HIPAA Compliance Checklist for 2025

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Do you know how many AI systems your organization is using right now, including the ones nobody approved?

AI is embedded everywhere: inside SaaS apps, browser extensions, productivity tools, and even features your teams don’t realize are AI-driven. As a result, enterprises are running AI models they never evaluated, governed, or secured.

According to CloudEagle.ai’s IGA report, 60% of AI and SaaS apps operate outside IT visibility.

This creates serious risks, from sensitive data flowing into unmanaged AI engines to shadow AI tools bypassing IT policies, triggering automated actions, and violating SOC 2, GDPR, HIPAA, or the EU AI Act.

To stay protected, organizations now rely on Embedded AI Discovery Platforms that detect and monitor AI usage across apps, APIs, extensions, browsers, and hidden features.

Let’s explore the 10 best embedded AI discovery platforms for enhanced SaaS management.

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TL;DR

Embedded AI is now everywhere, and much of it is invisible to IT and security teams.
AI-powered data discovery platforms help uncover hidden AI usage across apps, APIs, extensions, and SaaS tools.
A strong AI tool discovery platform provides real-time monitoring, risk scoring, usage insights, and access governance.
CloudEagle.ai leads the market with full AI + SaaS + Access Discovery, shadow AI detection, and embedded AI visibility.
This list covers the top 10 embedded AI discovery tools that help security, IT, governance, and compliance teams stay ahead of rising AI risks.

What Are AI-Powered Data Discovery Platforms?

AI-powered data discovery platforms help companies clearly understand how AI is being used across their SaaS stack; not just which apps are active. They scan tools, workflows, and user activity to show where AI features exist, who is using them, and whether any sensitive data is being sent to AI models.

These platforms also uncover hidden AI features inside everyday tools, like auto-generate buttons, smart suggestions, summaries, or predictive insights, that employees may use without realizing they’re powered by AI.

This visibility helps organizations stay in control, reduce security and compliance risks, and ensure AI is used responsibly. Traditional SaaS discovery tools can’t detect this, but AI-powered discovery platforms are designed exactly for that purpose.

What Do These Platforms Help Identify?

They pinpoint key details about AI usage across your applications, including:

Which applications contain embedded or generative AI capabilities?
Which users or teams are engaging with those AI features?
Whether sensitive or regulated data is being sent to AI models?
Where AI is processing or generating business-critical information?
Whether AI usage align with internal policies and compliance requirements?
Hidden or unapproved AI features inside common SaaS tools?

Types of AI Activity They Can Track

They monitor a wide range of AI-driven behaviors and interactions, such as:

LLM-powered functionalities (chat, summarization, generation, Q&A),
Autonomous or semi-autonomous AI agents,
AI-driven analytics and insights,
Embedded AI APIs and backend model calls,
Model-generated content, recommendations, or actions,
Automatic workflows or decisions triggered by AI.

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The Role of AI in Modern Data Discovery Platforms

AI-powered discovery platforms help organizations:

1. Automatically Classifying AI Usage

AI can quickly tell what type of AI a tool is using. It detects hidden AI, generative AI, LLM features, predictive analytics, and automated workflows, even when these features aren’t obvious. This helps teams clearly see which tools have AI built in.

2. Detect Shadow AI

Shadow AI occurs when apps, extensions, or users rely on external AI models without approval. AI-powered discovery platforms can detect interactions with tools like OpenAI, Anthropic, Google Gemini, HuggingFace, local LLMs, Chrome extensions, and other third-party plugins. This helps organizations quickly identify and stop unapproved AI usage.

3. Analyze Risk Levels

AI evaluates how risky each AI interaction is. It checks what data is being sent to AI models, whether sensitive or personal information is exposed, whether access levels are appropriate, and how strong the vendor’s security is. This makes it easier to protect confidential data.

4. Understand Usage Patterns

AI also shows how employees use AI tools. It identifies who is using them, how often, for what tasks, and with what data. This helps companies understand which AI usage is safe and which may need to be restricted.

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Key Features to Look for in an AI Tool Discovery Platform

A strong AI discovery platform should reveal AI usage across your entire environment, not just known apps. Here are the key features to look for and why they matter.

1. Embedded AI Detection: The platform should detect hidden AI features inside SaaS apps, browser extensions, and everyday productivity tools. Many AI features aren’t labeled clearly, so automatic detection is critical.

