AI Security & Governance
Secure AI adoption for UK businesses
AI tools are already being used across most businesses, often without visibility or governance. Fifosys helps organisations reduce Shadow AI risks, secure platforms like Microsoft Copilot and ChatGPT, and put practical controls around how AI is used at work.
Secure AI Adoption
AI adoption is moving faster than governance
Even if your organisation has not formally rolled out AI tools, employees are likely already using them to write emails, summarise meetings, analyse information, and speed up everyday work.
This creates both opportunity and risk.
Without visibility, governance, and clear security controls, businesses can unintentionally expose sensitive information, create compliance issues, and introduce unmanaged technology into the organisation.
Fifosys helps businesses take a practical, security-first approach to AI adoption, enabling teams to work more efficiently without compromising control.
AI Security & Governance
Helping your business use AI securely, responsibly and with control
AI is already changing how teams work. Fifosys helps you understand the risks, choose the right tools, and put practical governance around AI adoption.
Secure AI adoption from the start
AI creates real productivity opportunities, but it also introduces new risks around data protection, compliance and user behaviour. We help you put the right controls in place before AI becomes another unmanaged business risk.
- Protect sensitive company, client and financial data
- Set clear rules for how employees can use AI tools
- Align AI usage with security, compliance and governance requirements
- Data loss prevention
- Identity and access controls
- Approved AI tool policies
- Secure rollout planning
Understand the AI tools already in use
Your teams may already be using platforms such as Microsoft Copilot, ChatGPT, Gemini, Claude, Grammarly AI, meeting assistants and browser extensions. We help you identify which tools are useful, which are risky, and which need stronger controls.
- Review approved and unapproved AI platforms
- Assess Microsoft Copilot readiness
- Support safer use of AI across everyday workflows
- Which AI tools are being used
- Whether accounts are business-managed
- What data users may be sharing
- Where policy gaps exist
Reduce the risk of Shadow AI
Shadow AI happens when employees use AI tools without approval or oversight. It is rarely malicious, but it can expose confidential data, create compliance issues and leave leadership with no visibility of how AI is being used.
- Identify unmanaged AI usage across the business
- Reduce the risk of sensitive data being uploaded externally
- Give employees safer, approved ways to use AI
- Personal AI accounts used for work
- Confidential files uploaded externally
- Unapproved browser extensions
- No visibility for IT or leadership
Build practical AI governance
AI governance does not need to slow your teams down. We help you create clear, usable policies and security controls so people know what they can use, what data they can share, and where the boundaries are.
- Create acceptable use policies for AI
- Define controls for data handling and access
- Support awareness training and ongoing monitoring
- AI acceptable use policy
- Approved tool guidance
- User awareness support
- Monitoring and reporting approach
AI Tools In The Workplace
How businesses are using AI today
AI tools are becoming part of everyday business operations, from Microsoft 365 productivity to meeting summaries, writing support and research. The key is understanding where these tools add value, and where they create risk.
Microsoft Copilot
Common business use
Email drafting, Teams meeting summaries, document analysis and productivity support across Microsoft 365.
Key considerations
Permissions, SharePoint structure, data exposure, licensing readiness and whether your Microsoft 365 environment is prepared.
How Fifosys helps
Copilot readiness assessments, data governance reviews, identity controls, user guidance and secure rollout support.
ChatGPT
Common business use
Research, content creation, summarisation, brainstorming and workflow support.
Key considerations
Sensitive data uploads, unmanaged personal accounts, output accuracy and unclear rules around business use.
How Fifosys helps
Acceptable use policies, browser and endpoint controls, staff awareness training and Shadow AI visibility.
Google Gemini
Common business use
Document summarisation, research, writing support, analysis and productivity tasks across Google-connected workflows.
Key considerations
Third-party AI usage, data handling, retention settings, account controls and governance visibility.
How Fifosys helps
AI platform assessments, governance recommendations, access management controls and compliance alignment.
Claude
Common business use
Long-form document analysis, drafting, summarisation, research and internal productivity support.
Key considerations
Confidential document handling, unmanaged usage, data protection and output validation.
How Fifosys helps
Usage reviews, AI governance policies, user training and safer approved AI workflows.
Grammarly
Common business use
Writing support, tone improvement, email drafting, document editing and customer-facing communication.
Key considerations
Text entered into browser tools, sensitive client information, policy controls and user account management.
How Fifosys helps
Approved tool guidance, browser governance, acceptable use policies and data protection controls.
Zoom AI
Common business use
Meeting summaries, transcription, action tracking and collaboration support.
Key considerations
Recording policies, confidential discussions, data retention, consent and third-party integrations.
How Fifosys helps
Meeting AI governance, approved tool selection, policy creation and compliance reviews.
Why This Matters
AI risk is now part of everyday IT governance
AI is rapidly becoming part of normal business operations. The organisations that benefit most will not necessarily be the ones adopting AI fastest. They will be the ones implementing it securely, responsibly, and with proper operational oversight.
Fifosys helps businesses balance productivity, security, and governance as AI adoption continues to evolve.
AI usage assessments
Understand which AI tools are already being used across your business and where unmanaged risk exists.
Acceptable use policies
Create practical guidance around how employees can safely and responsibly use AI platforms.
Microsoft Copilot readiness
Assess permissions, data exposure, governance controls and Microsoft 365 readiness before rollout.
AI security reviews
Identify risks around data handling, Shadow AI, unmanaged accounts and third-party AI usage.
Data protection controls
Reduce the risk of confidential business or client data being exposed through public AI tools.
Staff awareness training
Help employees understand both the opportunities and risks associated with AI in day-to-day work.
Governance & compliance
Align AI usage with compliance obligations, internal policies and broader cybersecurity strategy.
Ongoing monitoring & reporting
Maintain visibility into AI usage trends, emerging risks and governance gaps over time.
AI Security FAQ
Common questions about AI security and governance
What is Shadow AI?
Shadow AI is when employees use AI tools without approval, visibility or governance from the business. This can include using personal ChatGPT accounts, browser extensions, meeting tools or other AI platforms to process work-related information.
Is ChatGPT safe for business use?
ChatGPT can be useful for business tasks, but it needs clear rules around what information employees can share. Sensitive client data, confidential documents and regulated information should not be entered into unmanaged AI tools without proper controls.
How do businesses secure AI tools?
Businesses secure AI tools by controlling access, setting acceptable use policies, managing data permissions, monitoring usage and training employees. The goal is to allow productive AI use without exposing sensitive information or creating compliance risk.
What is Microsoft Copilot readiness?
Microsoft Copilot readiness is the process of checking whether your Microsoft 365 environment is prepared for Copilot. This includes reviewing permissions, SharePoint structure, data access, identity controls, licensing and governance before rollout.
Can AI tools create compliance risks?
Yes. AI tools can create compliance risks if employees upload sensitive data, use unapproved platforms, rely on inaccurate outputs or process regulated information without clear controls. Governance helps reduce those risks while still enabling useful AI adoption.
Talk To Fifosys
Secure AI adoption starts with visibility and control
Whether you're exploring Microsoft Copilot, reviewing Shadow AI exposure, or building governance around employee AI usage, Fifosys can help you introduce AI securely, responsibly, and with proper operational oversight.