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Detecting Shadow IT

The Context​

Thomas is the CISO at a consulting firm with 80 employees. He suspects that some consultants are using unapproved file sharing tools to exchange sensitive documents with their clients. However, he has no visibility into these usages.

The Problem Without VaultysHub​

Shadow IT — the use of software not approved by the IT department — represents a major blind spot in security:

  • Thomas does not know which SaaS applications are actually being used
  • Client data may potentially be circulating on unsecured tools
  • It is impossible to guarantee GDPR compliance without a comprehensive inventory
  • Security audits reveal vulnerabilities after the fact, never in real-time

With VaultysHub​

Step 1 — Activating Detection​

The VaultysHub browser extension, deployed on the company's workstations, automatically detects the web applications used by employees. Thomas activates the Shadow IT feature from the administration panel.

Step 2 — Receiving Alerts​

Thomas's inbox in VaultysHub fills up with notifications: the extension has detected that 12 employees are using an unlisted file transfer service, and 5 others are using a personal project management tool.

Step 3 — Decision Making​

For each detected application, Thomas has the choice:

  • Approve the application and add it to the official VaultysHub catalog
  • Block access if the application poses a risk
  • Investigate by contacting the concerned users

Step 4 — Tracking and Documenting via Logging​

Thomas opens the Logging (Audit Trail) and filters by the event type “Shadow IT detected.” He obtains the complete list: who used which unlisted application, when, and from which device. This data constitutes documented evidence of detection and automatically feeds into the monthly CISO report in the “Shadow IT Detections” section.

Step 5 — Regularization​

Thomas decides to add the file transfer service to the catalog after verifying its compliance. He creates a dedicated folder, configures access, and the concerned employees find the application directly in their VaultysHub dashboard — this time in a secure and tracked manner.

What It Changes​

Without VaultysHubWith VaultysHub
No visibility into actual usagesReal-time automatic detection
Discovery of risks during auditsProactive alerts
Impossible to act quicklyDecision in a few clicks
Potentially exposed dataTraceability and access control
No history of detected applicationsComplete log filterable by type “Shadow IT”
Security reports compiled manuallyMonthly CISO report with dedicated Shadow IT section

Features Used​

  • Shadow IT — Automatic detection of unlisted applications
  • Folder Management — Organization of approved access
  • Logging — Log filterable by event type “Shadow IT detected”
  • Reports — Monthly CISO report with dedicated Shadow IT section