Unapproved Apps Are Putting Your Business at Risk: Here’s How to Stop It
Most business leaders assume their IT systems are secure because they’ve invested in firewalls, backups, and antivirus protection. But there’s a quieter, less obvious threat growing inside nearly every company: shadow IT. Employees often turn to free or low-cost apps to make their jobs easier—file sharing, task management, or messaging platforms—without realizing that those tools aren’t approved or monitored by the IT team.
This “do-it-yourself” approach may seem harmless, but it creates serious security and compliance risks. The good news is that with the right visibility, business owners can bring shadow IT into the light and keep their data safe.
What Is Shadow I.T.?
Shadow IT simply means technology that’s used in your business but isn’t officially approved or supported by your IT department. Maybe a salesperson saves client contracts in their personal Dropbox, or a team collaborates on a free project board instead of the company-approved platform.
The intentions are usually good—employees want to work faster or avoid clunky processes—but the result is the same: data stored in places no one is monitoring.
Why Unapproved Apps Are Risky
Shadow IT creates blind spots that leave your business exposed. Sensitive files can end up in unsecured accounts, sometimes even tied to an employee’s personal email. If that employee leaves, your company may lose access to critical information.
Compliance is another major issue. For industries handling regulated data—like healthcare, education, or finance—storing files in unapproved tools could lead to violations of HIPAA, FERPA, or GDPR. On top of that, many of these apps don’t require strong passwords or multi-factor authentication, making them easy targets for cybercriminals.
Even financially, shadow IT can create waste. Businesses often discover they’re paying for licensed solutions while employees also use redundant free versions on the side.
What Are SaaS Alerts?
The most effective way to spot shadow IT is through SaaS alerts. These are automated notifications that monitor activity inside your approved platforms—like Microsoft 365 or Google Workspace—and flag anything unusual.
For example, if someone tries to connect their work email to a personal Gmail account, or installs a third-party file-sharing add-on, SaaS alerts notify IT immediately. They can also detect suspicious activity, such as multiple failed login attempts or a sudden data download late at night.
Think of SaaS alerts as a security camera for your cloud environment. They give decision makers visibility into what’s happening in real time, allowing quick action before small risks become major breaches.
How to Get Shadow IT Under Control
The first step is awareness. Employees often don’t realize the risks they create when they use unapproved apps. By explaining the dangers—and providing safer alternatives—you can reduce the temptation to go around IT.
Next, implement SaaS monitoring tools so you can actually see what tools are being connected and how they’re being used. With that visibility, IT teams can decide whether to block risky apps or bring them under official management.
Finally, work with a Managed Service Provider (MSP). An MSP can set up SaaS alerts, monitor cloud usage, and provide guidance on what should or shouldn’t be approved. This approach allows employees to stay productive while keeping your data secure and compliant.
Unapproved apps are no longer just a minor inconvenience—they’re a genuine business risk. Shadow IT can lead to data loss, security breaches, and compliance failures, all while flying under the radar. But with SaaS alerts and proactive monitoring, you can take back control of your IT environment.