2. Real-Time Alerts & Monitoring: AI usage changes daily, so monitoring must be continuous. Real-time alerts help teams respond quickly to risky activity instead of discovering it months later.

3. Shadow AI Discovery: Employees often adopt AI tools on their own. The platform must identify these unapproved or unknown tools so IT and Security can take control before issues occur.

4. Risk Scoring & Policy Enforcement: The platform should score each tool based on data privacy risks, AI usage risks, compliance requirements, and vendor security posture. This makes it easier to decide which tools to allow or block.

5. Data Leakage Prevention: The platform should alert or block activity when sensitive data is sent to AI models, when AI mishandles PII, or when confidential information is uploaded into AI tools.

6. Support for SaaS Integrations: Strong AI discovery platforms connect to HRIS systems, identity providers, finance tools, browsers, security apps, and log sources—so data stays accurate and up to date.

7. Automated Compliance Reporting: It should generate easy reports for SOC 2, GDPR, HIPAA, PCI, and the EU AI Act. This saves time and ensures compliance checks are always audit-ready.

8. Access Governance: AI tools must be paired with proper access controls. The platform should ensure the right people have the right permissions, especially when AI can process sensitive data.

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10 Best Embedded AI Discovery Platforms in 2025

Here are the top 10 embedded AI discovery platforms in 2025 that help organizations uncover hidden AI, detect shadow usage, and gain complete visibility across their environment.

1. CloudEagle.ai

CloudEagle.ai is an advanced SaaS management and IGA platform that uncovers hidden AI in apps, detects shadow AI, manages SaaS tools, and controls access. It identifies embedded AI features while providing governance, compliance, and SaaS management in one place.

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Key Features

a. A Centralized Dashboard for AI Governance

CloudEagle.ai brings all AI activity into one simple, unified dashboard. Teams can clearly see AI usage, risks, permissions, and policy violations in real time. This gives IT, Security, and Compliance a complete picture of what’s happening across the organization, making it easier to act quickly and strengthen SaaS and AI governance.

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A Centralized Dashboard for AI Governance

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b. Discovers AI Apps Across Organization

CloudEagle.ai integrates with over 500 SaaS tools and analyzes their usage to uncover which apps contain AI capabilities. This helps IT and Security teams see AI activity that would normally stay hidden, giving the organization a clear understanding of where AI is being used across the entire environment.

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Know how CloudEagle.ai helped RingCentral save $250K by consolidating duplicate apps.

c. Detects Shadow AI Before It Spreads

Employees often install AI extensions, plugins, or new tools without approval. CloudEagle.ai detects these tools the moment they appear, whether in browsers, apps, or user activity. Early detection helps IT and Security quickly review, allow, or block tools before they create compliance or data-exposure risks.

d. Rationalize Your SaaS Stack

Redundant, duplicate, or unused apps can inflate SaaS spend. CloudEagle.ai centralizes all apps in one place and provides feature-level usage insights, helping teams identify underused or overlapping tools and eliminate waste.

e. Categorizes Apps for Easy Cost Allocation

The platform automatically categorizes apps by department, such as marketing, product, engineering, or HR. This makes it simpler to allocate budgets, track usage, and identify opportunities to reduce SaaS costs.

f. Eliminates Redundant Apps

CloudEagle.ai identifies apps with overlapping functionality and shows which users have access to them. This makes it easy to consolidate duplicate apps and right-size the SaaS stack.

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Discover how CloudEagle.ai helped Heath Ceramic's IT and Finance team get 100% SaaS visibility and spend data.

g. Recycles Unused SaaS Licenses

With HRIS integration, CloudEagle.ai removes licenses automatically when employees leave. It also uncovers unused licenses so they can be reassigned to new users instead of purchasing additional seats.

h. Provides Feature-Level Usage Insights

Login data alone doesn’t show how tools are truly used. CloudEagle.ai provides feature-level usage, helping teams understand whether employees are using the full value of paid plans or if they can be moved to lower-cost tiers.

f. Alerts Teams to Sensitive Data Exposure in Real Time

If employees enter personal, financial, or confidential information into AI-powered features, CloudEagle.ai flags it immediately. Real-time alerts help prevent data leaks and protect against unintentional policy violations.

