Shadow AI: 5 best practices to avoid risks in your company

Learn more about Shadow AI and how to protect your business and your data!

Artificial Intelligence has seen exponential growth in recent years within the corporate environment, bringing numerous benefits to companies, particularly in terms of productivity and operational efficiency. However, with the accelerated adoption of this technology, constant concerns have also arisen regarding the risks associated with its use.

According to the Value of AI study, conducted by SAP in partnership with Oxford Economics, in Brazil, 8 out of 10 leaders fear the use of external AI tools without formal approval from the company and the IT department, as this can result in a collateral phenomenon known as Shadow AI.

Learn more about it and how to protect your business and your data!

What is Shadow AI?

Shadow AI refers to the use of Artificial Intelligence tools without the approval or supervision of the IT, governance, and security teams within a company.

In search of greater productivity, employees use tools like chatbots, data assistants, and external platforms independently, without assessing risks and without informing the responsible departments.

This behavior has become increasingly common. According to the SAP study, 66% of Brazilian companies admit that the use of Shadow AI occurs with some frequency.

Although there is often no malicious intent, unauthorized use can directly compromise security, data integrity, and even corporate reputation.

Main Risks of Shadow AI

Exposure of Sensitive Data

By entering company information, such as financial data and customer details, into unauthorized platforms or outside corporate control, there is a risk of exposing private data, which can lead to misuse of that information and cause irreparable harm.

Violation of Data Protection Regulations

Unauthorized use can lead to non-compliance with the LGPD and other regulations, as there is no guarantee regarding the handling of data. Without control, the company loses visibility of processing, increasing the risk of fines and sanctions. Additionally, such incidents undermine the trust of clients and partners.

Hidden Costs

Incidents related to Shadow AI can generate unexpected costs, such as fines for non-compliance, expenses for mitigation, and even loss of contracts due to breach of trust.

Best Practices to Control Shadow AI Risks

1. Define Clear AI Usage Policies

Establish clear rules about what is allowed or prohibited and which data can be used internally and externally.

2. Provide Secure and Approved Tools for Use

It is pointless to say that employees cannot use AI without providing authorized tools. Therefore, offer reliable corporate solutions that are integrated into the company's environment and have solid security rules.

3. Implement Continuous Monitoring and Auditing

Implement systems that detect and record unauthorized AI usage, ensuring control and prevention.

4. Invest in Training and Awareness

Raise employee awareness about risks and best practices in AI usage through training and internal campaigns.

5. Implement Access Controls and Data Classification

Establish clear access levels and use corporate tools to classify sensitive information. When employees understand which data is critical, the risk of Shadow AI significantly decreases.

Additionally, Zero Trust policies and multi-factor authentication reinforce security, ensuring that only authorized users can interact with AI solutions and strategic data.

Artificial Intelligence has brought significant advancements to companies, but Shadow AI shows that, without proper control, these benefits can turn into vulnerabilities. More than just adopting technology, it is essential to ensure that it is used safely, ethically, and in compliance with regulations.

Therefore, companies that invest in governance not only reduce risks but also create a trusting environment, prepared to explore the full potential of AI responsibly.

Talk to our specialists and make your company more productive with secure AI tools. Count on Teltec Data!