Digital transformation has brought unprecedented advancements to companies across all sectors. However, along with gains in productivity, innovation, and scalability, new, unseen risks have also emerged. Two of the biggest challenges today are Shadow IT and Shadow AI, practices that, while often born from the pursuit of agility, pose significant threats to security, compliance, and corporate governance.
What is Shadow IT and how does it impact businesses?
Shadow IT refers to the use of software, services, and devices without the knowledge or approval of the IT department. This practice has grown with the popularization of SaaS (Software as a Service), when any employee can hire a tool with just a credit card.
Some examples are:
- A marketing team hiring a report generator without informing IT.
- A financial analyst using a rogue AI-powered spreadsheet app.
- Employees storing sensitive data in free cloud services.
- When the employee sends all the confidential company data to Chatgpt or another AI to compose an email
What is Shadow AI and why is it growing so fast?
The connection between Shadow IT and Shadow IA
Shadow IT was already a concern, but the arrival of Artificial Intelligence (AI) generative multiplied the risks. Thus, Shadow AI occurs when employees use AI tools without IT supervision.
Generative AI as an accelerator of invisible risks
Tools like advanced chatbots and code generators offer productivity gains, but they can also store sensitive data on external servers. This means strategic information can be exposed without the company even realizing it.
Main risks of Shadow IT and Shadow AI
- Data leak and loss of control: Unauthorized tools can record confidential information, putting financial, personal, and customer data at risk.
- Regulatory compliance (LGPD and GDPR): Regulations require strict control over the processing of personal data. Therefore, the use of services outside of the regulatory framework can result in million-dollar fines.
- Hidden costs and tool redundancy: Without visibility, companies end up paying for duplicate licenses and underused applications, increasing expenses unnecessarily.
- Intellectual property risks and biased decisions: By inserting strategies, code, or documents into external AI platforms, the organization loses control over its intellectual property. Furthermore, unaudited algorithms can generate incorrect or biased results, impacting business decisions.
The Ongoing Discovery of SaaS for Shadow AI and IT
THE continuous discovery of SaaS applications acts as a radar that monitors all applications used by employees. Unlike spot audits, this approach ensures constant visibility.
Benefits: security, economy and governance
- Identification of unauthorized applications.
- Risk and vulnerability analysis.
- Regulatory compliance assurance.
- Cost reduction with redundant tools.
- Improved IT governance.
How to Prevent Shadow IT and Shadow AI
1. Employee education and awareness
One of the first steps to reducing risks is investing in digital education. Many employees turn to external solutions simply to make their work easier, without realizing the risks involved. Therefore, awareness campaigns are essential.
2. Clear digital governance policies
The company must define specific internal policies for the use of digital and AI tools. These rules must specify authorized tools, the possibility of external platforms, and data processing under the LGPD. Thus, a well-structured policy reduces ambiguity and limits the scope for unseen risks.
3. Continuous monitoring and auditing
Control should not be static. The use of SaaS and AI tools The environment is constantly evolving, so continuous monitoring is essential. Regular audits, risk reports, and real-time dashboards help identify suspicious activity and prevent incidents before they cause damage.
Best practices for security and control
- Phased implementation and change management: Before implementing new tools across your organization, it is recommended to start with pilot groupsThis allows you to adjust governance policies without compromising overall operations.
- Periodic review of digital policies: Internal guidelines cannot be static. New AI applications and solutions emerge every day, and policies need to be reviewed regularly to keep up with this dynamism.
- Ongoing cybersecurity training: Practical training on phishing, data breaches, and AI risks strengthens security culture and helps turn employees into IT allies, not vulnerable points.
The Future of Digital Security in the Age of AI
AI Governance Trends
In the coming years, we'll see the growth of specific standards for AI use in corporate environments. In addition to the LGPD and GDPR, new regulations will require greater transparency and traceability in algorithms.
Proactivity as a competitive advantage
Companies that treat digital security solely as a defense are left to fend for themselves. Those that take a proactive approach, however, discovery, monitoring and governance, gain strategic advantages. This fosters customer and partner trust, saves on operational costs, and increases resilience against cyberattacks.
Security, governance and innovation
O growth of Artificial Intelligence has brought enormous opportunities to companies, but also new risks in the form of Shadow IT and Shadow AI. Preventing these practices requires a combination of education, well-defined internal policies, and advanced monitoring technologies.
Organizations that embrace continuous SaaS discovery and implement digital governance policies can not only reduce costs and mitigate risks, but also position themselves ahead of the competition, earning the trust of customers, partners, and regulators. The future of digital security lies not only in blocking threats, but in integrating innovation with control and accountability.
MattZero is your strategic ally
To combat Shadow IT and Shadow AI, MattZero is your best choice. It offers a complete solution for both security and IT. Furthermore, your company gains full visibility into all applications in use, identifies security risks in real time, eliminates license redundancies, and ensures compliance with regulations such as the LGPD. MattZero also centralizes information and simplifies digital governance, reducing costs and strengthening the security of your IT infrastructure.
Schedule a demo with MattZero and discover how to optimize your IT asset management, protect sensitive data, and keep your company compliant!