Pros

Most complete AI discovery + SaaS governance + access control platform
Deepest visibility into hidden AI features across SaaS tools
Strong shadow AI detection and real-time risk monitoring
Automated compliance reporting for major frameworks
Excellent for IT, Security, Compliance, and Procurement teams

Pricing

CloudEagle.ai offers custom pricing based on your company size, the number of SaaS and AI tools you use, and your access governance and compliance needs. Most teams fall in the mid-to-enterprise range, and companies usually see quick ROI through SaaS savings and reduced security risk.

2. Zylo

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Zylo is a SaaS management platform that helps companies see and control all the software they use. It shows which apps are active, how employees use them, and where money is being spent. Zylo also tracks renewals and contracts, so nothing slips through the cracks. It’s a great choice for organizations that want to cut SaaS waste and manage vendors more effectively.

Key Features

Identifies SaaS apps through SSO, finance, and browser data
Tracks usage trends and inactive licenses
Monitors renewal dates and contract terms
Provides spend insights and optimization suggestions
Integrates with major finance and IT systems

Pros

Strong SaaS spend visibility
Solid renewal management
Large integration ecosystem

Cons

Limited AI-specific discovery
Not ideal for deep security validation

Pricing

Starts around custom enterprise quotes (typically mid–high range).

3. Zluri

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Zluri helps IT teams find and manage every SaaS app in the company. It automates onboarding, offboarding, and user access, reducing manual work for IT. The platform gives clear insights into usage so teams can eliminate shadow IT and unused licenses. Zluri is ideal for businesses looking for strong SaaS management and simple access governance.

Key Features

Discovers SaaS apps via SSO, finance, and system logs
Automates user onboarding/offboarding
Tracks app usage and engagement
Provides spend analytics and optimization
Offers workflow automation for IT operations

Pros

Strong access governance
Good automation for IT processes
Easy to deploy

Cons

Limited embedded AI visibility
Lacks deep risk scoring for AI activity

Pricing

Custom pricing; typically mid-market friendly.

4. Productiv

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Productiv helps companies understand how people actually use their SaaS apps. Its analytics make it easy to see which tools are valuable and which are not. The platform centralizes contract details and spend information so teams can make better renewal decisions. It’s a smart option for enterprises focused on optimizing SaaS ROI.

Key Features

Tracks granular app engagement
Provides license optimization suggestions
Centralizes contract and renewal data
Offers usage-based insights for ROI
Integrates with HR, finance, and IT tools

Pros

Best-in-class SaaS engagement analytics
Strong ROI reporting
Clean dashboard experience

Cons

Weak security and AI tracking
Limited governance capabilities

Pricing

Enterprise pricing only; generally higher-tier.

5. Torii

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Torii is built for IT teams that want to automate SaaS operations. It discovers new apps, tracks renewals, and provides clear visibility into usage and spend. Torii’s automation features help reduce repetitive work and streamline processes. It’s a strong fit for organizations wanting to scale IT workflows and control shadow IT.

Key Features

Discovers apps through SSO, finance, and network logs
Automates lifecycle tasks (joiner/mover/leaver)
Monitors SaaS spend and renewals
Tracks user access and app ownership
Provides policy-based workflows

Pros

Excellent workflow automation
Strong discovery accuracy
Good for IT teams scaling processes

Cons

Limited AI-specific discovery
Basic compliance workflows

Pricing

Starts at custom enterprise quotes, mid-range.

6. BetterCloud

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BetterCloud gives companies greater control over SaaS security and user access. It automates tasks like provisioning, deprovisioning, and enforcing policies across apps. With no-code workflows, teams can simplify daily operations and improve compliance. BetterCloud is best for organizations that need strong security and governance across their SaaS stack.

Key Features

Automates user provisioning and deprovisioning
Enforces security and usage policies
Monitors activity within connected apps
Provides granular user access controls
Supports workflow orchestration for IT

Pros

Strong security automations
Deep integration with major SaaS tools
Effective access policy enforcement

Cons

No embedded AI detection
Complex setup for small teams

Pricing

Enterprise-only; generally premium-priced.

7. Wing Security

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Wing Security focuses on finding shadow IT and reducing risks from unapproved SaaS apps. It checks vendor security, monitors risky activity, and protects sensitive data. The platform offers helpful alerts and policy controls to keep cloud usage safe. Wing is a good choice for security teams that want stronger SaaS threat detection.

