To address the data collection, target senior student and graduates from the previous year. The younger students typically don’t have enough of an idea of what they want to do after high-school. (At least not on our team.) So collecting their information won’t necessarily help you in your goal to acquire future employees.
Ask that teams provide a list of emails for their interested seniors and recent alum with a clear and concise description of what their emails will be used for. What should the emails be used for? Sending an invitation to opt in to a FIRST alumni communication program of some kind. From there you can collect information on a more personal basis with the carrot being that they are kept up to date on potential positions at the company. (Co-op positions while in school and entry level positions once graduated.) Or whatever other incentives you deem appropriate.
Folks are often quite happy to provide some of their information if they are a benefactor. And when it comes to collecting personal information, leaving it in the hands of the individual is important. Of course, part of this comes down to building a culture on those teams where putting in for this is held in a similar regard to putting in for things like grants and scholarships. Otherwise it’s just junk mail and you probably won’t get the results you are looking for.
Also, when collecting personal information. It’s often better to collect only what you actually need. Entities like to collect waaaaay more data than is reasonable and that’s a huge turn off for most.
If you’re just looking for numbers for your philanthropic stats, keeping it high level is enough to “wow” the people that matter without being creepy. (Number of teams, Students, Mentors, Competitions, etc…) Without getting too political, if profiling people is required to justify outreach efforts you might have to take a good hard look internally at the people making those decisions because it’s likely their heart’s not in the right place.
There’s a lot of different ways to go about changing this system for the better. This is just quick off the top of my head suggestions and so they won’t be totally correct.