Use AI safely without putting business data at risk
Give your team approved AI tools, clear rules and web filtering, so client and company information doesn’t end up in public AI services.
The challenge
Do you know which AI tools your team is using?
Staff often turn to free AI chatbots to draft emails, summarise documents or analyse spreadsheets. It saves time, but client details and internal documents can end up in services nobody has reviewed.
This unmanaged use, often called shadow AI, sits outside your normal IT controls and can create privacy and confidentiality risks.
Common shadow AI risks
- Client information pasted into public chatbots
- No policy on which AI tools are allowed
- AI browser extensions with broad access
- Personal AI accounts used for work
- Copilot surfacing files that are overshared
What’s included
Shadow AI and web filtering services
Every arrangement is scoped around your business, but most include:
AI usage discovery
Identify which AI tools and browser extensions are being used across your business.
AI use policy
A short, practical policy setting out which tools are approved and what data can be used with them.
Approved AI tools
Help choosing and setting up business AI tools, such as Microsoft 365 Copilot, with appropriate data protections.
Copilot readiness
Fix oversharing in SharePoint and OneDrive and apply sensitivity labels before Copilot is rolled out.
Web content filtering
Block risky or unapproved websites and AI services on company devices, wherever staff are working.
Staff guidance
Simple guidance on using AI tools productively without exposing client or company information.
How we work
Our process
Discover
Find out how AI is being used today.
Decide
Agree approved tools and clear rules.
Control
Apply filtering, permissions and data protections.
Support
Help staff use approved tools well and review regularly.
Why Zenvia
Why choose Zenvia for AI governance?
We aim to make AI safe to use rather than banning it. Controls are applied through Microsoft 365 and device management, so they work in the office and remotely.
- Practical policies staff will actually read
- Controls applied through tools you already have
- Copilot readiness built on good permissions
- A balance of productivity and protection
- Plain-English guidance for staff
FAQs
Frequently asked questions
What is shadow AI?
Shadow AI is the use of AI tools at work without the business’s knowledge or approval. The main risk is sensitive information being entered into services that haven’t been checked for privacy and security.
Should we ban AI tools?
Usually not. Bans tend to push use onto personal devices and accounts. Approving suitable tools and setting clear rules is generally more effective.
Is Microsoft 365 Copilot safe to use?
Copilot works within your existing Microsoft 365 permissions, so it can surface any file a user can already access. Fixing oversharing and applying sensitivity labels before rollout is an important first step.
How does web filtering work for remote staff?
Filtering can be applied on the device itself, for example through Microsoft Defender or DNS filtering, so policies follow laptops outside the office.
Related services
You might also need
IT Governance & Compliance
IT policies, risk management, access reviews and privacy readiness that bring structure to your technology.
Microsoft 365 Management
Users, licences, email, Teams and SharePoint set up properly, secured and managed day to day.
Privacy & Data Breach Readiness
Map the personal information you hold, protect it and prepare a data breach response plan.
Ready to get started?
Tell us how your team uses AI today and we’ll suggest a safe, practical way forward.