Key Features

Detects unsanctioned SaaS apps
Monitors permissions and user activity
Evaluates vendor security posture
Alerts on risky behavior or connections
Helps enforce SaaS usage policies

Pros

Strong shadow IT detection
Good security scoring
Lightweight deployment

Cons

Not optimized for spend management
Limited embedded AI visibility

Pricing

Offers free tier; paid plans start at affordable mid-market pricing.

8. Lumos

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Lumos brings all SaaS access and permissions into one place. It automates access reviews, approvals, and governance to keep permissions clean and compliant. With least-privilege controls built in, Lumos helps reduce unnecessary access and security risks. It’s a great option for organizations looking to modernize identity and access management.

Key Features

Centralizes app access and permissions
Automates access approvals and reviews
Tracks user activity and entitlements
Provides least-privilege recommendations
Integrates with major IdPs and HRIS

Pros

Excellent access governance
Strong self-service workflows
Clear compliance reporting

Cons

No AI-specific discovery
Limited spend insights

Pricing

Custom enterprise pricing; typically upper-mid range.

9. Grip Security

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Grip Security provides visibility into shadow SaaS, access risks, and data exposure. It helps security teams find unauthorized apps and enforce consistent access policies. With identity-based protection, it keeps sensitive data safe across cloud tools. Grip is well suited for companies that want a security-first approach to SaaS management.

Key Features

Detects shadow IT automatically
Monitors risky SaaS usage
Maps user access and data flow
Provides threat detection for SaaS
Offers identity-based protection

Pros

Strong focus on shadow SaaS risk
Good visibility into user access
Clear security alerts

Cons

Limited AI visibility
Basic spend management

Pricing

Enterprise pricing; quote-based.

10. SailPoint

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SailPoint is a leading identity governance platform used by large enterprises. It automates access reviews, certifications, and risk scoring to support strict compliance needs. With strong integrations, it enforces least-privilege access across the entire organization. SailPoint is ideal for companies that require deep governance and enterprise-scale identity management.

Key Features

Automates access reviews and certifications
Offers identity risk scoring
Provides deep governance workflows
Integrates with hundreds of enterprise apps
Enforces least-privilege access

Pros

Best-in-class identity governance
Strong compliance capabilities
Highly scalable for large enterprises

Cons

Not built for AI discovery
Complex setup and long deployment cycles

Pricing

Enterprise pricing; generally high-end.

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How Embedded AI Improves Visibility, Governance & Risk Management?

Embedded AI discovery helps organizations see how AI is being used across their tools and catch risks early. Uncovering hidden AI features gives teams the visibility they need to stay secure and compliant.

1. Real-Time Risk Reduction: It quickly spots risky AI behavior, like PII exposure, unapproved prompts, unsafe model outputs, or unauthorized AI actions, so teams can respond immediately.

2. Better Policy Enforcement: It helps ensure all AI usage follows key rules and standards, including SOC 2, ISO 27001, HIPAA, GDPR the EU AI Act, and internal governance policies.

3. Complete Audit Trails: The platform keeps full records of AI usage, prompts, outputs, and AI agent actions, making audits easier and more accurate.

4. Improved SaaS Visibility: It provides one clear view of AI features inside tools, SaaS usage, access levels, and shadow IT; helping teams manage everything in one place.

5. Reduced Attack Surface: Since embedded AI can bypass security controls, discovery helps identify these blind spots and reduce overall risk.

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Conclusion

AI is now built into nearly every tool, and traditional SaaS discovery is no longer enough. Hidden AI features, shadow AI adoption, and embedded AI inside everyday apps create real security and compliance risks that most companies can’t see.

The best AI discovery platforms help you uncover hidden AI, detect shadow AI early, track how employees use AI, monitor data going into AI models, and provide audit-ready visibility. They give IT, Security, and Compliance the control they need to stay safe and compliant.

CloudEagle.ai brings all of this together in one platform, AI discovery, shadow AI detection, embedded AI visibility, SaaS management, access governance, and automated compliance reporting.

Want full visibility into the AI your teams are using?

Schedule a demo with CloudEagle.ai and discover what’s really happening inside your environment.

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