Shadow AI is the use of artificial intelligence tools that have not been approved, reviewed or managed by your organisation.
This can include employees using free AI chat tools, browser extensions, meeting assistants, writing tools or other applications without the knowledge of IT, security or compliance teams.
Employees often use these tools with good intentions. They may be trying to save time, improve productivity or complete tasks more efficiently. However, unmanaged AI use can create risks around confidential information, personal data, intellectual property, inaccurate outputs and regulatory compliance.
Simply blocking AI tools is rarely enough. Employees may continue to use them if approved alternatives and clear guidance are not available. Our approach is to help organisations and business leaders understand how AI is already being used, reduce unnecessary risk and give employees safer, approved ways to benefit from AI and Automation services.
We assess how employees are using AI across your organisation, including which tools are being accessed, which teams are using them and what information may be shared.
This gives you a clearer picture of your current risk and helps identify where approved AI services could improve productivity.
We review the potential risks associated with unapproved AI tools, including:
The outcome is a prioritised view of the risks that need immediate attention and those that can be managed through policy, training or technical controls.
The policy is written in accessible language so employees understand how to use AI safely without unnecessary confusion.
Employees are less likely to use unapproved tools when they have access to secure, effective alternatives.
We help you select, configure and deploy approved AI services that meet your security, data protection and business requirements. This can include Microsoft Copilot and other enterprise AI platforms.
Where appropriate, we can help implement controls to reduce access to high-risk or unapproved tools. This may include identity and access controls, application management, browser security, data loss prevention, device policies and monitoring. Technical controls are supported by clear communication and training so employees understand why restrictions are in place.
We provide practical training that helps employees understand:
- What Shadow AI is
- Why unapproved AI tools can create risk
- Which services they are allowed to use
- What information should never be shared
- How to check AI-generated content
- Where to ask for help
- How to request approval for a new AI tool
The aim is to help employees make better decisions rather than discourage responsible AI use.
We help create a straightforward process for reviewing new AI tools and use cases. This allows employees to suggest useful solutions while giving IT, security, legal and compliance teams the opportunity to review data handling, integration, licensing and supplier risk before approval.
AI tools and employee behaviour will continue to change. We can support regular reviews of approved applications, emerging risks, user activity and policy effectiveness. This helps your organisation maintain control as new AI services are introduced.
A structured approach to Shadow AI will help you:
The objective is not to stop employees using AI. It is to give them safe, approved and well-governed ways to use it.
The next step is a 30-minute discovery and assessment call — no slide deck, no sales pitch.
Shadow AI is the use of AI tools that have not been formally approved or managed by your organisation. This can include free chatbots, writing assistants, browser extensions, meeting tools and other AI applications used without the knowledge of IT or security teams.
Unapproved tools may not provide suitable protection for business information. Employees could accidentally share confidential, personal or sensitive data, rely on inaccurate outputs or introduce applications that have not been reviewed for security and compliance.
We can help review application usage, browser activity, software access, employee feedback and existing business processes. This provides a clearer view of which tools are being used and where the greatest risks may exist.
Blocking may be appropriate for high-risk services, but a complete ban is not always effective. Employees are more likely to follow the rules when they understand the risks and have access to useful, approved alternatives. We combine policy, training, approved services and technical controls.
Yes. We can develop a clear acceptable-use policy covering approved tools, restricted information, employee responsibilities, content review and the process for requesting new AI services.
We use a combination of employee training, clear policies and technical controls. This can include data classification, data loss prevention, application restrictions, identity controls and monitoring.
Employees should report the incident as soon as possible through your existing security or data protection process. We can help establish clear reporting procedures so incidents can be assessed, contained and managed quickly.
Yes. Unapproved usage often shows where employees are trying to solve real productivity problems. By understanding why a tool is being used, you can identify valuable use cases and replace unmanaged applications with secure, approved solutions.
Responsibility is normally shared across leadership, IT, security, data protection, compliance, legal and business teams. We help define clear ownership so decisions are made consistently and risks are managed effectively.
Reviews should take place regularly and whenever new tools, business processes or regulatory requirements are introduced. Ongoing monitoring helps ensure your governance approach remains effective as AI technology develops.
Most businesses start with training or deployment, then add governance and ongoing support as the rollout matures. Not sure where to begin? A 30-minute call settles it.
Practical training to get real value from AI. Copilot-led skills for everyday users, covering Copilot and Claude, matched to the work each team does.
Get more from Microsoft Copilot than just the licence. Tenant readiness, permissions, security configuration and a controlled rollout done properly.
Keep momentum after go-live with hands-on support, user enablement and governance checks.
The same approach we take to every service we deliver — calm, sequenced, measurable.
Get the foundations right. Permissions, security, tenant readiness — so AI is safe before it scales.
Build the everyday skills and prompt patterns that turn licences into real, measurable productivity.
Govern what you have, decide what comes next, and keep AI moving at the pace of your business.
Say ‘yes’ to a practical partnership designed around what your organisation needs next.
Reduce risks and get rapid expert support.
Lower costs and streamline your Microsoft environment.
Build a roadmap that supports long-term growth & compliance.
