Shadow AI Is Here, And It’s Hungry for Your Company Data

It’s 2025 and it seems like your company's most innovative employees are also its biggest security risk. 

They live on the bleeding edge of technology, always finding clever workarounds to corporate restrictions, and while you're updating the security policy deck, they're already testing the latest AI models on their personal devices, sharing snippets of code from your servers like they're trading Pokémon cards.

If you're anything like me, you've seen firsthand how technology can be both a blessing and a curse. With AI, nothing stays the same. 

Today, I want you to learn how to tackle the latest curveball: Shadow AI  it's even more dangerous than its older sibling, Shadow IT. It's a threat that could easily turn your carefully guarded company data into tomorrow's headline.

Your colleagues are feeding sensitive company data into unauthorized AI tools. This practice, known as Shadow AI, is rapidly becoming a significant security threat. A recent report highlights that non-corporate accounts make up 74% of ChatGPT use and 74% of Gemini and Bard use at work, with 27.4% of data inputted into AI tools considered sensitive.

The new digital dilemma: Shadow AI unmasked

So, if everything’s going according to plan, your security team has whitelisted a shortlist of AI chatbots, and the rest are unreachable using corporate devices. You’ve also rolled out proper AI policies, communicated them well, and everyone should know that the new, shabby AI tool is out of the question. Yet, somewhere in the dark corners of your company, employees are quietly using unsanctioned AI tools on their personal devices. They use them to write code, analyze data, and create presentations. They take a screenshot, let AI handle the heavy lifting, or talk to it as if it’s their BFF.

They’re not being malicious – just opportunistic. If you ask them, they’re early adopters, AI explorers, efficient hackers. But if you ask your security team, you’d find out fast that they’re potentially feeding your company’s sensitive data to third-party servers, and whatnot.

An analysis covering 3 million workers found that AI usage grew by 485% year-over-year, with over 90% of this usage occurring in personal "shadow AI" accounts. This trend exposes company data to public AI models, increasing the risk of data leaks. (Cyberhaven, May 2024)

And it gets worse: Employees are sharing legal documents, HR data, source code, financial statements, and other sensitive information with public AI apps frequently, leading to data breaches and privacy concerns. (Cyberhaven Q2 2024 AI Adoption and Risk Report)

Your team will find ways around your company’s policies and blacklists. And as a result, your confidential data could end up in places you never intended.

A tale of two worlds: When efficiency meets risk

Let me share a little story. A good friend of mine,  not to mention names, is an experienced internal communications manager who recently landed a temp role at a cybersecurity firm. They have built very high walls there, blacklisted popular platforms, gathered the entire team for a monthly security town hall, and even restricted (hybrid!) employees from using public Wi-Fi (yes, not even at their favorite coffee shop or the airport!).

Not only does my friend’s job involve ensuring the company’s security policies are on lock, but she also has to communicate these updates to her team.

Surprise, surprise, she herself is not following her own advice. She’s so used to the convenience of AI-powered tools that help her structure ideas, translate content, and sprinkle in just the right touch, that she can’t imagine going back to the manual brainstorming -> drafting -> writing -> editing -> deleting process she once loved.

Her favorite AI chatbot is a very smart tool called Claude, which – according to her employer’s strict rules – is NOT to be used. And then there’s Perplexity, another tool she’s used in the past for research, a big no-no in her current role. Instead of re-adapting her writing process, she just downloaded those AI apps onto her personal phone. Every pair of jeans has two pockets, right?

Next thing you know, she’s using her phone’s multimodal capabilities to snap photos of her super-secure computer screen and generate whatever with AI. When DeepSeek was launched, everyone talked about its abilities, but she stopped.
No, she didn’t.

Are you feeling hungry? Because I’ve got the perfect recipe for a data breach.

Why should you care about Shadow AI?

I know what you’re thinking: “Yes, but what’s the worst that could happen?” Well, for the past three years, experts have been warning companies that employees are unwittingly feeding corporate secrets to popular AI chatbots. What’s next?

