Shadow AI: the new shadow IT
Departments are rapidly acquiring AI tools, often using credit cards and bypassing IT and procurement. This costs money and poses risks to your data and compliance.
- 11 August 2026
- 5 min
Shadow IT is familiar territory: Software that departments purchase themselves, outside IT and procurement. With the rise of AI tools, a new variant has emerged that grows faster and carries greater risk.
What is shadow AI?
A marketing team subscribes to a writing assistant, a developer uses their own code assistant, a department pays for an AI minute taker at meetings. Each individually a small amount, often via credit card or expense claim. Together a substantial and invisible cost.
Why is the risk greater than with ordinary shadow IT?
Your data leaves the organisation. Employees paste customer data, contracts or source code into an AI tool. For consumer subscriptions it is often unclear what the provider does with that data.
No contract terms. Agreements on data location, retention periods and whether your data is used for training can only be properly arranged in business contracts.
Double costs. Many existing Software products add AI features as paid add-ons, while departments meanwhile buy separate tools that do the same thing.
How do you get control?
1. Map what is being used. Look not only at IT contracts but also credit card statements and expense claims.
2. Choose a standard per application. Offer employees a good alternative rather than only prohibiting use; a ban without alternative exacerbates the issue.
3. Negotiate business terms. Establish that your data will not be used for training, specify where data is stored and how you centrally manage licences.
4. Include AI in your renewals. Check at every renewal what AI features exist in your current Software so you don’t pay twice.
How SoftVaro helps
SoftVaro maps your Software landscape, including tools purchased outside IT. We negotiate business terms with the Software vendors you want to keep.
Frequently Asked Questions
The most commonly asked questions on this topic.
Should I ban AI tools?
A ban without an alternative rarely works. Employees will then find their own ways. A clear standard with good business terms is better.
How do I find out which AI tools are already in use?
Start with credit card statements, expense claims and invoices. Supplement this with data from your IT management to uncover even the small subscriptions.
Ready to save on software?
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