Resources: models, data and budget|INEMA.CLUB-PRO

Lesson 5 · 20 min

Shadow AI

Rafael's official list has eight tools. The internal survey (22 of the 40 people answered) found four more: an extension that reads emails from finance, an app that records client visits, a free chatbot with the client spreadsheet, and an add-on with access to the whole Drive. Nobody acted in bad faith. In this lesson you build the inventory and decide what stays.

Start the lesson
Open office seen from behind: one person records with a phone, another uses a chat window on a laptop, another works on a colorful spreadsheet.

In this lesson you will

  1. 1Ask in a way people will answer
  2. 2Follow the data: what goes through, where it goes, and under what contract
  3. 3Decide to keep, replace or cut, always with an alternative
  4. 4A one-page policy and the survey every quarter

Goal: take an inventory of the AI tools the team already uses without IT knowing, with owner, data that flows through, and a decision to keep, replace or cut.

01The inventory cycle

It's not a witch hunt: it's finding out what the team needs and offering a safe way to do it. Click each step.

Click each block in the diagram to see what it does.

Lab answer key recommendation for F12: don't punish; take inventory, evaluate each tool, offer an approved alternative, publish a simple policy, and repeat the survey every quarter. Horizonte: fictional study company.

02From finding to decision

Four steps with Horizonte's inventory (F12 and F10 in the lab).

1. Ask without punishing

Horizonte's answers came in because the survey was anonymous and asked "how do you use technology at work," without the word forbidden. Even so, 18 of the 40 people didn't respond.

The people who didn't answer are part of the result: they may be the department that uses it the most. Do a second round, talking to each leader, before you say the inventory is complete.

At Horizonte"To write proposals, I paste the client spreadsheet into a free AI chatbot, on my personal account. It saves a lot of time." Sales, answer 8. It's a real need, solved the wrong way.

03Templates to copy

The survey, the inventory with decisions, and the one-page policy. The next tab shows Horizonte's inventory.

Anonymous survey (4 questions)
SURVEY · How do you use technology and AI at work? · anonymous · <department>
No one will be punished for what they answer. We want to know what helps you,
so we can offer a safe way to keep doing it.

1. What tools (apps, sites, extensions, assistants) do you use at work
   besides the official ones? For what?
2. What information do you put in, or let these tools read?
   (clients, emails, spreadsheets, photos, audio, documents)
3. Do you use a company account or a personal one? Free or paid?
4. If the tool disappeared tomorrow, what would get harder in your work?
AI inventory with decisions
AI INVENTORY · <area/company> · date <...> · owner <name>
Survey: <n> of <total> people responded · 2nd round: <date>

| Tool | Department / who uses it | For what | Data that passes through | Where it goes / account | Contract? Trains on the data? | Owner | Decision (keep/replace/cut) | Alternative | Deadline |
|---|---|---|---|---|---|---|---|---|---|
| <...> | <...> | <...> | <...> | <personal/company, country> | <yes/no> | <name> | <...> | <...> | <date> |

CRITERIA: cut = client data or broad access without control
          replace = legitimate need, unsuitable tool
          keep = low-risk data + contract + owner
IMMEDIATE ACTIONS: <access to revoke, sending to suspend>
NEXT SURVEY: <date, one quarter from now>
AI use policy (1 page)
AI USE POLICY · <company> · version <...> · owner <name>

ALLOWED (with the approved tools: <list>)
- <use AI for text drafts without client data>
- <...>

NOT ALLOWED
- Putting client, employee or financial data into a tool that isn't approved
  or into a personal account.
- Recording a client or colleague without notice.
- Giving an extension or add-on access to all files.
- <...>

WANT A NEW TOOL? Ask <name/channel>. Answer within <n> business days.
THINK YOU MADE A MISTAKE? Tell <name>. Whoever speaks up is not punished; what gets hidden is.
REVIEW: every quarter, together with the survey.
Simulation: illustrative example

AI inventory · sales and nearby areas · Oct/2026 · Horizonte, fictional study company · owner: Patrícia with Rafael · survey: 22 of 40

  1. Free chatbot, personal account · sales · proposals · client spreadsheet · cut right away; replace with AI on a company account with a contract, without the whole spreadsheet · Patrícia.
  2. GravaReunião · sales · records visits without notice · clients' voices and conversations · cut recording without notice; replace with note-taking or an approved tool with notice to the client · Patrícia.
  3. MailResumo (extension) · finance · invoice summaries · supplier emails and amounts · cut and evaluate an alternative in the corporate email · Rafael.
  4. PlanilhaGênio (add-on) · finance · formulas · access to the whole Drive · cut the access right away; evaluate an option with access to the spreadsheet only · Rafael.
  5. Daily summary (free service) · customer service · full conversations with tax ID and address, outside Brazil, no contract · suspend and replace with a vendor with a contract and anonymization · Juliana and Rafael.

2nd round with the department leaders: by 10/31. Next survey: January 2027.

04Practice

Horizonte's inventory to practice on; your team's for real.

1 · Horizonte's inventory

30 min

Open the lab's IT inventory and read the 22 answers. Find the tools that aren't on the official list. Also open the service summary and check whether it is in the inventory. Fill in the template, decide each line, and write Horizonte's one-page policy.

Done when: the inventory has all 5 tools (the 4 from the survey and the daily summary), each with department, data that passes through, destination, owner, decision and deadline; every decision to cut has an alternative; the policy has the four parts (allowed, not allowed, who to ask, think you made a mistake) and the date of the next survey.

2 · Your team's survey

30 min + 1 week

Send the anonymous survey to your team (or area), saying up front that no one will be punished. Wait a week, talk to the people who didn't respond, and build the inventory. Take the decisions to cut to IT with the alternative already worked out.

Done when: the survey went out to the whole team, you know how many responded, you ran a second round with those who didn't respond, and the inventory lists each tool with its data, destination, owner, decision and deadline, plus the one-page policy published or sent for approval.

Lab pieces: IT inventory and internal survey (F12) and service summary (F10).

05Quick quiz

4 questions. The explanation appears after you try.

Question 1 of 4

The survey revealed that a salesperson pastes the customer spreadsheet into a free chatbot. What is the best reaction?

06Summary

Ask without punishingAnonymous, concrete survey, and a count of who didn't respond.
Follow the dataWhat goes in, where it goes, contract, and use for training.
Cut with an alternativeKeep, replace or cut, with owner, date and reason.
One-page policyWhat's allowed, what's not, who to ask. Survey again every quarter.

To go further

Laboratório Horizonte: IT inventory and internal survey (F12, fictional study company)Laboratório Horizonte: the customer service summary (F10)Profissional 2030 Base: trusting what AI builds (LGPD and where the data goes)
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