Your employees might be your company’s biggest cybersecurity risk—not just because they might fall for phishing scams or reuse passwords, but because they’re using apps your IT team isn’t even aware of.
This growing threat is known as Shadow IT, and it’s one of the most overlooked vulnerabilities businesses face today. Employees download and use unauthorized apps, software, and cloud services—often with good intentions—but in reality, they’re creating serious security gaps without even realizing it.
What Is Shadow IT?
Shadow IT refers to any software, app, or cloud service used within your business without the knowledge or approval from the IT department. These tools are outside the visibility and control of your tech team, and that’s where the risk starts.
Some common examples include:
- Employees using personal Google Drives or Dropbox accounts to store and share work documents.
- Teams signing up for unapproved project management tools like Asana, Trello, or Slack without IT oversight.
- Workers installing messaging apps like WhatsApp or Telegram on company devices to communicate outside of official channels.
- Marketing teams using AI content generators or automation tools without verifying their security.
Why Is Shadow IT A Serious Threat?
Because IT teams have no visibility or control over these tools, they can’t secure them—which means businesses are exposed to all kinds of threats.
- Unsecured Data-Sharing – Employees using personal cloud storage, e-mail accounts, or messaging apps can accidentally leak sensitive company information, making it easier for cybercriminals to intercept.
- No Security Updates – IT departments regularly update approved software to patch vulnerabilities, but unauthorized apps often go unchecked, leaving systems open to hackers.
- Increased Malware And Phishing Risks – Employees might unknowingly download malicious apps that appear legitimate but contain malware or ransomware.
- Account Compromise – Using unauthorized tools without multifactor authentication (MFA) can expose employee credentials, allowing hackers to gain access to company systems.
Why Employees Use Unauthorized Apps
Most employees don’t install unauthorized apps to be reckless—they just want to get work done more efficiently. And they might not realize how much damage these tools can cause.
A recent example shows just how risky this can be. In what became known as the “Vapor” app scandal, IAS Threat Labs uncovered more than 300 malicious apps on the Google Play Store in March. Marketed as harmless utilities or lifestyle apps, they were downloaded over 60 million times. In reality, many were ad fraud schemes that hid their icons and flooded users with full-screen ads, while some attempted to steal credentials and payment info.
Employees often turn to these unauthorized apps because:
- They find company-approved tools outdated or frustrating.
- They want to work faster and improve efficiency.
- They’re unaware of the risks.
- They think IT approval takes too long, so they take shortcuts.
Unfortunately, these shortcuts can have costly consequences when a breach occurs.
How To Take Control Of Shadow IT
You can’t stop what you can’t see. Tackling Shadow IT starts with a proactive strategy. Here are five ways to reduce your risk:
1. Build An Approved Software List
Work with your IT team to create a list of trusted, secure applications employees can use. Make sure this list is regularly updated with new, approved tools.
2. Restrict Unauthorized App Downloads
Set up device policies that prevent employees from installing unapproved software on company devices. If they need a tool, they should request IT approval first.
3. Educate Employees About The Risks
Training is essential. Help employees understand that Shadow IT isn’t just about breaking rules; it’s about avoiding serious security risks.
4. Monitor Network Traffic For Unapproved Apps
IT teams should use network-monitoring tools to detect unauthorized software use and flag potential security threats before they become a problem.
5. Implement Strong Endpoint Security
Use endpoint detection and response (EDR) solutions to track software usage, prevent unauthorized access, and detect any suspicious activity in real time.
Don’t Wait Until Shadow IT Becomes A Breach
The best way to fight Shadow IT is to get ahead of it before it leads to a data breach or compliance disaster.
Want to know what unauthorized apps your employees are using right now? Start with a FREE Network Security Assessment. We’ll uncover hidden vulnerabilities, flag security risks, and help you lock down your business before it’s too late.
Click here to schedule your FREE Network Security Assessment today.
