Artificial Intelligence (AI) is gradually becoming embedded within organisations, often at a faster pace than the internal policies designed to govern its use. According to the latest industry research published by SnapLogic in October 2025, nearly eight out of ten employees now use AI tools in their day-to-day work. In many organisations, however, this is happening outside officially approved solutions.
It is within this context that the phenomenon known as "Shadow AI" has emerged. The term refers to the use of AI tools that have not been approved by the organisation or integrated into its governance framework.
These practices are spreading rapidly. Employees naturally adopt solutions that help them save time, improve efficiency or automate certain tasks. However, when such practices develop without being noticed, monitored and properly managed, they can create significant risks for organisations.
Extracts from client contracts may be copied into public AI models, source code submitted to third-party platforms that may reuse certain data, or sensitive information processed outside the frameworks established by the GDPR, POPIA or other applicable local regulations.
In many cases, data and usage traceability remains limited. In the event of an incident, organisations may face regulatory, operational and reputational challenges that can be difficult to manage.
Approaches based solely on prohibition quickly reveal their limitations. In practice, blocking certain tools often leads users to migrate towards alternative solutions that are even less visible and more difficult to control.
Organisations must therefore adopt a structured approach combining secure AI solutions, clear usage policies and ongoing employee awareness initiatives.
As with cybersecurity, effective risk management depends as much on the tools deployed as on employees' understanding of how these technologies should be used.
At OLEA, this approach includes: The deployment of secure AI platforms, the identification of tools presenting potential risks and the progressive support of employees towards the responsible and controlled use of these technologies.
The growth of Shadow AI demonstrates that the integration of artificial intelligence is no longer driven solely by IT departments, but also by the everyday practices developed directly by employees.
This raises an important question: Is AI use within your organisation properly governed or are the necessary controls and oversight mechanisms still being built?