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Notion for Irish solicitors
Notion for Irish solicitors: Law Society duties, GDPR, anti-money-laundering records and conveyancing checklists, with client accounts kept elsewhere.
By Raghav R Handa, practising lawyer15 min read
What you add to the standard build
Anti-money-laundering records per client
A client due diligence record on each client and matter: what was verified, when, by whom, and when it is next reviewed. The legal duty is yours; the database is where the evidence lives.
Practising certificate and CPD as a database
Annual practising certificate renewal, continuing professional development, insurance and returns, each a row with a due date and an owner. Record the requirements from the Law Society.
Conveyancing checklist
A transaction checklist (contract, requisitions, searches, closing, registration) with dates, kept consistent across files. Link to the registration records rather than copying them.
Data protection record
A record of what personal data you keep in Notion, why, where it is hosted, and your lawful basis, in line with GDPR and the Data Protection Act. Include how you would respond to a subject-access request.
Probate and estates tracker
For estates, a checklist and a database of assets, liabilities, filings and distributions, with dates for the steps each stage requires.
The regulators, and what is yours to evidence
Irish solicitors are regulated by the Law Society of Ireland, alongside the Legal Services Regulatory Authority under the Legal Services Regulation Act 2015, and personal data is governed by GDPR and the Data Protection Act 2018, overseen by the Data Protection Commission. Solicitors also carry anti-money-laundering duties. This page names those instruments and states the principle: you must protect client confidences, know your client, and be able to evidence both. It does not paraphrase the rules; they change, so go to the source.
What is specific to practice in Ireland
| Topic | Instrument or body to check | What to build in Notion |
|---|---|---|
| Conduct and regulation | Solicitors Acts; Legal Services Regulation Act 2015; Law Society of Ireland; Legal Services Regulatory Authority | Engagement, conflicts and complaints records; practice-admin database |
| Client accounts | Solicitors Accounts Regulations | Reference to the ledger and a reconciliation reminder; ledger in dedicated software |
| Anti-money laundering | Criminal Justice (Money Laundering and Terrorist Financing) Act 2010 and Law Society guidance | Client due diligence record per client and matter |
| Data protection | GDPR; Data Protection Act 2018; Data Protection Commission | Data protection record; breach plan; request log |
| Property registration | The registration authority | Transaction checklist with links to registration records |
| Probate and estates | The relevant courts and offices | Estate tracker with stage dates |
Anti-money-laundering evidence belongs in the system
Client due diligence is a duty you must be able to show you met. A record on each client and matter (what was verified, when, by whom and the next review) turns a duty into an auditable fact. Restrict access, because identity documents are sensitive; store references where you can and the documents themselves only where you must.
| Field | Type | Why |
|---|---|---|
| Client and matter | Relations | Whose and which work |
| Risk assessment | Select: Low, Medium, High, with reasons | Shows the risk-based approach |
| Identification evidence | Select and reference | What was checked, without storing the document where you can avoid it |
| Verification date and by whom | Date, Person | Evidence |
| Beneficial ownership checked | Checkbox and notes | For entities and trusts |
| Source of funds or wealth, where relevant | Text (restricted) | Enhanced diligence |
| Next review | Date | Ongoing monitoring |
| Reports or escalations | Text (restricted) | Internal reporting trail |
See privilege and Notion for restricting sensitive pages.
Conveyancing
| Stage | What to track |
|---|---|
| Instruction | Client identity and due diligence; conflict check; engagement; sources of funds |
| Contract | Draft contract and conditions; sale details; deposit |
| Requisitions and searches | Requisitions raised and answered; searches ordered and received |
| Closing | Funds, undertakings, closing date, completion arrangements |
| Post-closing | Stamp duty and registration; undertakings discharged; file closed |
Client accounts stay elsewhere
Client money is governed by the solicitors' accounts regulations and belongs in software built for it. See why Notion is not a trust ledger.
Data protection: a record you can produce
| Item | What to record |
|---|---|
| Categories of personal data | Clients, counterparties, witnesses, staff, and any special categories |
| Lawful basis and purpose | Why you hold each category |
| Access and security | Who can see it; MFA; encryption; guest rules |
| Processors | Notion and others, with agreements and transfer mechanisms |
| Retention | How long you keep each type, and the deletion process |
| Rights and breaches | How you handle requests and notify a breach |
Where to start
Start with the best way to use Notion for lawyers or the free Starter Kit, then read HIPAA, SOC 2 and GDPR for law firms. Sources: Law Society of Ireland, Data Protection Commission and Legal Services Regulatory Authority.
Questions we get asked about this
- Can Irish solicitors use Notion?
- Many do. Whether it suits your practice depends on the Law Society of Ireland's guidance on technology and confidentiality, GDPR and the Data Protection Act, anti-money-laundering obligations, and client requirements. Read current guidance and Notion's security documentation, and record your decision.
- Does GDPR affect how I use Notion?
- Yes. As a controller of personal data you need a lawful basis, retention limits, a data processing agreement with the vendor and appropriate safeguards on transfers. Check where Notion stores data and what agreement covers your use.
- Can I keep client account records in Notion?
- No. Client accounts are governed by the solicitors' accounts regulations and belong in dedicated accounting software. Keep a reference and a reconciliation reminder in Notion.
- What anti-money-laundering records should an Irish solicitor keep?
- Records of client due diligence (identification and verification, the nature of the work, risk assessment) and of any ongoing monitoring, kept for the period the legislation requires and retrievable. The Criminal Justice (Money Laundering and Terrorist Financing) Act 2010 and Law Society guidance set the requirements.
- How do I track conveyancing in Notion?
- With a Transaction database and a checklist covering contract, requisitions on title, searches, funds, closing and registration, with owners and dates. Link to the registration and revenue records rather than copying them.
- What does a solicitor's data protection record contain?
- The categories of personal data held, the lawful basis, who has access, retention periods, where the data is processed, the processors used with their agreements, and how data subject requests and breaches are handled.
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