The Risks of Third-Party Apps & How to Fix Them
The "Sign in with Google" button offers undeniable convenience, saving users from juggling dozens of passwords. However, every time an employee uses this feature, they grant an external developer access to a piece of your company’s data ecosystem. For technical leaders, the critical question is how to manage the permissions granted across countless third party apps. This guide breaks down exactly what data these applications request and the security vulnerabilities they can create. We’ll provide a clear framework for vetting new tools and establishing data governance policies that give your team control over your digital footprint.
Businesses are relying more than ever on third-party applications to streamline operations, enhance productivity and provide superior customer experiences. While these apps offer undeniable benefits, it’s essential to understand the risks they pose.
In this article, we’ll explore the potential hazards associated with third-party apps and discuss strategies to mitigate these risks effectively.
What Are Third-Party Apps?
Third-party apps, also known as external or non-native applications, are software programs developed by entities other than the company using them. These apps are designed to extend the functionality of existing systems, platforms or devices, providing additional features or services.
They come in various shapes and sizes, catering to different business needs. Some common examples include project management tools like Trello or Asana, customer relationship management (CRM) software such as Salesforce, communication platforms like WhatsApp or Messenger, and countless others. These apps are usually created by specialized software developers or technology companies that focus on a specific niche.
Understanding "Sign in with Google" and Similar Features
We’ve all seen it: the convenient button that lets you use an existing account, like Google or Microsoft, to log into a new application. This feature, a form of single sign-on (SSO), is designed to make life easier. It saves users from juggling dozens of passwords and offers a layer of security by centralizing authentication. When you use it, you’re prompted to authorize the app, and you can typically decide what information—like your name or email—you’re willing to share. While this process is quick and generally secure, it’s also a gateway. Each time an employee signs in, they are granting a third party access to a piece of your company’s data ecosystem. Understanding exactly what you’re approving is the first step in managing the associated risks.
What Data Do Third-Party Apps Request?
When an employee authorizes a third-party app, they aren't just creating a login. They are granting a specific set of permissions that dictate what the app can do with their account data. These permissions aren't all created equal; they range from low-risk requests for basic identification to high-risk access that allows an app to modify or delete your corporate data. According to Google's own documentation, these permissions fall into a few key categories. As a leader responsible for your organization's security and infrastructure, knowing the difference is critical for vetting new tools and establishing clear data governance policies for your team.
Basic profile information
The most common permission request is for basic profile information. This generally includes your name, email address, language preference, and profile picture. For many applications, this is all that’s needed to set up a user account and personalize the experience. While it seems harmless, it’s important to remember that every piece of data shared expands your organization's digital footprint. In the event of a breach at the third-party vendor, even this basic information can be compiled and used to craft more convincing phishing attacks against your employees. It’s the first rung on the data access ladder, as outlined by Google's guide on sharing account data.
View and copy data
Moving up the ladder, some apps request permission to view and copy data from your account. This could include your contact lists, private files in Google Drive, calendar appointments, or even your YouTube playlists. This level of access presents a more significant risk because it allows the third party to create a duplicate of your information on their servers. The critical issue here is data persistence. Even if you later revoke the app's access, you can't retract the data it has already copied. This creates a "shadow" data set that exists outside of your control, posing a serious challenge for compliance and data security.
Manage data
The highest level of permission allows an app to actively manage data within your Google Account. This means the application can edit, upload, create, or even delete your content. For example, a project management tool might request permission to create new calendar events, or a video editor might need to upload files directly to your YouTube channel. Granting this level of access requires absolute trust in the vendor's security practices. A compromised or malicious app with these permissions could lead to irreversible data loss, corruption, or the introduction of malware into your environment. Any tool requiring this level of integration should undergo a thorough cybersecurity review before it's approved for use.
What Are the Risks of Using Third-Party Apps?
