Guide

How to detect shadow AI in a small business

Shadow AI is any AI tool your team uses for work without anyone approving it. It is usually well meant: someone finds a tool that saves time. The risk is that company or customer information ends up somewhere you never chose. Here is a simple way to find out what is in use.

1. Ask your team first

The fastest source is the people doing the work. Ask openly, without blame: which AI tools do you use for work, what do you put into them, and are you on a free or personal account? Make it clear the goal is a list, not punishment, or you will get a short list.

2. Check which apps are connected to work accounts

Many AI tools ask to connect to email, calendars or files. Google Workspace and Microsoft 365 both let an admin see third-party apps that users have granted access to. Look for AI assistants, note takers and writing tools in that list, and note what each one can read.

3. Look at spending

Review card statements and expense claims for AI subscriptions. A monthly charge for an AI tool nobody mentioned is an easy thing to find and a good conversation starter.

4. Check meetings and browsers

AI note takers often appear as an extra participant in video calls. Browser extensions with AI features can read the pages people open. A quick look at meeting attendee lists and installed extensions on work computers will show both.

5. Decide what is okay

Once you have a list, sort each tool into approved, approved with limits (for example, no customer data), or not approved. Write that down in one page, share it with the team, and check again every few months. If you have an IT provider, give them the list too.

Where Synctropy fits

We help businesses see which AI tools their teams use. If you would rather not do this by hand, get in touch below.