Why Free & Trial SaaS Apps Might Be a Security Time Bomb

Companies, big and small, are constantly on the hunt for the latest SaaS tools to streamline operations, foster collaboration, and drive growth. More specifically, it’s often the employee who finds SaaS tools that will make their job easier. The allure of free or trial versions of these tools is undeniably strong. 

After all, who doesn't want a test drive before making a purchase? But there's a caveat: as convenient as they are, these trial periods and free tools can open up a Pandora's box of security concerns if not approached with caution. 

83% of software buyers are more likely to make a purchase after a seamless trial experience.

Before we dive into why freemiums or free trials are riskier than paid apps, it’s important to underline that leveraging free/freemium tools or trial periods is not inherently bad. At Resmo, we recognize the value of trials and even offer one for our own services. Such offerings are essential for users to grasp a product's utility before making a financial commitment. 

However, with this convenience comes the responsibility of being aware of potential security pitfalls. It's paramount to be vigilant, take the necessary precautions, and above all, always loop in IT teams when considering a new SaaS tool.

The Appeal of Free and Trial SaaS Tools

In an ever-competitive business landscape, the allure of free and trial SaaS applications is undeniable. They offer a tantalizing proposition:

• Zero Initial Cost: High-quality software solutions without immediate financial outlay.
• Informed Choices: Companies can test tools' features and gauge fit before any commitment.
• Budget-Friendly: Especially beneficial for startups and small businesses with tight budgets.

High-quality software solutions without an immediate financial commitment–It's a win-win, at least on the surface. Companies can test out a tool's features and gauge its fit with their workflow, ensuring that they make informed decisions before diving into a full-fledged subscription. 

This "try before you buy" model also alleviates budgetary pressures, especially for startups and small businesses operating on tight budgets. They can explore different tools, compare functionalities, and determine which ones offer the best value for their needs.

Moreover, the product-led growth (PLG) movement has championed user-focused software that often has intuitive user interfaces and streamlined onboarding processes. This has made it even easier for businesses to integrate and experiment with new tools. 

Product-Led Growth (PLG) and Its Role in the SaaS Landscape

Product-Led Growth (PLG) is a go-to-market strategy where the product itself serves as the primary driver of user acquisition, expansion, and retention. Instead of heavy sales pitches or extensive marketing campaigns, the product's inherent value and utility entice users to adopt it, often through free trials or freemium versions.

But as PLG has reshaped the SaaS landscape, it has brought with it unique challenges, especially concerning security. The allure of free trials and versions enables vendors to directly engage users, showcasing the product's benefits. The ultimate aim? To make the SaaS solution indispensable to your employees.

By ingraining their tools into employees' daily workflows, SaaS vendors make it more challenging for IT departments to introduce an alternative, even if it's deemed more secure or is already being used in another part of the organization.

Though not inherently malevolent, SaaS providers understand that intricate security evaluations can elongate their sales trajectories. Their optimal path is to entice your employees, turning them into in-house proponents for their offerings.

PLG’s Impact on SaaS Security

At its core, Product-Led Growth (PLG) prioritizes user experience and adoption by offering direct access to the product, often sidestepping traditional procurement and security vetting procedures. 

85% of SaaS businesses embrace a product-led growth model.

So, as you might guess, PLG strategy is the norm. 

While this strategy empowers users and boosts sales, it simultaneously presents challenges and potential threats to SaaS security. Let's delve into its multifaceted impact.

User Preferences Drive PLG: 80% of customers prefer self-service options when evaluating and buying software products. This evident user preference fuels the PLG approach, placing the product experience at the forefront of acquisition strategies.

Focus on Direct User Adoption: In a traditional model, new software undergoes a thorough vetting process by the IT department. However, PLG's focus on direct user adoption often means these tools sidestep standard IT checks, leaving potential security gaps in the organizational framework.

The Shadow IT Dilemma: As more employees independently adopt free or trial SaaS tools, the IT department is frequently out of the loop, leading to the proliferation of "shadow IT" – unsanctioned tools that lack IT visibility and oversight. Such an environment amplifies the risks associated with unmonitored tools, from data breaches to compliance violations.

Data At Risk: These easily accessible SaaS applications often interact with genuine, live corporate data. Without stringent security checks in place, data becomes vulnerable to unauthorized access, leaks, or potential misuse.

Integration Pitfalls: Employees might integrate free or trial tools with existing applications to streamline workflows. Such unchecked integrations can create vulnerabilities in the security framework, leading to potential breach points.

Operational Fragmentation: Different teams adopting varying tools can result in operational misalignment. Beyond the immediate security concerns, this scenario can spawn non-standardized processes, complicating data governance and regulatory compliance.

Also read our comprehensive guide on SaaS Security.

The SaaS Sprawl Phenomenon

In today's digital age, the proliferation of Software-as-a-Service (SaaS) applications within businesses is undeniable. While SaaS solutions bring innovation, flexibility, and scalability, they also lead to a phenomenon known as "SaaS sprawl."

So, what is SaaS sprawl?

At its core, SaaS sprawl refers to the unchecked growth and spread of multiple SaaS applications within an organization. As departments or individual employees adopt various tools to meet specific needs, there’s an exponential rise in the number of SaaS applications being used.

