Security of grant application SaaS platforms: Edgars Poga on Inside The System

As more companies use online tools to search for funding, assess eligibility and prepare applications, these platforms may process detailed information about the organisation, its finances, projects, technology and future plans. This makes SaaS security an important part of the funding application process.

Shadow SaaS goes beyond productivity tools

Shadow SaaS usually refers to software used by employees without the direct knowledge or approval of the company’s IT team.

Common examples include messaging platforms, video conferencing tools, AI assistants and online marketing software. The definition can also cover a much wider range of services.

Employees regularly enter information into online forms, surveys, assessment tools, document-generation platforms and specialised industry applications. In many cases, these tools can be used immediately without installation or involvement from an IT department.

Grant application platforms are part of this broader SaaS environment.

A team may use an online service to:

• search for relevant EU funding opportunities;
• assess whether a company meets eligibility conditions;
• create a company or project profile;
• prepare grant application documents;
• share financial and technical information;
• coordinate application work with consultants or partners.

Each activity can involve commercially sensitive company data.

Why grant platform security matters

Preparing a grant or tender application often requires more information than a normal software registration form.

Depending on the programme, companies may need to provide:

• financial information and funding history;
• descriptions of technologies and intellectual property;
• business plans and commercialisation strategies;
• employee and management information;
• project budgets and cost estimates;
• partner and consortium details;
• research, development and market-entry plans.

This information can be valuable both commercially and strategically. Companies therefore need to understand where their data is stored, who can access it and how the platform protects it.

The same principle applies when employees use a platform independently. IT teams cannot evaluate or manage risks connected to tools they do not know are being used.

AI is accelerating the growth of SaaS tools

The rapid adoption of artificial intelligence has made it easier to create specialised SaaS applications.

New platforms can now be developed and launched much faster, including tools for analysing funding calls, completing documents, reviewing eligibility requirements and generating application content.

This creates more choice for companies, but it also makes the SaaS environment harder to monitor.

A professional-looking platform does not automatically demonstrate that suitable security, privacy and data-management practices are in place. Before uploading sensitive information, users should understand how the service operates and what happens to the data they provide.

How companies can evaluate grant application software

During the conversation, Edgars and Elvīra discussed how companies can balance convenient access to SaaS tools with responsible security practices.

The solution requires cooperation between employees, management and IT teams.

Before using a grant application platform, companies should consider questions such as:

• What company information will be uploaded?
• Where is the data stored and processed?
• Who can access the information?
• Does the platform explain its privacy and security practices clearly?
• Are third party services involved in processing the data?
• Can users control, export or delete their information?
• Does the company have an internal process for approving new SaaS tools?
• Are employees trained to recognise reliable software providers?

These questions are particularly important when a platform handles financial documents, technical descriptions, project plans or confidential company information.

Education and SaaS visibility must work together

One of the main conclusions from the discussion was that SaaS security cannot depend entirely on restrictions.

Employees need enough knowledge to recognise warning signs and distinguish between reliable platforms and services that provide little information about how data is handled.

At the same time, IT teams and managed service providers need visibility into the software being used across the organisation. This allows them to identify unknown applications, evaluate potential risks and provide safer alternatives where necessary.

A practical SaaS security approach therefore combines:

• employee education;
• clear internal rules for using external platforms;
• visibility into the tools used by the team;
• security assessment of services that process sensitive information.

Proposal Peak platform and responsible use of company data

Proposal Peak platform helps companies identify suitable grants and tenders through an AI-powered search based on their profile, sector and planned activities.

The platform operates in an area where trust and responsible handling of information are essential. Companies need useful funding matches while maintaining confidence that the information they provide is treated appropriately.

The Inside The System conversation offered an opportunity to examine these responsibilities from both the grant platform and SaaS security perspectives.

It also highlighted a broader question relevant to every organisation adopting new digital tools: how can teams benefit from specialised software while maintaining control over company data?

Watch the full conversation

The full episode explores:

• how grant application platforms fit into the shadow SaaS landscape;
• what information companies provide during funding applications;
• how businesses can evaluate the security of specialised SaaS tools;
• the role of IT teams and managed service providers;
• how employee education can reduce SaaS-related risks.

Watch the full Inside The System episode here.