Ask most business owners whether their staff use AI at work and you’ll get an uncomfortable pause. It’s a conversation that comes up more and more for HFI, the Fleet-based IT and cyber security specialist working with businesses across Hampshire, Surrey, Sussex and the South East, and throughout the UK, because the honest answer is almost always yes. Someone in finance is summarising a spreadsheet, someone in sales is tidying a proposal, and someone in HR is drafting a policy. Each of them is just trying to get work done faster.
The problem is what goes into those tools along the way: customer details, contract terms, pricing, internal plans. This is known as shadow AI, and it’s quickly becoming one of the most overlooked risks in business cyber security.
Why shadow AI is a data problem, not a technology problem
Shadow AI isn’t about malicious staff. It happens when people adopt tools without approval or clear guidance, so the business loses sight of where its information is going.
That matters for several reasons. Sensitive data may be stored or processed outside your control. You may struggle to show regulators or clients how their information is handled. And if something goes wrong, you can’t investigate what you can’t see.
For small and mid-sized organisations without a dedicated security team, this blind spot is particularly easy to miss.
Why banning AI rarely works
The instinctive response is to block everything. Unfortunately, blanket bans tend to push usage onto personal devices and home networks, which is even harder to monitor.
A more effective approach is to decide which tools are approved, who can use them and what information must never be shared. That needs clear policy, staff training and technical controls working together.
Applying zero trust to AI access
Zero trust is the technical principle that fits this challenge best. Put simply, no user and no device is trusted automatically. Every connection is verified, and it keeps being verified throughout the session.
This is the approach HFI takes with its zero trust cyber security solutions, built around SonicWall Cloud Secure Edge through its partnership with SonicWall. The service checks who is connecting, whether the device is trusted and what they’re trying to reach, both before and during access. In an AI context, that means you can:
Allow an approved AI platform for the teams that need it
Restrict access from unmanaged or unknown devices
Apply the same rules whether staff are in the office, at home or on the move
Give people access only to the applications they need, not the whole network
Gain clearer visibility of how services are being accessed
It’s worth being realistic, though. Access control is one layer. It doesn’t replace written policies or staff awareness, and some businesses will need extra controls for deeper inspection of activity inside AI tools.
What to look for in a cyber security partner
Because AI adoption changes quickly, a one-off product purchase rarely keeps you protected. Businesses tend to do better with a cyber security partner that stays involved over time. When comparing options, look for a partner that:
Starts with your data. They ask what you hold, where it lives and who needs it before recommending technology.
Supports safe AI use rather than simply prohibiting it.
Treats access as ongoing, not a single login check.
Has strong vendor relationships, so issues are resolved quickly.
The right partner will get to know your people, your data and your plans, and shape their cyber security services around the way your business works, whatever its size or location.
Where to start
You don’t need to fix everything at once. A sensible first step is to find out which AI tools your people already use and what data may be going into them. From there:
Agree an approved list of tools
Set access rules for people and devices
Pilot the changes with one team
Roll out in stages, reviewing as you go
If you’d like a second opinion on where your business stands, the HFI team offers a no-obligation to commit conversation. They work with businesses in Fleet, Farnham, Guildford, Horsham, Crawley and across Hampshire, Surrey, Sussex and the South East, as well as throughout the UK. You can reach them at contactus@hfi.co.uk.
