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When we think of cybersecurity threats, what comes to mind? Phishing emails? Ransomware? Insider threats? All valid – and all frequently discussed.
But there’s a silent infiltrator in modern organisations, one that rarely makes headlines yet opens doors to breaches, compliance violations, and data loss every single day:

Shadow IT

It’s the software and hardware your employees use without your IT Department’s approval. It’s convenient. It’s everywhere. And it’s dangerous.

 

What is Shadow IT?

Shadow IT refers to the use of applications, devices, or services outside of the organisation’s official IT infrastructure.

Common examples include:

  • Employees using Google Drive or Dropbox for file sharing instead of the company’s secured solution.
  • Project managers creating Trello boards or Slack channels without any admin oversight.
  • Developers spinning up cloud instances (AWS, Azure, GCP) to test code – without ITs knowledge.
  • Staff accessing work systems from personal laptops or phones without endpoint protection.

 

Why is Shadow IT so common?

Shadow IT often arises out of good intentions:

  • Teams want to be more productive.
  • Individuals seek tools that are faster or more user-friendly than approved options.
  • Remote workers need to improvise to get the job done.

But these convenience-driven choices come at a high cost.

 

The Emerging Threat of Mirror IT

Whereas Shadow IT focuses on unsanctioned technology, a threat called Mirror IT is emerging in software your company has approved.

Mirror IT is a sanctioned application where employees have personal and professional accounts and use the personal one to share data insecurely. Examples of this technology include Google Drive, Gmail, Slack, and OneDrive.

The best way to detect mirror IT is with a comprehensive data protection solution that has complete visibility into all data movement and automatically prioritises security risks based on the context of the file and user — not just the destination someone moves it to.

 

The Hidden Risks of Shadow IT

  1. Data Leaks and Loss
  • Unsecured apps can store sensitive data outside your protected environment.
  • Departing employees might walk away with critical files.
  1. Compliance Nightmares
  • Unauthorised tools may violate regulations like GDPR, HIPAA, or PCI-DSS.
  • You can’t secure what you don’t know exists.
  1. Increased Attack Surface
  • Personal devices lack endpoint protection.
  • Unsanctioned apps might not be patched regularly, leaving open vulnerabilities.
  1. Incident Response Chaos
  • Security teams can’t respond to breaches involving systems they’re aware of.
  • Forensics and audit trails may be incomplete or non-existent.

Real-World Example: The Slack Leak Nobody Saw Coming

In a mid-sized financial firm, a team began using Slack to collaborate because their internal tools were too slow. Overtime, they shared client details, strategy documents, and access credentials on this unsanctioned platform.

When one employee’s personal email (linked to the Slack workspace) was compromised, the attacker had instant access to months of sensitive discussions. The incident wasn’t discovered until a client reported suspicious activity.

The kicker? The IT department had no idea Slack was even in use.

 

How to Detect and Prevent Shadow IT

  1. Network Monitoring
  • Use traffic analysis tools to detect connections to unauthorised cloud services.
  1. CASBs (Cloud Access Security Brokers)
  • These act as gatekeepers for cloud app usage, helping enforce policies even on third party platforms.
  1. Strong Policies & Training
  • Create clear policies around app usage.
  • Educate employees on the risks of Shadow IT and encourage safe innovation.
  1. Offer Better Alternatives
  • If employees are seeking external tools, your internal options might be lacking.
  • Invest in user-friendly, secure tools and involve staff in selecting them.

 

In Summary

Shadow IT isn’t just a nuisance – it’s a growing cybersecurity liability. In a world of increasing remote work, cloud adoption, and digital agility, ignoring it is no longer an option.

The best defence is visibility. Know what tools are being used, why they’re being used, and create a culture where security and productivity go hand in hand. Let us help you turn Shadow IT from a threat into an opportunity for smarter security. Book a consultation by contacting a member of the Cyber Security Specialists team on 01617060244 or email info@cybersecurityspecialists.co.uk.