• Data leakage: Every time an employee copy-pastes company data into an unapproved AI tool, there’s a risk that the information is being stored on servers outside your control.
• Security breaches: With sensitive information potentially ending up in the wrong hands, one breach could cost your company more than just money – it could damage your reputation beyond repair.
• Policy backlash: Despite the best-laid security policies, employees will always find a workaround. Blocking access on company devices might nudge them toward personal devices – where you have even less control.

Enter Workvivo AI: The best of both worlds

So, what’s a savvy internal comms manager to do when the lure of unsanctioned AI becomes too strong? The answer lies in meeting your employees where they are. With Workvivo AI, think of it as the official, secure, and downright brilliant answer to Shadow IT and Shadow AI. Rather than forcing your team to choose between productivity and compliance, Workvivo gives them a tool that’s designed to do both.

Top Workvivo AI features that tackle shadow AI head-on

Effortless content creation with generative AI

With Workvivo AI, a tool that understands your brand voice and culture, your employees can create, refine, and perfect their content in a flash. Whether it’s drafting posts, preparing updates, or even creating shout-outs, this tool offers suggestions, corrects grammar, and helps them translate their thoughts into actions.

Auto-translations and multilingual support

If you need to travel messages across borders and languages, Workvivo can translate content in real-time, ensuring that no one is left out of the conversation – even if they’re not fluent in English, 73 other languages are supported. 賢い. I mean 聪明. Klug. Умный. 똑똑한, ذكي, Inteligente. Right?

Need sharp answers fast? Just ask Workvivo AI

Need help? Workvivo AI is built to understand the context of your communications, providing intelligent, real-time support that’s as helpful as a colleague sitting next to you.

Secure by design

Perhaps most importantly, every bit of data processed by the Workvivo AI is handled with the highest levels of security and compliance in mind. Powered by Zoom, Workvivo AI utilizes multiple trusted AI models to deliver reliable, secure results. All models operate under Zoom's strict data processing standards to ensure enterprise-grade security and quality. This means that your sensitive information stays under lock and key, even when your team is working remotely or on the go.

The bigger picture: Why embracing a secure AI tool matters

Your employees are under constant pressure to deliver better work while juggling an ever-growing list of responsibilities, and time is money. The temptation to turn to AI in the name of convenience is strong, and it’s only going to grow stronger as AI technology continues to evolve. If you don’t offer your team a secure, compliant alternative, you’re effectively giving them a free pass to use risky, unapproved tools.

A double-edged sword

Don’t even try to ban AI entirely – because, let’s face it, that ship has sailed. You should provide a framework that allows safe, controlled use.
By integrating Workvivo AI into your employee experience platform, you’re saying to your team: “Yes, we value your need for AI and its abilities. And yes, we take our data security seriously. With this tool, you don’t have to choose.”

I know change can be daunting. But technology is moving fast, and so must we. 

The days of relying on outdated tools and hoping for the best are over.

It’s time to get ahead of the curve and embrace a solution that serves both your creative and security needs.

What can you do right now? A quick-fire checklist

• Review your current policies: Are they clear? Are they updated? Are they accessible?
• Talk to your team: Find out what AI tools they’re currently using. You might be surprised at how many are already venturing into the shadow. Open a dialogue about the risks and benefits of using unapproved tools.
• Explore Workvivo AI: A tool that’s designed with your org in mind. Give your team the freedom to be creative while keeping your data secure.
• Educate and empower: Training sessions, Q&As, and regular updates on how to use new tools can go a long way in ensuring everyone is on board and aware of the risks involved.

Let’s stop Shadow AI before it even has a chance to go rogue. Here’s to a future where efficiency meets security, and where every employee feels both empowered and protected!

Why Workvivo AI is the answer

• Built for internal comms pros – Craft, refine, and enhance messages effortlessly.
• Survey creation made easy – Generate and publish surveys in a single click.
• Context-aware support – Get real-time, intelligent Workvivo AI without compromising security.

Your employees are already using AI—the only question is whether they’ll use a tool that protects your company or one that puts it at risk.

With Workvivo AI, the choice is simple: Empower your team. Safeguard your data. Stay ahead.