The hidden enemy lurking inside your company
Most businesses invest significant amounts in firewalls, antivirus software, and advanced monitoring systems. Yet, the majority of real cyberattacks do not start with external hackers breaching protective walls. They begin with something far more everyday and seemingly innocent: unauthorized tools, devices, and applications that the IT department doesn’t even know are being used.
With the explosion of artificial intelligence in recent years, this problem has multiplied. A completely new source of data leaks has emerged, often without any malicious intent from employees. They are simply trying to get their work done faster and more efficiently.
What is Shadow IT
The term Shadow IT refers to any technology used within a company without official approval, oversight, and often without the IT department even being aware of its existence. In practice, this can include applications not approved by IT, such as VPNs, file-sharing tools, or communication programs, as well as online services accessed through personal accounts, like Notion, Trello, Canva, or ChatGPT. Even automations created via platforms like Zapier, which transfer data to platforms unknown to the company, are part of the problem.
Beyond unauthorized applications, there is an equally serious issue: using personal laptops or smartphones for corporate work. These devices usually lack corporate antivirus software, run outdated operating systems with security gaps, and personal cloud services may inadvertently upload company files. The worst-case scenario? If an employee leaves the company, corporate data on their device remains there.
Shadow AI: Threat’s new dimension
Shadow AI refers to the use of artificial intelligence tools by employees without rules, permission, or any control over what data is uploaded to them. We are talking about platforms like ChatGPT, Claude, or Copilot. The critical difference from Shadow IT is that data leaks here are almost impossible to detect with conventional methods. Communication with these platforms resembles a simple, secure HTTPS connection and goes unnoticed by the company’s traditional security layers.
Daily examples include: a developer uploading parts of company code to AI for debugging, HR uploading resumes to AI platforms for analysis, marketing using AI generators with client lists. And of course, any employee might send screenshots containing sensitive information for assistance or advice.
Why no one admits the problem
There is a reason Shadow IT and Shadow AI remain “shadow.” No one wants to admit that tools they don’t know about exist on their network, or that corporate data is leaking to third-party services. Small businesses tolerate it due to limited resources. Large companies accept it for flexibility and time pressures. Imagine a data leak caused simply because an employee sends a file to themselves via a personal chat app. Simple, innocent, but potentially with huge consequences.
How these invisible threats are detected
Modern companies use tools to address the problem, such as logs from proxy servers and firewalls that can detect visits to AI platforms, and Data Loss Prevention (DLP) solutions that automatically identify files with sensitive data uploaded to unauthorized services.
However, all these technologies only see part of the picture. The main problem remains the employee themselves, who chooses tools that make daily work easier rather than necessarily safe. The solution lies in genuinely educating staff with real examples, showing how AI tools can be used safely and effectively. The threat is not the new tools—it is their use without guidelines.
How we can help
At Sima Security, we understand that modern cybersecurity involves both technology and people.
Through our CISO as a Service offering, we provide experienced external leadership in cybersecurity, ensuring full protection of digital assets, compliance with European directives and international standards such as NIS2 and ISO/IEC 27001, and full integration of security into the organization’s overall strategy. We support management in making informed decisions and managing security risks at all levels.
Through IT Security Audit, we identify unauthorized tools and vulnerabilities that may affect your network and systems, providing a clear picture of risks and recommendations for immediate and long-term improvements. In combination with implementing an Information Security Management System (ISMS), we develop and enforce governance policies, risk management, and regulatory compliance procedures, while User Awareness Training educates staff to strengthen a culture of security throughout the organization.
Organizations that partner with us gain the ability to manage threats and risks effectively, ensuring customer and partner trust while developing a resilient, secure, and modern digital infrastructure, without the cost and complexity of an internal CISO structure.
Don’t wait for a security incident to discover what’s being used “under the radar.” Speak with our team today.