The unchecked proliferation of SaaS applications within an organization, poses a significant concern as it leads to increased security vulnerabilities, fragmented data across multiple platforms, operational complexities, and potential financial redundancies. As employees and departments independently adopt diverse tools without centralized oversight, the risk of data breaches heightens, vital information becomes siloed, and managing multiple systems becomes a daunting task, further exacerbating compliance challenges and straining resources.

The Hidden Danger: Real Corporate Data in Test Environments

When employees engage with free trials or test out new SaaS platforms, they often use genuine corporate data to assess the tool's functionality in a real-world scenario. This practice, while seemingly efficient for assessing applicability, poses significant risks. 

These trial environments might not have the same robust security measures as the full-fledged versions. As a result, sensitive data is left exposed to potential breaches or unintended access. Additionally, since these trial versions aren’t typically under the purview of IT or security teams, the data used might not get regular backups, and there’s no guarantee of data retrieval in case of any disruptions. 

• Trial versions may lack the comprehensive security features found in their fully developed counterparts.
• Trial versions often bypass IT oversight, might lack regular backups, and offer no assured data recovery during disruptions.

By using real corporate data in such environments, businesses inadvertently open themselves up to data leaks, compliance violations, and potential reputational damage. The allure of a "free trial" should never overshadow the intrinsic value and vulnerability of the data being used within it.

Limited Visibility: The IT Blindspot

IT departments have traditionally been the gatekeepers, ensuring that all tools and software align with the organization's security and operational standards. However, the rise of free and trial SaaS tools has introduced a significant blindspot for these teams.

Employees, enticed by the ease of use and immediate value provided by these applications, often adopt them without seeking prior approval. This rapid, unsupervised adoption undermines traditional IT vetting processes, leaving departments unaware of many applications running within their networks.

Consider this scenario.

A marketing team member discovers a free tool for social media analytics. They sign up, input company data, and start tracking campaigns without notifying the IT department. The tool, which might not meet the company's security standards, now holds sensitive corporate information. Multiply this by dozens or even hundreds of employees across various departments, and the magnitude of the problem becomes apparent.

Such limited visibility means IT and security teams cannot monitor, manage, or secure tools they're unaware of. This poses a heightened risk of:

• Data breaches
• Non-compliance with data protection regulation
• Potential operational conflicts

To address this issue, it's essential for companies to establish clear software adoption protocols and invest in tools like Resmo, which can detect and manage unauthorized SaaS usage, providing a clearer and more comprehensive view of all applications in use.

Diving into Other Security Concerns

Beyond the often-discussed blindspots and data mishandling within trial environments, there are myriad other security concerns that come to light when examining the wider use of free and trial SaaS applications. You might want to consider the following risks next time your teammates or you start a free trial:

Lack of custom security settings: Many trial versions offer a one-size-fits-all approach, lacking the customization that would allow companies to implement their specific security protocols.

Data Residency Issues: With the globalization of SaaS, data can be stored anywhere. Free versions may not offer clarity or choices on data residency, potentially putting companies at risk of non-compliance with regional data protection laws.

No SLAs in Place: Unlike paid versions, free tools might not come with a Service Level Agreement (SLA). This means there's no contractual obligation for the provider to ensure uptime, performance standards, or timely support.

Vendor Lock-in: Some SaaS tools may not provide easy migration options, meaning if you start with them and later decide to shift, you could face significant challenges in extracting and transferring your data.

Limited or No Support: One of the trade-offs for not paying could be a lack of dedicated support. This can prove detrimental in situations where timely assistance is needed to address issues or vulnerabilities.

Ad-driven Models: Some free tools sustain themselves through ads, which could expose users to malicious links or unvetted content, further increasing the risk landscape.

Laying The Groundwork for Secure SaaS Adoption

1. Embrace a Collaborative Approach

You can't combat SaaS sprawl by working against your employees. Instead, become their ally. Transition from being the traditional "gatekeeper" to the more proactive "guide." Instead of outrightly rejecting requests, adopt an approach of "Sure, Let's Check That Out."

2. Stay a Step Ahead

Be proactive rather than reactive. Intervene early, before your teams get too deep into a new application. This way, you can guide them towards secure choices without disrupting their workflow.

3. Stay Updated, Stay Informed

In the vast world of SaaS, staying updated is half the battle won. Utilize tools that offer real-time updates on the latest apps your team is exploring. Think of it as having a surveillance camera, but one that’s aimed at threats, not your team.

4. Tackle Account Vulnerabilities Head-On

Account-level security is where the action's at. Focus on this aspect, as most breaches target user accounts. Get tools that give a precise, not overwhelming, overview of potential vulnerabilities. It's like having an alarm system that sounds only for actual threats and not every cat that passes by.

5. Empower Employees for a Collective Defense

While the onus of security rests with IT, the first line of defense is always the user. Equip your team with the knowledge and tools they need to keep their accounts secure. This shared responsibility not only eases the burden on IT but also makes for a more robust defense strategy.

Remember, the challenge isn't just about preventing security breaches. It's also about ensuring that while doing so, productivity and innovation don't get stifled. Every tool or app an employee explores has potential—our job is to ensure that potential is realized safely.

Further Resources

• You might want to learn more about Shadow AI as the use of Artificial Intelligence is more popular than ever in the corporate world. With proper Shadow IT discovery strategies, you can handle how secure your team members adopt and use AI tools.
• SaaS security vulnerabilities often stem from misconfigurations. Understanding potential attack vectors is the first step into reducing your attack surface.