Malware
One of the primary risks associated with third-party apps is the potential for malware. Malicious actors may exploit vulnerabilities within these apps to introduce harmful code into your business systems. This can lead to data breaches, network disruptions and even financial losses.
Data leak concerns
Third-party apps often require access to certain data or integration with internal systems to function properly. While most developers have good intentions, there is always a risk of data leaks or unauthorized access. This is especially crucial when dealing with sensitive customer information or proprietary business data.
Regulatory compliance
Using third-party apps can pose challenges in maintaining regulatory compliance. Depending on your industry, you may be subject to specific data protection laws, such as the General Data Protection Regulation (GDPR) or the Health Insurance Portability and Accountability Act (HIPAA). If a third-party app mishandles or exposes your data, it could result in severe legal and financial consequences.
End-users granting permissions
Another significant risk arises from end-users unknowingly granting excessive permissions to third-party apps. This often happens when users are prompted to grant access to personal data, contacts or other system resources during the app installation process. If not careful, users may unintentionally expose sensitive information, compromising business security.
In fact, a recent Ponemon security report found that 44% of organizations surveyed experienced a data breach, and of those, 74% said they were breached because they gave too many access privileges to a third-party app.
Lack of vendor transparency
Vendors may lack transparency regarding their development practices and security measures. Without proper transparency, it’s challenging to assess the level of risk associated with the app or evaluate if it meets your organization’s security standards.
Integration complexity
Integrating third-party apps into your existing systems can be complex. Incompatibilities, software bugs, or poor documentation can cause disruptions in your operations, leading to productivity losses or potential security vulnerabilities.
Abandonment and support issues
Third-party app developers may discontinue support or abandon their apps, leaving businesses with unsupported or outdated software. This can create security vulnerabilities and compatibility issues, as the app may no longer receive updates or patches to address emerging threats.
How to Personally Manage App Permissions and Data
While your organization implements broad security policies, individual diligence is the first and most critical line of defense against third-party app risks. Every employee, from the C-suite to the front lines, handles data that could be compromised through a seemingly harmless app. Building strong personal data management habits is essential for protecting both yourself and your company. Think of it as digital hygiene—a regular practice of reviewing and cleaning up app permissions to minimize your attack surface. While these individual actions are vital, they are most effective when part of a larger, professionally managed cybersecurity strategy that provides a safety net for the entire organization.
Where to Find Your Privacy Settings
Understanding where to manage permissions is the first step. Control over your data isn’t located in one single dashboard; it’s typically split between your device’s main settings and the settings within each individual application. Your device settings control what the app can access from your phone or computer, like your camera or location. The in-app settings, on the other hand, control how the app uses your data and shares it with others on its platform. Getting familiar with both is key to maintaining a secure digital footprint and ensuring you only share what is absolutely necessary for an app to function.
In your device's main settings
Your device’s operating system provides the primary controls for hardware and core data access. As Apple Support notes, "You can control what parts of your Apple device a third-party app can use (like your location, contacts, or photos)." This is true for both iOS and Android. By going into your device's main "Settings" menu and selecting a specific app, you can see a list of permissions it has requested. This is where you can revoke access to your microphone, camera, contact list, or precise location, ensuring an app isn't gathering more information than it needs.
Within the third-party app itself
While device settings manage access to your hardware, the app’s internal settings govern how your data is used within its own ecosystem. Many important controls, "especially about sharing information with others, are found inside the app itself." You should look for sections labeled "Account," "Privacy," "Security," or "Data Sharing." Here, you can manage things like profile visibility, ad personalization, and whether the app can scan your contacts to find friends. These settings are unique to each app, so it’s worth taking a few minutes to explore them after installation.
How to Review App Permissions on Google and Apple
Beyond individual app settings on your device, it’s crucial to review which third-party services are connected to your core digital accounts, like Google and Apple. Using "Sign in with Google" or "Sign in with Apple" is convenient, but it creates a link between your account and the third-party app. Over time, you may accumulate dozens of these connections, including to services you no longer use. Regularly auditing these connections and removing outdated ones is a simple yet powerful way to reduce your security exposure and prevent old, forgotten apps from retaining access to your account data.
