It’s possible to have a solid cyber security strategy in place – firewalls, endpoint protection, backup systems, and even compliance frameworks like Cyber Essentials – and still be putting your network at risk. It’s often down to a growing threat that easily flies under the radar: shadow IT.
It even sounds sinister, but it just refers to the use of hardware, software, or cloud services without the knowledge or approval of your IT department. It’s typically driven by good intentions; employees are trying to work faster, collaborate more efficiently, or bypass slow internal processes. However, when unapproved apps start to creep into your workflow, they open the door to serious cyber security risks, compliance issues, and critical data loss.
With the rapid rise of SaaS platforms, remote work tools, and personal device use, shadow IT has become a silent but significant security gap – with 45% of organisations ranking software that employees use, including shadow IT, as the number one area where IT and security leaders report insufficient data to make informed security decisions.
In this blog, we’ll explore the hidden risks behind unapproved tools, how they threaten IT compliance and cyber resilience, and what steps your business can take to regain control.
What Is Shadow IT and Why Is It Growing?
Shadow IT isn’t always malicious, but it is always risky. It describes any hardware, software, or online service used by employees without explicit approval from the IT department. Common examples include using personal file-sharing platforms like Dropbox, downloading productivity apps without vetting, or subscribing to SaaS tools on a company card without central oversight.
So, why is shadow IT on the rise?
- Ease of access: Most SaaS tools are just a few clicks and a credit card away. Employees can bypass internal processes and get instant access to apps that solve immediate problems.
- Remote and hybrid working: With teams spread across locations, workers are more likely to turn to external tools that suit their individual preferences or boost their productivity.
- Perceived delays from IT: If IT teams are stretched thin or have rigid approval processes, staff may feel they have no choice but to go it alone.
- Bring Your Own Device (BYOD): The blending of personal and professional devices makes it harder for IT to monitor what’s being used and where company data is going.
The problem is that every unsanctioned app introduces potential vulnerabilities, whether through unpatched software, lack of encryption, or poor access controls. And without visibility, your IT team can’t protect what they don’t know exists.
What Shadow IT Can Cost Your Business
It doesn’t feel like a big deal at the time – just a quick download here or a new SaaS subscription there – but it can carry serious consequences for your business. Without central control or oversight, these tools can quickly become weak links in your cyber security chain.
- Cyber security vulnerabilities
Unapproved tools often bypass security protocols like encryption, multi-factor authentication, or regular patching. This leaves your network exposed to threats such as malware, phishing, and ransomware, all without your IT team even realising the door was open. - Data loss and leakage
Employees might unknowingly store sensitive data in unsecured locations or personal accounts. If an app is breached or access is lost, you could permanently lose control over critical business information. - SaaS risks and shadow data
Many shadow IT tools are cloud-based and store data outside the business’s control. This not only makes it difficult to track where your data lives but also limits your ability to apply standard retention or deletion policies. - Non-compliance with regulations
Shadow IT undermines IT compliance efforts, including Cyber Essentials, GDPR, and ISO standards. If you’re audited or suffer a breach, unapproved apps could be flagged as major vulnerabilities. - Reduced efficiency and higher costs
Multiple teams using different tools for the same tasks create duplication, siloed data, and inconsistent workflows. Worse, some of these tools may already be covered by approved enterprise solutions, wasting budget and increasing support issues.
Shadow IT doesn’t just introduce risk; it creates blind spots that can stop your business from identifying, containing, or recovering from an incident.
How to Control Shadow IT in 2025
Eliminating shadow IT entirely may not be realistic, but controlling it absolutely is. With the right mix of visibility, training, and policy, your business can regain control over unapproved tech and significantly reduce the risks. Here’s how:
- Set Clear IT Policies
Lay the groundwork with clear, up-to-date IT usage policies that define what tools are permitted, how new software should be requested, and what the security expectations are. Make it easy for staff to understand the “why” behind the rules: this is less about control and more about protecting the business and its data.
- Educate and Train Employees
Many shadow IT decisions stem from good intentions. That’s why ongoing security awareness training is so important. Equip your teams with the knowledge to:
- Recognise risky behaviours (like uploading files to personal drives)
- Understand the impact of SaaS risks on IT compliance
- Know how to request new tools the right way
- Implement IT Monitoring and Discovery Tools
Redinet’s IT support services include advanced monitoring tools that help uncover unauthorised apps, services, and endpoints. These tools give your team real-time visibility into shadow IT usage, which allows you to act before it becomes a problem.
- Align with Cyber Essentials
Cyber Essentials sets a baseline for secure IT practices, including access control, software updates, and network protection. Actively managing shadow IT is essential to maintaining certification. With Redinet’s guidance, you can build a strategy that not only tackles shadow IT but also strengthens your overall cyber posture.
Why It Matters for IT Compliance and Cyber Essentials
Controlling shadow IT is critical for meeting today’s compliance standards. In 2025, regulations and frameworks like Cyber Essentials place increasing pressure on businesses to prove they have robust cyber security practices in place.
Shadow IT poses a direct threat to compliance by:
- Breaking visibility: If you don’t know a tool exists, you can’t secure it, monitor it, or include it in your audits.
- Undermining access control: Cyber Essentials requires that only authorised users and devices can access systems and data. Unapproved tools create backdoors that bypass this entirely.
- Weakening patch management: Many shadow IT tools aren’t regularly updated or, worse, can’t be patched by your IT team at all.
- Compromising secure configuration: Without oversight, these tools may lack encryption, strong authentication, or secure settings.
Failing to address these gaps puts your Cyber Essentials certification at risk and may lead to audit failures, regulatory penalties, or even lost business opportunities.
Prevent Shadow IT from Undermining Your Cyber Defences with Redinet
Shadow IT may start with good intentions, but without control, it introduces serious risks to your business – from cyber threats and data loss to compliance breaches and wasted resources. In 2025, it’s more important than ever to know exactly what’s running across your network.
With clear policies, ongoing training, proactive monitoring, and the right IT support, you can take back control. Redinet is here to help. Our expert team works with UK businesses to identify shadow IT, tighten security, and ensure Cyber Essentials compliance every step of the way.
