Overview
This fast-growing B2B SaaS company provides sales intelligence solutions to thousands of organizations worldwide. As the business expanded, hundreds of new products, vendors, AI initiatives, and internal projects required privacy review each year.
The Privacy team needed a governance process that could scale without slowing the business.
The Challenge
Every privacy assessment started with the same challenge: collecting enough information to begin.
Projects originated across Product, Engineering, Procurement, and IT, each using different systems and documentation. Before Privacy could assess risk, the team had to identify the initiative, gather context, and follow up with stakeholders to fill information gaps.
Every new initiative required the team to:
- Identify new business initiatives
- Gather project information from multiple systems
- Follow up with business owners
- Review vendors, data flows, and AI use cases
- Create or update privacy assessments
As the business grew, manual coordination became increasingly difficult to scale.
Why the B2B SaaS Company Chose Mine
The company wasn't looking to replace its existing privacy platform.
Instead, it needed a way to connect the systems where work already happened with the governance processes the Privacy team relied on.
Mine's Governance by Design approach automatically detects new initiatives, builds business context from connected systems, drafts privacy assessments, and keeps them updated as projects evolve. Rather than relying on employees to trigger privacy reviews manually, governance becomes part of existing business workflows.
The solution enabled the team to:
- Automatically detect new projects, vendors, and AI initiatives
- Build assessment context from connected business systems
- Draft privacy assessments using existing project information
- Keep assessments updated as initiatives evolved
- Synchronize governance records with existing privacy platforms
Solution & Implementation
Mine partnered with the company's Privacy, Product, IT, and Operations teams to embed governance into existing business workflows.
Once deployed, Mine connected to the systems where work already happened, automatically identifying new initiatives, assembling business context, and preparing assessments for review. As projects changed, assessments stayed aligned without requiring teams to restart reviews or manually coordinate updates.
Throughout the implementation, Mine's Customer Success and Privacy experts worked closely with the team, providing hands-on guidance, workflow optimization, and 24/7 support.
The implementation enabled the team to:
- Automatically identify new projects requiring privacy review
- Start every assessment with complete business context
- Eliminate repetitive information gathering across stakeholders
- Keep assessments current as projects evolved
- Maintain one governance record across existing privacy and GRC systems
“Mine helps us bring Privacy into new initiatives from the start. We can identify projects earlier, get the context we need, and begin assessing risks without chasing teams for information. This makes it easier to keep pace with the business and ensure privacy is considered as initiatives evolve”
Senior Privacy Program Manager
The Results:
Governance Built Into Every Initiative
By embedding governance into everyday business operations, the company transformed privacy reviews from a reactive process into a continuous one.
Privacy teams no longer spent their time chasing information across multiple stakeholders. Product and Engineering teams continued working in their existing tools while governance workflows started automatically in the background. As projects evolved, assessments remained current, reducing rework and giving the organization greater confidence that governance reflected the latest business decisions.
Business Outcomes:
- 70% faster privacy reviews through automated context collection
- 300+ business initiatives automatically entered governance workflows each year
- 100% Current Assessments updated automatically as projects changed
- Earlier Privacy involvement across product, vendor, and AI initiatives
- More time assessing risk, less time coordinating stakeholders
- Greater confidence in governance and audit readiness
Conclusion
As businesses grow, governance can't rely on manual coordination or point-in-time assessments.
By partnering with Mine, this company embedded Privacy into the way work happens, ensuring new initiatives automatically entered governance workflows, assessments stayed current as projects evolved, and business teams continued moving quickly without compromising governance.