For Google Accounts
Google makes it straightforward to see every app connected to your account. According to Google's own guidance, you should "regularly review the apps connected to your Google Account and remove any you no longer use or trust." By visiting your Google Account's security settings, you can see a list of all third-party apps with access. For each app, you can see exactly what data it can view or manage. If you don't recognize an app or no longer need it, you can remove its access with a single click, instantly severing the connection to your Google data.
For Apple Devices
Similarly, Apple provides tools to manage apps linked to your Apple ID. When you use "Sign in with Apple," you can choose to share your real email address or use Apple’s "Hide My Email" feature, which creates a unique, random address that forwards to your real one. This prevents the app developer from getting your personal email. You can review and manage these connected apps by going to "Settings," tapping your name, and then selecting "Password & Security" to find "Apps Using Your Apple ID." From there, you can review permissions and stop using your Apple ID with any app.
What Happens When You Remove Access?
When you revoke an app's permission, you are breaking the digital link that allows it to access your data going forward. As Google explains, "When you remove access, the app can no longer see your Google Account data." This is an immediate action that prevents any future data requests. However, it's important to understand that this does not automatically delete the data the app has already collected. The app may still retain historical data on its servers. To have that information deleted, you may need to contact the app's developer directly and make a formal data deletion request, often citing privacy regulations like GDPR.
Key Security Tips for Using Third-Party Apps
Maintaining control over your data requires consistent habits and a healthy dose of skepticism. Beyond managing permissions, a few fundamental security practices can significantly reduce your risk. These tips are simple, effective, and should be second nature for anyone using third-party applications, whether for personal or professional use. By integrating these practices into your routine, you create a stronger personal security posture that contributes to your organization's overall resilience against data breaches and other cyber threats. It's about making smart, deliberate choices every time you connect a new service to your digital life.
Never share your primary account password
This is a golden rule of cybersecurity. You should "never share your Google Account password with any other app or service." When an app legitimately uses a feature like "Sign in with Google," it uses a secure protocol called OAuth, which grants access without ever revealing your password. If a third-party app or website asks you to type in your Google, Microsoft, or Apple password directly, it's a major red flag. Sharing your password gives that service complete control over your account and is an enormous security risk.
Block users separately in each app
It's easy to assume that security settings on your device apply universally, but that's rarely the case. For example, "if you block someone in an Apple app (like Messages), it doesn't block them in a third-party app (like Instagram)." Each application operates in its own silo. If you need to block a user or manage privacy settings related to other people, you must do so within each specific app. This highlights the fragmented nature of app security and the need to manage settings on an app-by-app basis rather than relying on system-wide controls.
Report apps that misuse data
If you encounter an app that you believe is violating its own privacy policy or misusing your data, don't just delete it. Take the extra step to report it. Both Google and Apple have processes for this. As Google encourages, "If you think an app is misusing your data, you can report it." Reporting malicious or deceptive apps helps protect the entire user community. It alerts the platform owner to a potential threat, which can lead to an investigation and the app's removal from the store, preventing others from falling victim to the same issue.
How to Manage Risks from Third-Party Apps
Access controls
Implement stringent access controls to restrict app permissions to only what is necessary for its intended purpose. Regularly review and revoke unnecessary permissions to minimize potential security vulnerabilities.
Device monitoring
Employ robust device monitoring systems to detect and prevent the installation of unauthorized or suspicious third-party apps. Regularly scan devices for malware and ensure that software is kept up to date.
Zero trust
Adopt a zero trust security model, which assumes that no user or device should be inherently trusted. This approach requires continuous authentication and verification of user identities and devices, ensuring that only authorized entities can access sensitive resources.
