Overview
OverIT is a global leader in Field Service Management (FSM), providing mission-critical solutions for linear asset industries including Energy and Utilities, Oil & Gas, Telco, and Transportation, all facing strict regulatory requirements.
As the company accelerated its transition to a modern SaaS model, privacy and risk operations needed to scale without slowing growth. Manual tools and a legacy GRC system made it difficult to manage RoPA, assessments and data visibility across the organization.
MineOS became OverIT’s unified privacy center - enabling automation, AI-driven assessments, and future-ready governance.
The Challenge
Operating in a highly regulated and traditional market, OverIT faced mounting operational friction as it scaled:
- Data Sprawl: Difficulty tracking data across an increasing number of SaaS applications and internal systems, lacking a clear view of usage and third-party tools across the organization.
- Manual Privacy Workflows: Different sheets and forms were used to manage RoPA, TIAs and questionnaires, consuming significant legal time and prone to human error.
- Risk Visibility: A lack of centralized insight into shadow IT and data processing risks.
The company required a solution that could reduce manual effort, centralize data, and scale with both regulatory and business growth.
Why OverIT Chose Mine
OverIT selected Mine to replace point solutions and spreadsheets with a single, automation-first platform:
- Unified Governance Center: One system for privacy, legal, and risk collaboration, offering an all-in-one solution for Data Mapping, ROPA (Record of Processing Activities), and AI-driven risk assessments.
- Automated Discovery: MineOS’s ability to use non-intrusive smart scanning to detect data sources without complex integrations– reduced manual identification of risks and processing activities.
- Autonomous Privacy Assessments: Mira AI layer with autonomous agents accelerates RoPA, TIAs and DPIAs creation.
- Customization And Flexibility: Templates and workflows tailored to OverIT’s existing processes.
- User Experience: The intuitive, no-code interface allowed the privacy team to manage operations without constant reliance on IT engineering.
- Customer Support: The proactive and knowledgeable support provided by the Mine team during the evaluation phase.
Mine aligned with OverIT’s need for speed, accuracy, and long-term scalability.
Solution & Implementation
MineOS was deployed as the core system for privacy, assessments, and governance - designed to reduce manual effort today while preparing OverIT for future AI and third-party risk requirements.
The deployment of MineOS was executed in a phased approach to ensure seamless integration with OverIT’s existing workflows:
- Onboarding & Discovery: The implementation began with connecting MineOS to OverIT’s SSO and email systems. Within days, the "Smart Data Sampling" technology mapped the company's data sources, revealing previously unknown SaaS applications (Shadow IT).
- Data Classification & Centralized Inventory: The team utilized MineOS to classify data types and link them to specific business processes, establishing a live data inventory.
- Unified Governance & Audit Readiness: The team implemented the MineOS Governance module, assigning clear ownership, standardizing approval steps, and centralizing documentation for privacy and risk workflows. Each assessment captures the decision rationale and supporting evidence in one place, with exportable, audit-ready reports that OverIT can share internally and with auditors when needed.
- Collaboration: Mine’s Customer Success team held on-going check-ins to assist with configuring complex ROPA reports and ensuring all regulatory requirements were met.
״MineOS didn't just help us tick a compliance box; it gave us total control and visibility over our data infrastructure. What used to take us weeks of manual work is now handled instantly”.
Aureliano Menotti
Manager, Legal Affairs & Compliance
The Results:
One Platform, Full Visibility, Faster Execution
By implementing MineOS, OverIT transformed its privacy operations from a manual bottleneck into a scalable, future-ready capability with measurable business impact:
- End-To-End Visibility: Into systems and vendors, establishing a single, continuously updated inventory of internal tools, SaaS applications, and third parties.
- 70% Reduction In Manual Effort: across TIAs, RoPA maintenance, and vendor questionnaires, freeing legal and compliance teams to focus on higher‑value work.
- 5× Faster TIA and Assessments Completion: Reducing cycles from weeks to days through AI-driven automation and vendor autofill.
- Significant Reduction in Shadow IT Risk: With previously unknown tools identified and categorized during the initial discovery phase.
- 100% Audit-Ready, At Any Time: Always-on assessments update automatically from inventory changes - delivering ready-to-use outputs and one-click exportable TIA packs aligned to OverIT’s workflows.
- Full Cross‑Functional Collaboration: Enabling Legal, IT and Security teams to work from shared data and standardized workflows.
Conclusion
Mine enabled OverIT to modernize privacy, assessments, and governance in parallel with its SaaS transformation. By replacing legacy systems and manual processes with AI-driven automation, OverIT gained clarity, efficiency, and confidence - positioning the company to grow faster, adopt AI responsibly, and meet evolving regulatory demands without friction.
