Terms and Conditions for Royal Botanic Gardens Melbourne


Cancellation Policy:

We will charge a cancellation fee of 100% if booking is cancelled 1 day or less before the event

Terms and Conditions:

Confirmed Numbers

The number of participants attending the program for your booking must be confirmed at the time of making the booking.

Rescheduling Policy

If an individual requests to reschedule a booking providing at least 24 hours notice, Royal Botanic Gardens Victoria (RBGV) will endeavour to accommodate the request.

Cancellation and Refund

Policy If a program is cancelled by RBGV due to circumstances beyond our control (e.g. extreme weather conditions), the program may be rescheduled to another date or time, or a full refund will be issued.

Royal Botanic Gardens Victoria reserves the right to cancel a program due to an insufficient number of participants. Should a program be cancelled due to a lack of participants, the RBGV will endeavour to contact booked participants 24 hours prior to their scheduled tour and a full refund will be issued.

If an individual cancels a booking providing at least 24 hours notice, a full refund will be issued.

If an individual cancels a booking within 24 hours of the visit or for non-attendance, a refund will not be issued.

Privacy Policy

This Privacy Statement applies to the information collect by RBGV in relation to your booking. It does not apply to linked websites (you should familiarise yourself with the privacy statement of any site you link to).

RBGV values and protects the personal information it collects in the course of undertaking its responsibilities and continues to demonstrate a strong culture of protecting the confidentiality and privacy of members of the community. All personal and health information RBGV collects is handled in accordance with the Privacy and Data Protection Act 2014 and the Health Records Act 2001. RBGV’s Privacy Policy describes the way personal information will be handled by the organisation.


Personal information is information about you, whether fact or opinion, from which your identity could be reasonably ascertained. The amount and type of information RBGV collects about you depends upon the nature of RBGV’s relationship with you and your requirements from RBGV.

Sensitive information is information about a person’s race or ethnicity, political opinions, religious or philosophical beliefs, sexual preferences or practices, criminal record, or membership details, such as trade unions or professional, political or trade associations.

Health information is information about a living or deceased person’s physical, mental or psychological health.

Collection of personal information

The information collected by RBGV covers a wide range of activities relating to the management of the Gardens, scientific research and public programs for the community.

RBGV collects personal information only when it is necessary for its functions or services, this includes the information needed to manage or administer those functions or services.

Information is collected wherever possible from you directly. Our aim is to collect it lawfully, fairly and without undue intrusion. At the time information is collected, RBGV will advise you in general terms of any other individuals or organisations that have access to the information and whether there are any consequences of not providing the information.

If RBGV needs to collect ‘sensitive’ personal information about you, your consent will be sought to do so.

Use and disclosure of personal information

RBGV uses information only for the purpose for which it was collected or a logically related purpose you would reasonably expect (in the case of sensitive information, a directly related purpose) unless you have consented to another specific use. In some circumstances, RBGV is required or authorised by law to release information to other government agencies, law enforcement bodies or to prevent serious and imminent threat to an individual’s life, health or welfare.

Data quality

RBGV takes reasonable steps to ensure that personal information held is accurate, complete and up to date. Usually, the RBGV relies upon you to provide accurate and current information and to notify RBGV should your circumstances and details change.

Data security

RBGV aims to protect your personal information from misuse, loss, unauthorised access, modification or disclosure. Stored information is also held in accordance with the Public Records Act 1983, which determines when it is appropriate to retain or dispose of it.

Interstate transfer of information

RBGV only transfers personally identifying information outside the state of Victoria where this is required for the purpose for which it was collected or if required by law. RBGV seeks to ensure the information is afforded the same level of privacy protection it would receive in Victoria.

Unique identifiers

RBGV only assigns or adopts a unique identifier for an individual if it is necessary, authorised by law or with consent. RBGV does not use as its own identifier an identifier assigned by another organisation.


Wherever it is practicable and lawful, RBGV seeks to allow you to interact anonymously with RBGV.

Access and correction

It is RBGV’s policy that where appropriate simple requests that involve information relating only to you, which is easy to retrieve and of a small quantity may be dealt with informally. You can submit the Request for Access to Personal Information Form. In some situations, an individual will have to make a formal Freedom of Information request (for example, if a third party’s privacy is involved).


RBGV undertakes to resolve privacy complaints in a timely, fair and reasoned way.

If you consider your privacy has been breached or interfered with you can make a complaint. If you have been dealing with a specific area of RBGV, contact that area and ask to speak with the person in charge or the person you have been dealing with.

You can contact the Privacy Officer on 9252 2300 or complete the Privacy Complaint Form and address your concerns in writing to:

Privacy Officer Royal Botanic Gardens Victoria Private Bag 2000 South Yarra VIC 3141 or E privacy@rbg.vic.gov.au Information Privacy Principles The ten