Incident response and recovery planning
Develop an incident response and recovery plan that includes strategies specific to third-party apps. In the event of a security breach or a data leak, having a well-defined plan will allow your organization to respond promptly, minimize damage, and recover quickly.
Ongoing monitoring and auditing
Regularly monitor and audit the third-party apps integrated into your systems to ensure they continue to meet security standards. Implement robust logging and monitoring systems that can identify anomalous behavior, unauthorized access or other potential security issues. Conduct periodic security assessments to identify and address any vulnerabilities.
User awareness and training
Educate your employees about the risks associated with third-party apps and the importance of exercising caution when granting permissions or sharing sensitive information. Provide training on how to identify suspicious apps, verify app permissions, and report any security concerns promptly.
When to Call in a Cybersecurity Specialist
While third-party apps bring undeniable advantages to businesses, it’s essential to be aware of the associated risks. By understanding the potential hazards, you can take proactive steps to mitigate these risks effectively. A comprehensive risk management strategy is crucial to protect your business and maintain your reputation in today’s digital age.
The cybersecurity experts at BCS365 can implement and manage the right security solutions to mitigate risk and provide greater visibility into the apps your employees are using, ensuring data protection and stringent cybersecurity policies to protect your business.
Frequently Asked Questions
What's the real danger if an employee uses "Sign in with Google" for a new app? The main danger is that each sign-in grants a third-party developer access to a part of your company's data. While convenient, this creates a direct link between your corporate environment and an external application. The risk level depends on the permissions granted, which can range from basic profile info to the ability to view, copy, or even delete data in your corporate accounts. If that third-party app is ever compromised, it can become a backdoor into your system.
If I remove an app's access, is my data safe? When you revoke an app's access, you are cutting off its ability to request new data from your account. This is an important and immediate step. However, it does not automatically delete the data the app has already collected and stored on its own servers. To have that historical data removed, you typically need to contact the app's developer directly and request data deletion, which is a separate process.
Isn't it my IT team's job to manage all this? Why should I worry about my personal app settings? While your IT team implements broad security policies like zero trust and device monitoring, individual diligence is your first line of defense. Many breaches happen because an employee unknowingly grants excessive permissions to a seemingly harmless app. Think of it as a partnership; your IT team provides the security framework and safety net, but your personal habits in reviewing permissions and questioning data requests are critical for preventing initial access.
How can I tell if an app is asking for too much information? A good rule of thumb is to apply the principle of least privilege: does the app truly need this permission to perform its core function? For example, a simple photo editor probably doesn't need access to your contacts or calendar. If an app's permission requests seem unrelated to its purpose, that's a major red flag. Always start by granting the minimum permissions possible and be skeptical of any app that demands high-level access, like the ability to manage or delete your data, right from the start.
We already have an MSP. Do we still need to worry about third-party app risks? Yes, you do. While a good Managed Service Provider (MSP) is essential, their focus might be on network and infrastructure-level security. The risk from third-party apps often originates from individual user behavior and the specific permissions granted through SSO services like Google or Microsoft. A specialized cybersecurity partner can complement your MSP by providing deeper visibility into application-level threats, helping you develop specific governance policies for app usage, and implementing advanced monitoring to detect when an approved app behaves maliciously.
Key Takeaways
- Vet permissions before granting access: Third-party apps request different levels of data access, from basic profile info to the ability to edit or delete your files. Understand that granting permissions, especially to manage data, creates significant security risks and should only be done after a thorough review.
- Regularly audit connected apps: Convenience features like "Sign in with Google" create lasting links to your accounts. Make it a routine to review which apps have access to your Google and Apple accounts and remove any services you no longer use or trust to reduce your digital attack surface.
- Implement a multi-layered security strategy: Individual diligence is important, but organizational security requires a formal approach. Combine strong access controls, continuous monitoring, and a zero trust security model to create a comprehensive defense against threats from third-party applications.
