The AI Nobody Approved

Shadow AI: The AI Tools Nobody Approved

Your organisation might have approved Microsoft Copilot, ChatGPT Enterprise or another business AI platform.

But does that mean those are the only AI tools your employees are using?

Possibly not.

From meeting assistants and presentation generators to browser extensions and AI-powered productivity applications, employees have more AI services available to them than ever before.

And not all of them will have been reviewed or approved by IT.

Welcome to the world of shadow AI.

What is shadow AI?

Shadow AI refers to artificial intelligence tools and services used within an organisation without appropriate IT visibility, approval or oversight.

It isn't necessarily about employees deliberately ignoring security rules.

Often, people discover a tool that helps them complete a task more quickly and start using it without considering how business information might be processed.

The problem is that different AI services can have very different approaches to data handling, retention, access and security.

Why should businesses be concerned?

When employees use unapproved AI services, organisations may have limited visibility into:

• Which AI applications are being used across the business
• What company or customer information is being shared
• How third-party providers process and retain information
• Whether services meet internal security and compliance requirements
• Which integrations have access to business systems and data

Even a seemingly harmless productivity tool can create additional risk if it has access to sensitive information.

How can organisations get shadow AI under control?

Simply banning AI isn't necessarily the answer.

Employees are adopting these tools because they see genuine opportunities to save time and improve productivity.

A more practical approach starts with understanding how AI is already being used.

Identify the tools employees rely on, assess their security and data-handling arrangements, provide suitable approved alternatives and establish clear guidance around acceptable use.

Appropriate technical controls and ongoing visibility can help support those decisions.

Watch our short video to explore why the AI tools your organisation hasn't approved may deserve just as much attention as the ones it has.

At Robinscroft, we help businesses understand emerging technology risks and put practical cybersecurity and governance measures in place, without creating unnecessary barriers to productivity.

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