Someone in your organisation could be responsible for your next cybersecurity attack – and they may not even know it. That’s because they didn’t leave the door open to a hacker on purpose – they just downloaded a helpful productivity app, set up a free email management account, or found a quicker way to bypass slow internal processes. No big deal… right?
Wrong. This is shadow tech in action. Also known as shadow IT, shadow tech refers to any software or tool being used within your business that hasn’t been officially approved or monitored by your IT team. And while it might seem harmless, the ripple effect can be huge.
Tools that haven’t been given the green light can quietly erode your security, steamroll compliance, inflate costs with surprise subscriptions, and lead to a tangled mess of disconnected systems. The worst part? Many companies have no idea how widespread the issue is until it’s too late.
What is shadow tech – and why is it everywhere?
It starts small – a file shared on a personal cloud drive, or a helpful AI plug-in added to a browser. Shadow tech isn’t usually malicious. It’s not about breaking rules – just bending them to keep up. In most cases, it’s simply people finding faster and easier ways to do their jobs.
And who can blame them? If your internal systems are clunky, outdated, or take forever to respond, of course your team is going to seek out alternatives. And they probably won’t think twice about it.
Ironically, many of the tools people reach for are genuinely good – it’s part of what makes shadow tech so slippery. These days, malware comes with specific warnings like: “Malware detected: Trojan.FakeScanner.1234. This threat is attempting to install a fake antivirus program.”
But shadow tech isn’t malware – it’s modern, user-friendly software. The problem is, these tools exist outside your approved ecosystem – posing serious risk. Here are three common shadow tech culprits you’re probably using right now:
- Dropbox
- Used to quickly share large files or collaborate with people outside the business network.
- Why use it? Company file-sharing systems can be clunky or too locked-down.
- Google Drive
- Used to edit documents in real-time or store info in one easy place.
- Why use it? Legacy intranet systems or document management tools can be frustrating to use.
- ChatGPT
- Used to summarise content, brainstorm ideas, or speed up research.
- Why use it? Internal tools can lack the functionality or speed employees need.
In 2022, a former Uber executive had been storing confidential files on private, unsanctioned networks. When those files were leaked, more than 124,000 documents were in the public domain. The fallout included reputational damage, lost trust, and a brutal wake-up call: you can’t protect data you don’t even know exists.
The real risks hiding in the shadows
Shadow tech hits your business where it hurts: your budget and your operations. When teams go rogue, signing up for software with no central oversight, you’ll likely end up with multiple versions of the same tools – and multiple bills.
Even the supposedly “free” platforms come with a price tag. Sure, there’s no invoice to be paid, but the long-term impact – lost productivity, security gaps, and duplicated work – can make that free app one of the most expensive decisions your team makes. It’s a little like overlooking regular car maintenance to save money, and then watching your engine explode on the M6.
Then there’s the integration issue. If one team is managing projects in Asana while another is using Trello, the whole system starts to break down. Workflows become fragmented, communication suffers – and suddenly, your entire team finds itself exporting data, copy-and-pasting updates, and fixing avoidable mistakes.
But your biggest concern is security. When software hasn’t been subject to proper vetting, you have no way of knowing if it meets basic security standards. Is the data encrypted? Where is it stored? Does it comply with GDPR? All of this gets thrown into question. And it only takes one rogue tool to expose sensitive customer information – which could open the door to serious consequences.
Is shadow tech spreading in your business?
You might be thinking, “This isn’t a problem for my business” – but the signs are often subtle. If you’ve noticed employees using personal tools to get around clunky systems, that’s a security risk. If different departments are using totally distinct platforms to do the same task, you’ve got fragmentation. And if IT starts getting support requests for apps they didn’t even know existed, you’re in deep shadows.
One way to get ahead of the problem is to run a shadow IT amnesty. Essentially, you need to create a safe space for employees to share what tools they’re using – without fear of reprimand. This kind of transparency can be surprisingly powerful. It gives you a clear picture of what’s actually working for your team, and highlights where your current systems might be falling short.
Fight back with a better stack
The goal isn’t to police your people – it’s to build a tech stack that actually supports them. If someone’s downloaded a third-party app to make their life easier, that’s not a crime – it’s a sign. Instead of shutting down those tools without discussion, treat them as feedback.
It equips you with the insight you need to improve adoption, maximise productivity, and reduce the temptation to go off-piste. Here’s a quick step-by-step to fight back:
- Assess your current tech stack: Which ones have lower/higher adoption rates by your team? Be sure to get feedback from team leads on their experience of the existing platforms.
- Test out your team’s shadow tech: Hold a shadow IT amnesty and then try out the most popular tools used by your team. If they meet your standards, that can help inform the next stage.
- Choose the right tools: These should be secure, scalable, and intuitive – even better if your team is already familiar.
- Train your staff: With new tools comes new training. Educate your team on IT best practices and how to maximise productivity with the help of approved, centralised tools.
- Streamline approvals: If suggestions are piling up and taking months to implement, consider streamlining the start-to-finish process for trialling new software – if you don’t, you could risk receding back into the shadows.
How Fasthosts helps you take back control
Shadow tech doesn’t start with bad intentions – it starts with good people trying to do good work. But left unchecked, it can leave your business in the dark.
At Fasthosts, we’ll help you flick the light on. With managed infrastructure, built-in security, and round-the-clock support, we give you the visibility and control you need to build a tech stack that works – without slowing your team down.
You can pick and mix the right tools for your setup and then manage them all in one place. Our billing is straightforward, so you’re not guessing which invoice is for what, and our UK-based team is always available to lend a hand. When your tech stack meets your business needs, there’s no room for shadow systems to sneak in. Let’s get started.
