases;
Respond to your enquiries and provide customer service;
Send transactional messages about your membership, bookings, and renewals;
Send marketing communications where you have opted in, including event invitations and member news;
Personalise your experience, such as noting preferences you have shared with us;
Operate, secure, and improve the Site and our services;
Detect and prevent fraud, abuse, and unlawful activity; and
Comply with our legal obligations, including tobacco and alcohol regulations, tax and recordkeeping requirements, and lawful requests from authorities.

3. How We Share Your Information

We do not sell your personal information, and we do not share it for cross-context behavioural advertising. We have not done so in the preceding twelve months.

We share personal information only in the following circumstances:

Service providers. With vendors who perform services for us and are contractually bound to protect your information and use it only for the services they provide — including our website host, payment processors, email service provider, and reservation and point-of-sale systems.
Legal compliance. Where required by law, subpoena, court order, or lawful request, including recordkeeping obligations relating to tobacco and alcohol service and applicable taxes.
Protection of rights. Where we reasonably believe disclosure is necessary to investigate suspected fraud, enforce our Terms & Conditions or Membership Agreement, or protect the rights, property, or safety of Legacy Embers, our members, guests, or staff.
Business transfers. In connection with a merger, acquisition, financing, or sale of assets, subject to this Policy continuing to apply to the transferred information.
With your direction. Where you ask us to share information or otherwise consent.

4. Marketing Communications and Your Choices

If you have opted in, we may send you email or text messages about events, releases, and membership news. You can opt out at any time by:

Clicking the unsubscribe link at the foot of any marketing email;
Replying STOP to any marketing text message; or
Emailing info@legacyembers.com with the word “Unsubscribe”.

Message and data rates may apply to text messages. Opting out of marketing does not stop transactional messages relating to your membership, reservations, or renewals, which are necessary to provide the service you requested.

5. Cookies and Tracking Technologies

We use only cookies that are strictly necessary for the Site to function — for example, maintaining your session and protecting against fraudulent form submissions. We do not use advertising or cross-site tracking cookies.

You can configure your browser to refuse or delete cookies, but parts of the Site may not work correctly if you do.

Do Not Track and Global Privacy Control. Because we do not track you across third-party websites and do not sell or share your personal information, there is no cross-site tracking for these signals to disable. We nonetheless honour Global Privacy Control (GPC) signals where applicable law requires.

6. Photography and Recording on Our Premises

We may photograph or record our premises, events, members, and guests for promotional purposes. By entering our premises or attending our events you consent to being photographed or recorded and to our use of your likeness in marketing materials. If you prefer not to appear, notify management in writing at info@legacyembers.com and we will use reasonable efforts to accommodate your request.

Our premises may also be monitored by closed-circuit television for the safety and security of members, guests, and staff.

7. Data Retention

We keep personal information only as long as necessary for the purposes described in this Policy, or as required by law.

Membership and transaction records are retained as required by tax, tobacco, and alcohol recordkeeping laws — generally at least seven (7) years.
Membership files are retained for the duration of membership and for a reasonable period afterward to handle renewals, disputes, and legal obligations.
Marketing contacts are retained until you unsubscribe, plus a short period to honour your opt-out.
Enquiry and form submissions are retained for as long as needed to address your enquiry and for our internal records.

When information is no longer needed, we delete it or de-identify it.

8. Data Security

We maintain reasonable administrative, technical, and physical safeguards designed to protect personal information against loss, misuse, and unauthorised access, disclosure, alteration, and destruction. The Site is served over encrypted HTTPS connections, and payment card data is handled by PCI-compliant processors rather than by us.

No method of transmission or storage is completely secure, however, and we cannot guarantee absolute security. You are responsible for keeping your account credentials confidential.

9. Your Privacy Rights

Depending on where you live, you may have some or all of the following rights regarding your personal information:

Right to know or access — request confirmation of whether we process your personal information and obtain a copy of it;
Right to correct — request correction of inaccurate personal information;
Right to delete — request deletion of your personal information, subject to legal exceptions;
Right to data portability — obtain your information in a portable, readily usable format;
Right to opt out — opt out of the sale or sharing of personal information and of targeted advertising (note that we do not engage in any of these activities);
Right to non-discrimination — we will not deny service, charge different prices, or provide a different quality of service because you exercised a privacy right.

Tennessee residents

Under the Tennessee Information Protection Act, Tennessee residents may exercise the rights listed above. If we decline your request, you may appeal by replying to our decision or writing to info@legacyembers.com with the subject line “Privacy Appeal.” We will respond to an appeal within sixty (60) days. If your appeal is denied, you may contact the Tennessee Attorney General.

California residents

Under the California Consumer Privacy Act, as amended, California residents have the rights listed above. We do not sell personal information or share it for cross-context behavioural advertising, and we do not knowingly collect or sell the personal information of anyone under 21. California residents may also designate an authorised agent to make a request on their behalf, subject to our verifying the agent’s authority.

Other states

Residents of other states with comprehensive privacy laws — including Virginia, Colorado, Connecticut, Utah, Texas, Oregon, Montana, and others — may have comparable rights. We honour verifiable requests from residents of any state whose law grants such rights.

How to exercise your rights

Email us at info@legacyembers.com with the subject line “Privacy Request,” or write to us at the postal address below. Tell us which right you wish to exercise and provide enough information for us to locate your records.

To protect your information, we must verify your identity before acting on a request. We will typically ask you to confirm details we already hold, such as the email address associated with your account or a recent order number. We will respond within forty-five (45) days, and may extend once by a further forty-five (45) days where reasonably necessary, in which case we will tell you.

There is no fee for exercising your rights, unless a request is manifestly unfounded, excessive, or repetitive.

Please note that some information must be retained regardless of a deletion request — for example, transaction and age-verification records we are legally required to keep under tobacco, alcohol, and tax law.

10. Third-Party Links and Social Media

The Site may link to third-party websites and social media platforms, and may rely on third-party services for payments, mapping, reservations, and email. This Policy does not apply to those third parties. We encourage you to read the privacy policies of any third party before providing them your information.

11. Where Your Information Is Processed

Legacy Embers operates in the United States, and your information is processed and stored in the United States. Our service providers may process information in other jurisdictions. If you access the Site from outside the United States, you understand that your information will be transferred to and processed in the United States, where data protection laws may differ from those in your country.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Revised versions take effect when posted to this page with an updated “Last Updated” date. Where changes are material, we will provide additional notice, such as by email or a notice on the Site. Your continued use of the Site after the revised Policy takes effect constitutes acceptance of it.

13. Contact Us

For questions about this Privacy Policy, or to exercise your privacy rights, contact us at:

Legacy Embers, LLC
2400 West End Avenue, Suite 101
Nashville, TN 37203

Privacy and general enquiries: info@legacyembers.com
Events and bookings: events@legacyembers.com